Considerations
- Merging multiple offices into one
- Dealing with a full office refurb and planning ahead for all services and equipment
- Providing the installation service for all IT related equipment
- Liaising with all parties
- Thorough kit out and testing
- Maintaining existing office while new one is being setup to avoid any downtime
This article covers an overview of various areas including:
- Internet connection
- Switching and network infrastructure setup
- Digital Phone System (VoIP)
- Hotdesking technologies
- Door access systems
- Wireless networking
Requirement for super-fast, reliable fibre internet connection
Fortunately, due to its central London location, Community Fibre was available. Our client opted for 1Gbps up and down. Qdos arranged the installation and thoroughly tested the connection for reliability and speed before the client moved in. This has proven to be an excellent choice providing ample bandwidth for the 50 + users that may be in the office on any given day, heavily relying on video conferencing and Digital Phone System (VoIP).
We are also using a 5G backup connection which uses a Huawei modem with SIM card just in case. We tested the office for the best location for this based on signal and speeds.
We hooked up a Ubiquiti UniFi UXG Pro to deal with the connection which includes dual WAN functionality and seamlessly fails over from the Community Fibre to the 5G backup connection
Two sites merging into one, with separate sub networks
Using the Ubiquiti kit, we were able to use VLANs to separate out two arms of the organisation who previously occupied different buildings, and used different internet connections. This ensures that devices belonging to one arm of the organisation are fully segregated from the other – including printers and all user endpoints.
Linking multiple comms cabinets in separate areas of the building and maximising throughput
We used Ubiquiti UniFi USW Pro 38 PoE gigabit managed switches to create a LAG to maximise available throughput between two switches using multiple cat6 cables.
We also used fibre SFP transceivers to maximise the connection between multiple switches at 10Gbps minimum as well as to the gateway within the same cabinet, and set the appropriate priorities on the switches using spanning tree protocol (STP) to ensure a loop-free, logical topology.
Qdos sourced and setup comms cabinets and installed all rack mountable kit into the racks in order to maintain a tidy and well considered environment which assists with smooth monitoring and support going forward.
Digital Phone System (VoIP)
We have already supplied 3CX VoIP (Voice over Internet Provider) system for telephony to the organisation for many years. This enabled us to smoothly and seamlessly transition them into the new office with zero disruption to telecoms.
Hotdesking
We set up Yealink T33G deskphones on each desk with hotdesking functionality so that any user can log in to any phone at any time. The phones are powered via PoE from the Ubiquiti PoE switches reducing unnecessary additional, messy cabling on and under the desks.
All users are now equipped with relatively modern laptops with USB-C ports.
Qdos supplied and setup screens and docking stations on each desk – and in some cases screens with built in docks and webcams. This means staff can bring their laptop to any desk, connect using a single USB-C cable and have all peripherals and power delivery immediately available. This is also a fantastic option for keeping desks tidy of unnecessary cables.
Setup of excellent wireless coverage throughout
Excellent wireless coverage, speed and reliability was of utmost importance. Using brand new Ubiquiti UniFi wireless access points throughout, and a combination of WiFi 6 and WiFi 7 units located appropriately, we were able to easily meet this challenge.
We used wireless network analysis tools to help us plan for the location of each WAP based on usage density and floor plans. All users can walk throughout the entire building, on both floors without losing connection – whilst maintaining a video call with zero noticeable impact on call quality.
Door access – inheriting and taking over Net2/Paxton infrastructure
Qdos was tasked with adopting the existing entrance door access control units. We setup a brand-new Paxton Net2 environment and a terminal for key staff to be able to create new users, allocate them into groups for appropriate access permissions and program fobs for them. Qdos also reset and reprogrammed the door entry panels as required and setup the internal monitors allowing reception staff to buzz staff or clients into the building from multiple doors.
Liaison with third parties for installation of data services
Throughout the office move process, Qdos directly liaised constantly with third parties involved in the office refurb, ensuring that due consideration was given to planning for where all kit would eventually be positioned – for example, copiers, conference room equipment, televisions, entry phone monitors and wireless access points. This ensured a smart, tidy, professional finish and a top-quality experience for staff once they moved into the new premises. Qdos were able to instruct upon details such as data cable runs and other tech service installations.
Qdos visited site on numerous occasions to meticulously plan, meet with other parties, install and follow up once staff moved in. All-in-all this ensured a highly satisfactory transition for staff as them moved into the new building.
