The new office fit-out is nearly finished: walls painted, suspended ceilings closed, furniture on its way. And only now does someone ask where the server rack will go, how many network outlets are needed and when the internet will be live. Reopening ceilings, drilling finished walls and a postponed move-in date are the price of planning technology late.
Technology should be part of the fit-out design from the very first stage, alongside electrical and HVAC. The checklist below is organized by phase — before the lease, during design, during construction and before move-in.
Before signing the lease
Some constraints can only be fixed before signing — or taken into account when choosing the space.
- Which internet providers serve the building, and is there fiber — two independent providers are preferable for a backup connection
- Cable pathways: risers between floors, ceiling voids, underfloor ducts
- Where a server or communications room can be located
- Electrical capacity and the possibility of dedicated circuits
- Landlord rules: working hours, drilling restrictions, installation on the facade or roof
- Existing building systems — access control, CCTV, fire alarm — and the conditions for integrating with them
Comms room and power
The communications room should not sit below wet areas or alongside water pipes. It needs cooling that also runs at weekends, dedicated electrical circuits, earthing, access control on the door and rack space for future growth. Size the uninterruptible power supply (UPS) so there is enough time for a controlled shutdown or a transfer to a generator. A rough formula: runtime ≈ battery energy (Wh) × efficiency ÷ load (W).
Cabling and Wi-Fi
Network outlets are not just for desks. Count everything that needs a cable: printers, access points, cameras, access control controllers, displays, meeting room systems, booking panels, building automation controllers. Add spare capacity for growth and layout changes.
The permanent link of a copper network run should not exceed 90 meters (100 meters for the full channel including patch cords). On a large floor this can mean one communications rack is not enough. Design Wi-Fi for capacity, not just coverage — how many devices will be in each zone — and remember that ceiling-mounted access points need cabling and PoE power. All of this belongs in the network infrastructure design, not added afterwards.
Security and access
Decide which doors need access control, where CCTV is needed and for what purpose — monitoring, identification or recording only — how visitors will be registered and where intercoms will be placed. Security and access systems must be coordinated with the fire alarm: electronic locks on escape routes must release on alarm, and this must be agreed with the fire safety designer. Video surveillance should be set up in compliance with applicable legal and privacy requirements.
Meeting rooms and audio-visual systems
List every room with its size, number of participants and purpose. The design stage is when you settle what is expensive to change later: acoustic treatment, conduits and floor boxes for table connectivity, wall reinforcement for large displays, and power and network behind the screen. Plan each room for sound first, and for picture second.
Coordination and sequencing
- Requirements and design — technology drawings alongside the architectural and engineering design
- Order the internet connection — as early as possible, because provider works take time
- First fix — containment and cables before ceilings and walls are closed
- Prepare the comms room — power, cooling, racks
- Second fix — outlets, access points, cameras, readers, displays
- Testing and commissioning
- Equipment relocation and workstation set-up
- Documented handover
Checks before move-in
- Every network link tested and test reports received
- Internet and backup connection working, failover tested
- Wi-Fi coverage verified in real conditions
- Access cards issued, doors working, fire alarm integration tested
- Cameras recording and footage stored correctly
- A test call made in every meeting room
- As-built documentation and access credentials handed over
Once the infrastructure is ready, only the move itself remains — and IT equipment relocation deserves the same careful planning as the fit-out.
Planning a new office? Talk to us early — we can help define the technology requirements and build them into the fit-out plan.