There are many factors that you need to consider when budgeting for an IT fit-out in your new office including hardware and software costs, professional development expenses and the decision to keep or upgrade some pre-existing equipment.
In a lot of cases you might be able to use existing equipment, but are they compatible with the new office? Is it better to upgrade in the long run? Do you need to get quotes before you move?
The bigger your organisation, the bigger the job. You can always contact a company like Avituc to help take the hassle out of your office move. They will honestly tell you if you can use your existing equipment or if you will need to upgrade, liaising with all 3rd party trades, Avituc will help make moving office simple.
Still thinking of doing it yourself? Download blank template of the below IT Check List for New Office here.
Here is an example of IT list for new office including Audio-Visual Equipment, IT Solutions & Unified Communications:
IT Check List for New Office
| Description | Quantity | Transfer Existing | Upgrade | Supplier | Estimated Costs |
| Sign-in solution | 1 | 1 | – | Existing Supplier | € |
| Laptops | 18 | 12 | 6 | Unknown – Quote Required | € |
| Desktops | 8 | 6 | 2 | Unknown – Quote Required | € |
| Monitors | 52 | – | 52 | Unknown – Quote Required | € |
| Tablets | 2 | 2 | – | Existing Supplier | € |
| Cyber Security Audit | 1 | – | 1 | Unknown – Quote Required | € |
| Server | 2 | – | – | Existing Supplier | € |
| Network Firewall | 1 | – | 1 | Existing Supplier | € |
| Network Cabling | 1 | – | 1 | Existing Supplier | € |
| WiFi | 1 | – | 1 | Existing Supplier | € |
| CCTV Cameras | 10 | – | 1 | Unknown – Quote Required | € |
| Phone system | 28 | – | 28 | Unknown – Quote Required | € |
| Digital Signage for Outside | 1 | – | 1 | Unknown – Quote Required | € |
| Digital Signage for Lobby | 1 | – | 1 | Unknown – Quote Required | € |
| Digital Signage for Demonstration room | 4 | 4 | – | Unknown – Quote Required | € |
| TV or Digital Signage for Staff Room | 2 | 1 | 1 | Unknown – Quote Required | € |
| Meeting Room Display | 3 | 1 | 2 | Unknown – Quote Required | € |
| Conferencing Solution | 3 | 1 | 2 | Unknown – Quote Required | € |
| Meeting Room Booking System | 3 | – | 3 | Unknown – Quote Required | € |
Buy Cheap, Buy Twice… This is a phrase well know in the IT industry and usually said after something breaks or fails well before expected. It is good to be frugal, but be wary when one supplier’s quote is 10%+ less than the next quote. Ask both suppliers what the differences are between the quotes and see what both of their answers are. The cheaper supplier might shrug it off and say you are being ripped off by the other company. However, the other company might unveil that you are being sold a lesser solution by his cheaper competitor; a solution that either doesn’t meet all your requirements, doesn’t have the relevant warranty, could include 2nd hand equipment or older models, or has a lower spec.
If you are on a short timescale, and do not have time to get multiple quotes, ask your supplier to give you 2 or 3 options for different price ranges. This is something we in Avituc do all the time.
If you don’t know, ask. Sometimes you think you have covered all needs, but just in case, ask the supplier if they can think of anything else that you might need… They might surprise you!
If you would like help with your office move, contact Avituc and let us help you make the right move.