What It Takes to Open a New Office—and Why IT Should Lead the Way
When a business decides to expand into a new office location, there’s often a rush of excitement around design plans, furniture selection, and branding decisions. But while those are certainly important, they pale in comparison to the foundational systems that keep a business running—namely, the IT infrastructure. If that part isn’t fully considered until after the walls are up and the furniture is in, it often results in missed deadlines, costly rework, and staff who can't do their jobs on day one.
That’s where a Managed Service Provider earns its keep. The role of the MSP during a new office build-out begins well before drywall is hung or cables are run. In fact, an MSP should be involved from the planning and construction phase so that every IT-related decision—such as where to place the network closet or how to route data cabling—gets handled with long-term functionality in mind. Most small businesses don’t realize how early in the project this work starts, or how essential it is to involve the right people from the outset.
Why Construction Planning Should Include the MSP
One of the first mistakes small businesses make during expansion is assuming that IT can be added in after the fact. But much like plumbing or electrical, IT infrastructure requires coordination with general contractors, architects, and cabling professionals from the very start. A good MSP acts as your technical liaison during the entire process. They help review construction blueprints to determine optimal locations for data drops, wireless access points, and the network equipment closet. This also means making sure power, cooling, and physical security are accounted for wherever IT equipment will be installed.
Structured cabling is another critical consideration. The MSP doesn’t typically run cable themselves—they’ll coordinate with a licensed low-voltage contractor—but they provide the roadmap and requirements to make sure it’s done correctly. That includes defining where data runs need to go, what kind of cabling to use, how patch panels will be laid out, and how to label and document everything for easy maintenance down the line. Getting this work done while the building is still in the construction phase saves time, money, and headaches later on.
Network Infrastructure That Supports Business Growth
After the physical wiring is in place, it’s time to stand up the network. This is where the MSP’s engineering expertise becomes front and center. Routers, switches, firewalls, and access points must be configured not only to function but to scale. The MSP will design a secure, segmented network that supports future growth, remote work, guest access, and specialty equipment like VoIP phones or security cameras. They’ll assign VLANs to isolate traffic, apply policies to prioritize business-critical applications, and ensure that everything is monitored and maintained.
Wireless networking is another area where a lot can go wrong if not properly planned. A business can’t afford to have dead zones or slow Wi-Fi in a brand-new office. Using the construction plans and in-person surveys, the MSP determines ideal access point placement and configures the system for seamless coverage throughout the space. That includes ensuring the wireless network supports staff mobility while keeping guest traffic safely separated. By the time the office opens, everyone should be able to connect without friction, no matter where they are in the building.
Device Setup and Cloud Services Migration
With the backbone of the network in place, the focus shifts to provisioning the technology people actually use every day. The MSP handles the procurement, imaging, and deployment of staff computers, printers, VoIP phones, and any other devices required for business operations. Each workstation is set up with user profiles, mapped drives, security policies, and the necessary business applications installed and tested.
For many businesses, cloud services are central to daily operations. Whether the company uses Microsoft 365, Google Workspace, or industry-specific SaaS tools, the MSP makes sure these platforms are properly configured and accessible from the new location. If data or email needs to be migrated from legacy systems, it’s done during this stage—ideally during off hours so that staff experience minimal disruption. Backups are enabled, permissions are reviewed, and everything is tested to ensure it’s ready for go-live.
Phones, Cameras, and Other Operational Systems
Modern office communications rely heavily on VoIP phone systems, which offer flexibility and cost savings over traditional analog lines. The MSP works with providers like RingCentral, 8x8, or Intermedia to port phone numbers, assign extensions, and install desk phones or softphone apps for staff. The system is configured with voicemail, call routing, and voicemail-to-email features so that the business doesn’t miss a beat when the phones go live.
Security cameras and access control systems are another piece of the puzzle. The MSP works with vendors like Ubiquiti to ensure that surveillance and badge access systems are integrated into the network, correctly segmented, and securely stored. Footage is archived either locally or in the cloud depending on business requirements, and access is restricted based on roles and responsibilities.
Cybersecurity and Compliance from the Start
Expanding into a new space also opens the door to new cybersecurity risks. An MSP makes sure those risks are addressed before they become threats. From firewalls and endpoint protection to multi-factor authentication and email security, the network is hardened from the start. If the business falls under compliance frameworks like HIPAA, PCI-DSS, or FINRA, those regulations are taken into account when designing the network and storing sensitive data.
The MSP also implements device encryption, centralized management tools, and regular update schedules to protect both staff and customer information. And because security isn’t a one-time task, they continuously monitor and maintain the environment to defend against new threats as they emerge.
Preparing for Go-Live and Supporting the Transition
Once the space is wired, the systems are installed, and the devices are configured, the MSP begins preparing for go-live. This means conducting full-scale testing across every part of the IT environment—checking internet speeds, testing phones, verifying email delivery, printing test pages, and logging in to every system with real users. Any issues are resolved before staff walk through the doors.
On move-in day, the MSP is there to provide on-site or remote support to resolve last-minute hiccups and make sure everything goes smoothly. This might include helping employees connect to Wi-Fi, fixing a printer that won’t cooperate, or guiding someone through accessing their new email. It’s this kind of hands-on support that gives the business owner peace of mind and lets staff hit the ground running.
Documentation, Monitoring, and Long-Term IT Strategy
As the dust settles, the MSP leaves behind more than just a working network—they provide the documentation that supports it. That includes detailed diagrams of network topology, IP address assignments, firewall rules, user accounts, and vendor contact lists. This documentation becomes essential for future troubleshooting and growth planning.
From there, the MSP provides ongoing monitoring and maintenance services to keep the environment healthy and secure. They’ll continue to patch systems, respond to helpdesk tickets, back up critical data, and advise the business owner on future technology decisions as the company grows.
Conclusion
Opening a new office location is more than a construction project. It’s a full-scale technical deployment that must be carefully planned, coordinated, and executed. By involving an MSP early in the process, businesses avoid costly missteps, reduce downtime, and ensure that their staff have the tools they need to succeed from day one. It’s not just about getting things plugged in—it’s about building a foundation for future success.
New office? Don’t stress the tech stuff. Skyline Tech Services can help with everything from setup to staying online on day one. Let’s make it easy—reach out today.
Sources: Reputable industry and government sources were used to compile the above information:
Park Place Technologies. Wireless Site Survey Checklist and Best Practices.
Koellmer, Drew. “Moving Offices? 5 Reasons a WiFi Site Survey is Essential.” RutterNet.
Ogunsemowo, Daniel. “Ten Things to Consider Before Cabling Your New Facility.” AmorServ.
Universal Fiber Optics (UFOCable). “How a Commercial Cabling Contractor Can Help Your MSP or IT Company Grow Revenue.”
Clay, Ginger. “What to Consider in Advance Before Your Next Office Move.” 010 Innovations.