New Office IT Setup Checklist
A small office IT setup checklist: internet and backup line, network and Wi-Fi, firewall, printers, meeting rooms and docs, ready before the team moves in.
- Typical schedule per new office
- The checklist 4 sections, 20 items
- Variables
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Use this checklist when you set up IT in a new or refurbished office, from an empty room to a working network on the first day. It is written for small offices without a dedicated network team, where one IT person or an external provider does the whole setup.
Who owns it
The IT lead or the external IT provider owns the run. The office manager owns the parts that touch the building, like the cabling, the server or network cabinet location and the landlord's rules. Agree in writing who has admin access to each device.
Common pitfalls
- One internet line, no fallback. When the line fails, the whole office stops. A cheap mobile backup line with automatic failover is usually worth it.
- Guests on the company network. Visitors, personal phones and smart TVs belong on a separate, isolated network.
- Default passwords left on devices. Routers, access points and printers ship with default admin logins. Change them before connecting the device to the internet.
- Consumer Wi-Fi for a full office. A single home router struggles with many users. Use business access points, placed after checking coverage.
- Nothing written down. The person who set it up leaves, and nobody knows the admin passwords, the IP plan or the provider contract. Document as you go, in the password manager and the wiki.
The checklist: IT setup for new office {{location}}
Before the move
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Business internet line ordered for
{{location}}with a confirmed install date -
Backup internet line ordered, e.g. a mobile 4G/5G router with failover optional
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Network cabling, power and a ventilated spot for the network cabinet agreed with the landlord
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Wi-Fi coverage planned for all rooms, including meeting rooms and the kitchen
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Network equipment ordered: firewall or router, switch, access points, UPS optional
Network and security
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Firewall or router installed with firmware updated and default admin password changed
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Separate networks set up for staff, guests and devices like printers and TVs
Use separate VLANs or SSIDs so guests and IoT devices cannot reach company laptops.
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Staff Wi-Fi secured with WPA2/WPA3 Enterprise or a strong WPA3 passphrase
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Guest Wi-Fi isolated from internal networks and its password changed regularly
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Remote admin access to network devices restricted and protected with multi-factor authentication where possible
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Automatic failover to the backup line tested by unplugging the main line optional
Devices and rooms
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Printers set up on the device network with default passwords changed
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Meeting room screens, cameras and conference systems tested with a real call
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Door access system and cameras on their own network optional
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Desk docks, monitors and power tested at each desk
Test and document
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Wi-Fi speed and coverage tested in every room
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Network diagram, IP plan and device list documented
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Admin credentials stored in the company password manager
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Internet provider contract, support number and line ID documented
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Short guide for staff written: Wi-Fi names, guest access, printing, who to call
Checklist as Markdown
Frequently asked questions
What do I need to set up IT in a small office?
A business internet line, ideally with a backup, a firewall or router, a switch, business-grade Wi-Fi access points and separate networks for staff and guests. Add printers, meeting room equipment and a UPS for the network equipment. Document everything as you set it up.
Should guests have a separate Wi-Fi network?
Yes. Visitors and personal or smart devices should not be on the same network as company laptops and servers. A separate, isolated guest network is a simple and effective protection.
How long does it take to set up a new office network?
The hands-on setup for a small office often takes a few days. The longest part is usually waiting for the internet line to be installed. Order it as soon as the lease is signed.
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