When a business relocates its office, the biggest risk is not desks or cubicles. It is IT downtime. A single failed server move can disrupt payroll, customer support, compliance systems, and security operations.

In a metro area like Chicago, IT office moves are especially complex. High-rise buildings, restricted elevator hours, shared telecom rooms, and building-managed data closets mean that server relocations must be carefully coordinated with property management, internet service providers, and internal IT teams. This guide explains how to move your IT infrastructure safely, protect your data, and keep your company running during a relocation.

What Is an IT Office Move?

An IT office move is the structured relocation of a company’s servers, networks, computers, phone systems, and data infrastructure from one facility to another. It includes data backup, device disconnection, secure transport, reinstallation, network testing, and system validation to ensure business operations resume without disruption.

Unlike standard office moving, IT relocation requires strict handling procedures, chain-of-custody controls, and coordination with service providers to avoid data loss, hardware damage, or compliance violations.

How Long Does an IT Office Move Take?

IT relocations are never one-size-fits-all. Small businesses may need one to four weeks of planning, with the physical move completed in a few days. Mid-sized companies typically require two to four months of preparation due to larger networks and user counts. Large enterprises and data centers often require six to twelve months of structured planning and phased cutovers.

The more systems a business runs, the more critical it is to stage, test, and validate each transition step.

Step 1: Plan the IT Relocation in Advance

Begin by creating a full inventory of all IT assets including servers, desktops, laptops, firewalls, routers, switches, printers, and phone systems. Document serial numbers, IP addresses, rack locations, and user assignments.

Your plan should include a current-state network diagram and a future-state layout based on the new office. Identify where servers, wiring closets, and workstations will be placed so cable runs, cooling, and power requirements are known in advance. Critical systems such as accounting, customer management, and security platforms should have documented migration and rollback plans.

Step 2: Coordinate Internet, Phone, and Cloud Providers

Contact your internet, phone, and cloud service providers months before the move. Confirm service availability at the new address and schedule installations well in advance. In Chicago office buildings, ISP activation windows can be limited by building management rules, so early coordination prevents delays.

If switching providers, request quotes and compare bandwidth, service level agreements, and installation timelines. If you are changing phone numbers, enable call forwarding so customers and partners can still reach your business during the transition.

Step 3: Walk the New Office With IT

An in-person walkthrough of the new office should be conducted with your IT manager or IT partner. Identify the number of data ports, power outlets, server room locations, and Wi-Fi access points.

Chicago buildings often have shared telecom rooms or locked risers that require advance access approval. Catching these issues early prevents costly day-of-move delays.

Step 4: Evaluate and Upgrade Technology

Office relocations are the ideal time to replace outdated equipment. Document which devices are in excellent, fair, or poor condition. If upgrades are needed, order them well before the move so they can be installed directly at the new location.

Older equipment that is still usable can be wiped and redeployed. Leased or obsolete devices should be returned or recycled through certified e-waste programs to avoid data exposure.

Step 5: Protect Data and Reduce Risk

Data protection is one of the most important parts of an IT office move. Prior to relocation, create full backups of all servers, firewalls, and cloud systems. Store copies offsite or in the cloud.

Backups should be tested to confirm that full recovery is possible. Disaster Recovery and Business Continuity plans should be updated to reflect the new office location, network topology, and vendor relationships.

For many businesses, even one hour of IT downtime can cost thousands of dollars in lost productivity and revenue. That is why professional IT movers treat server relocation as a risk-management operation, not just a physical move.

In addition to protecting digital systems, companies also need to secure physical records, contracts, and client files during a relocation. Mishandling sensitive paperwork during a move can create compliance and privacy risks just as serious as a server breach. Our guide on How to Safely Handle Sensitive Documents and Data During Your Office Move explains how to pack, transport, and protect confidential business information while your office is in transition.

Step 6: Prepare Employees for the Transition

Employees should be informed in advance about new phone systems, login changes, or equipment updates. Provide guides, videos, and training sessions so staff know what to expect.

Downtime is unavoidable during cutover periods, so teams should be told when systems may be unavailable. Regular updates help reduce confusion and lost productivity.

Clear communication with staff is one of the most overlooked parts of a successful office move. Beyond technology training, employees need to understand timelines, workspace changes, and how their daily routines will be affected. Our guide on How to Prepare Your Employees for an Office Relocation walks through how to communicate the move, manage expectations, and keep morale and productivity high during the transition.

Step 7: Prepare Equipment for Transport

Prior to moving day, arrange for the transport of data backup copies separately from the central system to the new office. Ensure all wiring and data cables are correctly labeled. Assist staff with disconnecting devices and powering off equipment properly on the day before the move.

Step 8: Test the New Network Before Going Live

At the new office, conduct a walk-through with the IT provider to check for both wireless and hardwired network connectivity issues and that phones, cabling, and other equipment are in their appropriate locations. Test network capabilities and data migration upon starting the servers.

Check that the corporate website runs smoothly and that employees have access to their emails and can print to the office printer. Test that phone lines are operable and call forwarding from the old phone line directs calls correctly. Confirm access to files stores on local servers and the cloud.

IT Office Move Readiness Checklist

Commercial IT Moving Services from Chicago Office Movers

Moving IT securely requires that companies work with authorized personnel, like Chicago Office Movers. We are one of the most trusted commercial moving services in the area. Our data center relocation service ensures your equipment is transitioned safely, securely, and on budget.

Our IOMI-certified moving crews specialize in safely disconnecting and reconnecting IT equipment, helping minimize downtime and get your team back to work as quickly as possible. We have extensive experience relocating and installing computers, phone systems, printers, copiers, servers, and other essential technology.

Server room moves are handled with the highest level of care and precision. Our proven, multi-step process begins with a detailed planning meeting to review logistics, followed by on-site inspections, secure packing, and coordinated support with third-party providers when needed. For added protection, we also offer climate-controlled transportation to safeguard sensitive equipment throughout the move.

When you’re wondering how to move an IT office, work with the relocation experts at Chicago Office Movers. We’ve handled countless successful moves over the years, including those consisting of fragile artwork, heavy science lab equipment, bulky office furniture, and entire cubicles.

Chicago Office Movers is committed to providing top-notch customer service and budget-friendly relocations. We offer a comprehensive range of services, from storage to insurance, to ensure your IT move is seamless. Call our Elk Grove Village or Chicago, Illinois, office today to learn more.