Key Takeaways
- Order business internet 45 to 90 days before move-in. Install dates slip more than people expect.
- Walk the empty space with your IT provider before you sign the lease or the floor plan.
- Cabling and the network closet get done before furniture, not after.
- Set up accounts, security and backups before staff touch a single new machine.
- Test every phone, printer and Wi-Fi spot with real people on a real afternoon.
Setting up IT in a new office is easy to underestimate. The furniture gets attention. The paint gets attention. The internet line, the cable runs and the network closet usually get a phone call two weeks before move-in. Then the date slips and your staff sit in a half-built space with no connection.
This checklist puts the work in order. It covers what to do in the months before you get the keys, during build-out, and in the first week of work. If you want a team to run the whole process, network installation services cover planning, cabling, equipment and testing under one schedule. If you would rather manage some of it yourself, use the steps below as a project plan.
It is written for Atlanta offices of about 5 to 100 people, in a high-rise in Midtown or Buckhead, a converted space on the BeltLine, or a flex building near the Perimeter. The details change by building. The order of work mostly does not.
Start 90 Days Out: Lock Down the Long-Lead Items
Some parts of an office IT setup depend on other companies, and those companies keep their own schedules. Internet carriers, landlords and building managers all move slowly. Start with the items that can hold up everything else.
- Order internet first. Ask for quotes from every carrier that serves the address. Fiber can take 45 to 90 days or more if the carrier needs to build to the building. Cable is often faster. Ask for the install date in writing.
- Pick a backup connection. A second line from a different carrier, or a cellular failover device, keeps you working when the main line drops. Decide now, because it affects how you order.
- Ask the landlord about access. Find out where carriers enter the building, who holds the keys to the telecom room, and what rules apply to cabling in ceilings and risers.
- Book your IT help. Your provider should walk the space before the layout is final. Good advice at this stage costs little. Fixes after build-out cost a lot.
- Set a move date with a buffer. Plan for the internet date to be the last thing confirmed, and keep your old office running a week or two past the move if the lease allows.
If you are also relocating from an existing office, the work of packing, moving and reconnecting equipment is its own project. Office move IT services handle that part so your team is not unplugging servers on a Friday night.
Most carriers quote install dates in weeks, not days, and fiber to a building that has never had it can take much longer.
Walk the Space Before the Plan Is Final
A site walk takes an hour or two. It catches problems that are cheap to fix on paper and expensive to fix with drywall up. Bring your floor plan, your headcount and a list of the equipment you plan to use.
What to look for
- Where the carrier line enters the building and how far it runs to your suite.
- Whether there is a real closet for network gear, with power, cooling and a door that locks.
- Ceiling type and height. Drop ceilings are easy to work in. Exposed concrete in older Midtown and West Midtown buildings needs surface raceway or core drilling.
- Distance from the closet to the farthest desk. Copper network cable has a 328 foot limit per run.
- Glass walls, brick and elevator cores that will block Wi-Fi signal.
- Conference rooms, reception and any spot where video calls will happen.
Write down the number of desks, printers, phones, cameras, door readers and TVs. Each one needs a data jack or a wireless plan. Add about 20 percent spare jacks, because headcount grows.
The cabling plan comes out of this walk. Network cabling done before furniture arrives is cleaner, cheaper and easier to label than cabling squeezed in around desks.
Standard copper network cable is limited to 328 feet per run, which matters in long floor plates.
Cabling, Power & the Network Closet
Cabling is the part nobody sees once it works. It is also the part that is hardest to change later. Get it right during build-out, when ceilings are open and walls are bare.
| Item | What to specify | Why it matters |
|---|---|---|
| Cable type | Cat6 or Cat6A to every jack | Handles faster speeds for years |
| Jacks per desk | 2 data jacks, more for reception | Phone, PC or a second device |
| Wi-Fi drops | One ceiling cable per access point | Wi-Fi is only as good as its wired link |
| Patch panel | Labeled, mounted in the closet | Makes changes fast and tidy |
| Power | Dedicated circuit and battery backup | Protects gear from surges and brief outages |
| Cooling | Vent or small cooling unit for the closet | Gear shortens its life when it runs hot |
Label both ends of every cable the same way, and keep a simple map of jack numbers to desk locations. When something breaks in two years, that map saves hours.
Atlanta summers matter here. A closet with no airflow in a July heat wave can push switches past their limits. Ask for a vent or a small cooling unit, not just a door and an outlet.
Cost is the next question for most owners. Prices depend on drop count, ceiling type and building rules, and network cabling cost in Atlanta is worth reading before you collect bids so you can compare quotes fairly.
A labeled patch panel lets a technician trace any desk jack to a switch port in seconds.
Internet, Firewall & Wi-Fi
Once the building is cabled, the equipment goes in. Three pieces do most of the work: a business firewall, switches and wireless access points. Home-grade routers do not belong in a business office.
- Firewall: set up with security filtering, remote access rules and logging turned on from day one.
- Switches: sized for your desk count plus spare ports, with power over Ethernet for access points and phones.
- Wi-Fi: access points placed by a signal survey, not by guessing. Plan a separate guest network and keep it away from business systems.
- Failover: the second internet line or cellular device connected and tested, not just boxed up in a closet.
- Names and passwords: record admin logins in a password manager, never on a sticky note taped to the rack.
Wi-Fi deserves its own plan because it causes the most daily complaints. Open-plan floors, glass conference rooms and thick walls all change coverage. Business Wi-Fi installation starts with a survey of your actual floor so every room gets a strong signal and no one is stuck in a dead spot.
For a fuller walk through the design decisions behind all this, the office network setup guide covers topology, segmentation and equipment choices in more detail than a checklist can.
One access point typically covers a few thousand square feet in open space, and far less in rooms with solid walls.
Computers, Accounts & Security Before Day One
A new office is the best time to start clean. Staff laptops should arrive ready, with accounts, software and protection already in place. Doing this on the first morning, with everyone watching, is slow and stressful.
- Set up your cloud accounts. Create user accounts, email, file storage and groups. Turn on multi-factor sign-in for everyone.
- Prepare each computer. Install updates, business software and endpoint protection. Encrypt the drive. Name each device clearly.
- Apply security basics. Admin rights only where needed. Automatic updates on. A written rule for who can install software.
- Set up backups. Back up laptops, servers and cloud data, and run a test restore before the move, not after a loss.
- Plan printers and shared devices. Reserve fixed addresses, install drivers and test scanning to email or folders.
- Write the onboarding sheet. One page for each person with their login steps, Wi-Fi name and who to call for help.
Do not skip the test restore. A backup that has never been restored is a hope, not a plan. Pull back one file and one full folder to prove it works.
Phones, Printers & the Rest of the Gear
These items are easy to forget until the first call comes in and nobody can answer it. List them early and assign each an owner.
- Phones: decide on cloud phone service or desk phones, and port your existing numbers well ahead of time. Number porting can take weeks.
- Printers & copiers: confirm network connection, toner supply and service contract.
- Door access & cameras: coordinate with the landlord so they use your network, not a mystery connection.
- Conference rooms: test screens, cameras, speakers and room booking before the first client meeting.
- Guest area: set up visitor Wi-Fi and a simple way to share the password.
Number porting is the item that bites most often. Carriers need paperwork, and a mistake can send your main line dark on the day you move. Start the request as soon as the lease is signed.
Move-In Week: Test Like It Is a Normal Workday
The week you move is for proof, not hope. Before anyone sits down, a technician should check every jack and every access point. Then you test with real people doing real work.
| Test | Who does it | Pass looks like |
|---|---|---|
| Every wall jack | IT provider | Link light on, correct speed |
| Wi-Fi in each room | IT provider with a laptop | Strong signal, no dropouts |
| Internet speed & failover | IT provider | Full speed, and a clean switch to backup |
| Phones in & out | Each user | Clear audio both ways |
| Printing & scanning | Each user | Works from every desk |
| Shared files & email | Each user | Same access as the old office |
| Video call | Conference room | No lag, camera & mic work |
Keep a short issue list on the wall or in a shared document for the first week. People will find small problems. Fix them the same day, and the move will feel smooth even if it was not perfect.
Plan a quiet first Monday. Have a technician on site or on call, tell staff who to contact, and avoid scheduling big client work for that morning.
A new office is a rare chance to build your IT the right way. Order the long-lead items early, cable before furniture, prepare every computer in advance and test everything before staff arrive. None of this is complicated. It is just easy to leave until it is too late.
If you would like help, start with a free IT assessment. We will review your space and timeline, tell you what is missing and give you a written quote. You decide what happens next, and there is no pressure.
FAQs
How far ahead should I plan IT for a new office?
Start about 90 days before move-in. Internet orders and number porting take the longest, and fiber builds can run past that. Cabling and equipment can be scheduled in the last 4 to 6 weeks, once the layout is final.
Do I need new internet for a new Atlanta office?
Usually yes. Service does not move with you automatically, and the new address may have different carriers and speeds. Ask each carrier for a written install date. Many offices also add a cellular or second-line failover.
Should cabling be done before or after furniture arrives?
Before. Open ceilings, empty floors and clear access make the work faster and cleaner. Cabling around desks and boxes takes longer, looks worse and often means opening finished walls.
How many network jacks do I need per desk?
Two is common for standard desks, with more at reception and in shared areas. Add jacks for printers, cameras, door readers and access points, then add around 20 percent spare for growth.
Can I use my home-style router in a small office?
It is not a good idea. Consumer routers lack proper security controls, logging and reliable management. A business firewall and managed access points cost more, but they protect your data and hold up under daily use.
What should be set up before staff arrive?
Internet, firewall, Wi-Fi, user accounts, security settings, backups and prepared laptops. Phones, printers and conference rooms should also be tested. Staff should only need to sign in and start working.
How long does a new office IT setup take?
For a small office with cabling already planned, the hands-on work is usually a few days. The full timeline is longer because of carrier lead times, porting and build-out schedules. Plan for weeks, not days.
Who is responsible for IT in a leased space?
The landlord controls the building, like risers and the telecom room. You are responsible for everything inside your suite. Read the lease for rules on cabling, ceiling access and who pays to remove cable at move-out.
What if the internet is not ready on move-in day?
Have a plan B. A cellular hotspot or failover device can carry basic work for a short time. Cloud-based tools help too, since staff can keep working anywhere. Ask your provider to prepare this before the move.
Do I need a server in my new office?
Often no. Many small Atlanta offices now use cloud email and file storage, which removes the need for an on-site server. Some industries or software still need one. A short assessment can tell you which applies to you.
Marcus Ellison
Editorial Director, Stack Atlanta
Marcus leads the Stack Atlanta editorial team and works with our technicians to turn real tickets, office moves and security reviews into practical guides for Atlanta business owners. He grew up in Atlanta and has spent more than 15 years in IT services, starting on a help desk in Midtown and later running network and support projects for law firms, clinics, logistics companies and fintech startups around the Perimeter. He holds Microsoft 365 and CompTIA Security+ certifications. Lately his focus is on how AI tools such as Microsoft Copilot can save small teams real hours without exposing client data, and every guide he writes is checked by a working technician before it is published.