New Office IT Setupand Relocation Services

New office IT setup covers everything your team needs to start working on the first day in a new space.

It usually starts with a site survey and a plan for where network points, Wi-Fi, equipment and a server or communications room will go. It then covers ordering and installing internet connections, running network cabling, and installing and configuring network equipment such as routers, switches, firewalls and Wi-Fi access points.

It also includes setting up phones, printers, meeting room technology, computers and any servers, connecting cloud services and software, and applying security settings. A good setup ends with a full test of every system before employees arrive.

Start planning IT as soon as you're seriously considering a new space, and ideally before you sign the lease.

The most important early step is ordering your internet connection. Business fibre and leased lines can take anywhere from a few weeks to several months to install, depending on the provider and the building, and late internet orders are the most common reason new offices open without working IT.

For most offices, IT planning should begin three to four months before move-in. That gives time for a site survey, cabling during construction, delivery of equipment, installation and testing. Larger offices and multi-floor sites need even longer.

There is no single price that makes sense for every office.

Cost depends on the size of the office and number of employees, how much cabling the space needs, the network equipment, phones and computers you buy, whether you need a server room, the internet connections you choose and how much existing equipment you move from an old office. Most quotes combine one-time costs, such as cabling, hardware and installation labour, with ongoing costs such as internet and software subscriptions.

A 15-person office with standard needs has very different costs from a multi-floor office with meeting rooms, a server room and several internet links. We would rather survey your space and understand your needs first, then give you a clear, itemised quote.

Most new offices use Cat6 cabling, which supports fast network speeds and suits most businesses. Cat6A costs more but supports higher speeds over longer distances and gives more room for future growth.

A common rule is two network points per desk, one for the computer and one for a phone or other device, and four or more in each meeting room. You also need cabling for Wi-Fi access points, printers, security cameras and any other devices that connect to the network.

Install cabling before walls, ceilings and floors are closed during construction, because adding it afterwards costs much more and causes disruption. Every cable should be labelled and tested, and all cables should run back to a properly organised communications rack.

Yes. We set up phone systems as part of your new office, so your team can make and take calls from day one.

Most businesses now use internet-based phone systems (VoIP) or calling through Microsoft Teams, rather than traditional phone lines. We help you choose the right option, arrange the service with the phone provider, and configure the desk phones, headsets and network settings that make calls clear and reliable.

If you're moving from another office, we plan the transfer of your existing phone numbers, so customers can reach you without interruption.

Yes. We plan your Wi-Fi as part of designing the network for your new office layout.

We look at the size and shape of the space, the building materials, how many people and devices will connect and where they'll work. We then decide how many access points you need and where to place them, so every desk and meeting room gets a strong, reliable signal.

We also set up Wi-Fi security. Your staff connect to a secure business network, and guests use a separate network that keeps them away from your company systems.

It includes software, not just hardware. Equipment on its own doesn't let your team work.

We set up and configure the software applications and licences your business needs, including Microsoft 365, email, file sharing and business applications. When you're moving from an existing office, we also migrate your data and IT assets safely to the new location, so files, systems and settings are ready when your team arrives.

As a Microsoft Solutions Partner for Modern Work, we set up Microsoft 365 properly from the start, including user accounts, security settings and device management.

The setup itself is a project, but our support doesn't stop on move-in day.

After the move, we support your team through the first days and weeks, fix any remaining issues and make sure everything works as planned. We also hand over full documentation of your new IT setup, including configurations, network layout and equipment details.

Many clients then move to our managed IT services, where we monitor, maintain and support their office IT every day. Others keep their own IT team and call on us when they need help. You choose what suits you.

New office IT setup means building IT for a space from scratch. That usually happens when you open an additional office or start a business in a new location. Everything, from internet and cabling to equipment and software, gets designed and installed fresh.

Office IT relocation means moving your existing IT from one office to another. It includes everything a new setup needs, plus extra work: moving and reinstalling existing equipment, migrating data and systems, keeping downtime as short as possible and shutting down IT at the old office.

Relocation is often a good time to replace ageing equipment, since moving old hardware can cost nearly as much as buying new.

Ask which internet providers already serve the building and whether fibre is available, because this affects both your speed and how quickly you can get connected. Ask about access to risers and conduits for running cables between floors, and whether there's a suitable room for your network equipment with enough power and cooling.

Also ask whether the building has existing cabling you can use, whether backup power is available, what rules apply to installation work, such as drilling or roof access for antennas, and when installers can access the site.

The answers can change which space you choose. A cheaper office with poor connectivity options can cost more in the long run.

Build in room for growth, but don't overbuy.

Some things are cheap to add during setup and expensive to add later. Cabling is the best example. Common guidance is to install around 20% more network points than you need today, because adding cables after walls are closed costs far more. Plan spare rack space, power capacity and switch ports on the same principle.

Other things are easy to add later, such as extra computers, Wi-Fi access points or software licences. For these, buy for your current team and expand as you grow. The right balance depends on how fast you expect to grow and how long you plan to stay in the space.

Yes. We treat the internet connection as the first priority in every new office project, because it's the part most likely to cause delays.

At the start of the project, we assess the site, check which providers serve the building and help you order the right connection as early as possible. We then coordinate with the provider, track the installation date and confirm the connection is live and tested well before move-in, while cabling and equipment installation continue alongside.

If the provider's timeline puts your move-in date at risk, we tell you early and plan a temporary solution, so your team can still work.

We coordinate the IT side of your move, so it doesn't fall on your team.

You have a named contact at Procain who manages the IT timeline from start to finish. We coordinate with your construction team, cabling installers, equipment suppliers, internet providers and moving company, so IT work happens in the right order. For example, cables go in before walls close, and equipment arrives before the move.

We keep you updated throughout, flag risks early and make sure the IT work matches the physical move. That lets your team focus on running the business.

Yes. We test every IT system before your employees arrive, so problems get fixed before anyone needs to work.

We check that the internet connection works at full speed, that Wi-Fi reaches every desk and meeting room, and that every network point works. We also test phones, printers, meeting room equipment, access to business applications and data, and security settings. For relocations, we check that migrated data and systems work exactly as they did in the old office.

We fix anything that fails, test again and give you a record of what we checked. On move-in day, your team should be able to sit down and start work.

Yes. Every new office project we run includes a fallback plan, because delays from landlords, builders and internet providers are common and often outside anyone's control.

We identify the risks early and agree the fallback with you before the move. That can mean a temporary internet connection, such as mobile broadband, while the main line is installed, keeping your old office running for longer or setting your team up to work remotely for a few days. We also back up your data before any move, so nothing is lost if plans change.

We can't control every delay, but we make sure a delay doesn't stop your business.