Information technology project management and implementation for corporate relocations

The technology component of a commercial relocation project is traditionally a complex coordination among several vendors. It's a timed dance of cabling, voice, data, and video service providers - with a project management requirement of bringing everything online for the first day of business in a new office. Many corporate employees assigned the position of "move coordinator" are managing this type of project for the first time, and have little time to juggle several technology vendors. Finding a technology partner that has expertise in commercial relocation projects can take a lot off the move coordinator's plate during this stressful time. It's usually best to find a vendor that carries a staff of direct employees capable of performing all IT aspects of the move, giving the coordinator a single point of accountability and resources to get the job done. A well-planned move, coordinated with a good technology partner, opens opportunities to assess new solutions. The investment into technologies that can enhance productivity should be weighed against the expense and risk of taking down and reinstalling legacy equipment, especially in the age of unified communications. Cabling Structured cabling is the hidden yet vital foundation that supports all of your communications technology. All major cabling manufacturers guarantee their products for up to 25 years, provided the project is completed by a certified partner that follows proper installation and testing procedures. Cabling solutions include copper (Cat 5e or Cat 6/e) to workstations and endpoints, and fiber optic cables that connect floors or communication closets. There are several considerations for those that anticipate using a cabling system that has been left behind in their new location. Is the existing cabling intact, and does it lead back to the area of the planned data center? Will the new floor plan require changes to the existing cabling? Or, is it more economical to install a new infrastructure? Voice Voice technologies have changed dramatically in recent years; the decision to reinstall an older PBX system or to upgrade to a unified communications solution is one of the most important decisions that can be made during a company's relocation effort. The development of voice-over-IP systems that carry voice as a network application rather than a stand-alone technology has brought new levels of productivity through the integration of business applications with the phone system. Relocating an older PBX system, which may no longer be maintainable, can be a difficult and costly part of the technology relocation process. It is usually better to invest in a unified communications solution that offers features such as single-number reach over desk and mobile phones, integration of voicemail with Outlook, and the ability to video conference on demand. Data The goal of an IT relocation project team is to get a company back online with minimal business disruption. Data relocation services include de-installation and reinstallation of PC's, printers, servers, and other data equipment. Engineers should be on hand to properly reconfigure network infrastructure. Technicians are needed to perform any panel patching and peripheral installations. Just as it is with voice technology, relocation is a good time to reassess the overall IT picture. New technology can help a company to save space and become more energy-efficient, while increasing performance. Video Video is yet another technology that has changed with the advent of Unified Communications. The viability of existing systems, including video conferencing and presentation equipment, should be weighed against the benefits of new technologies that run over the IP network. Questions of compatibility with other technologies including cabling, IP telephony, and current industry standards should be answered before attempting to relocate any existing video equipment. Services The most important job after the technology assembly for a new office is to make sure that it all works on "cutover" day. A technology relocation partner must make sure that voice and data circuits are activated by carriers on time, a complex issue when a business is porting a phone number from one building to another. Support staff should be available after-hours and during the first hours of business in the new space to trouble shoot any unexpected problems - minimizing business interruptions. A technology partner that acts as a single resource for commercial relocations can unburden the move coordinator of several complex tasks - making for a "smooth move" and continuity of business. One that can provide new solutions and ongoing support offers the added benefits of a single source for services and consolidation of technology costs. Bruce Hoernecke is president and CEO of BBH Solutions, Inc., New York, N.Y.