An IT Checklist for Setting Up a New Ottawa Office
Moving into a new space is the best moment to get your technology right. Here is a practical checklist for setting up a new office in Ottawa or Gatineau, from internet and Wi-Fi to email, devices and backups.
Before you move in
Some things take weeks, so start early.
- Internet. Check which providers serve the address and how long installation takes, then order as soon as you have a date. Ask whether the building has restrictions on where equipment can go.
- Cabling and layout. Decide where desks, printers and network equipment will sit, and whether you need cabling run to desks, meeting rooms or a server closet.
- Phones. Decide whether you want desk phones, apps on staff phones, or both, and whether you are keeping your existing numbers.
- Equipment list. Note what is coming with you, what is being replaced, and what is already old enough to retire.
Network and Wi-Fi
This is the part everyone depends on and nobody thinks about until it fails.
- A business-grade router and firewall instead of the basic box supplied by the internet provider.
- Wi-Fi access points placed for coverage, not just plugged in wherever there was a wall socket.
- A separate guest network, so visitors never share the network your staff use.
- Network equipment labelled and documented, so the next person can find their way around.
Email and accounts
Set this up properly once and it saves endless trouble later.
- Business email on your own domain rather than a free address.
- Multi-factor sign-in for every account, starting with email.
- A simple, written process for adding a new employee and, just as importantly, removing someone who leaves.
- A shared place for company files, with permissions that match how your team actually works.
Computers, printers and security
Consistency makes everything easier to support.
- Computers set up the same way, fully updated and with disk encryption turned on.
- Antivirus and automatic updates enabled everywhere.
- Printers and scanners set up on the network and secured with proper passwords.
- Default passwords changed on every piece of equipment, including the router.
- Shared admin accounts avoided; each person has their own login.
Backups
Decide what you cannot afford to lose, make sure it is copied automatically somewhere other than the office, and test restoring it. Cloud email and shared files often need their own backup too. If you do only one thing from this list before day one, do this.
The week before day one
Test the internet, Wi-Fi, printers, phones and logins before anyone arrives. Walk around with a laptop and a phone and check coverage in every room. Little things are much easier to fix on a quiet Friday than during the first busy Monday.
Common questions
How early should we order internet?
As early as you can. Installation can take weeks, and it is the item most likely to hold up your move.
Do we need a server?
Many small offices do not. Cloud services often replace a server, but it depends on the software you use, so ask before buying one.
Can you help with the whole setup?
Yes. We can plan and set up the network, email, devices and backups, and be there on opening day.
Related services
Want a second opinion on your setup?
Tell us what is slowing your team down and we will tell you plainly how we would fix it.
Book a time[email protected]
Recent Comments