Office IT setup checklist
An office IT setup checklist keeps a new office on schedule. Internet and network come first, then workstations, meeting rooms, printing and the delivery plan, and every item gets an owner and a date. Use the list when opening an office in Poland or moving to a new building. Copy it into your project tracker and delete what does not apply.
Contents
How to use this new office IT checklist
A new office IT checklist works best as a timeline, because items depend on each other. Access points need cabling. Cabling needs the floor plan. Laptops are of little use without a connection. Start from the opening date and count backwards.
| When | What to do | Usual owner |
|---|---|---|
| Lease signed | Confirm floor plan, headcount, roles and opening date. Order the internet connection | Office manager, IT |
| 6–8 weeks before | Agree network design, cabling and power with the fit-out contractor. Choose meeting room platform | IT, fit-out contractor |
| 4–6 weeks before | Send the equipment list for a quote. Approve models and quantities | IT, procurement |
| 2–3 weeks before | Order equipment. Book delivery slots with building management | Procurement, office manager |
| Last week | Install network, mount displays, prepare laptops, test meeting rooms | IT, installer |
| Opening day | Hand over equipment, check logins, Wi-Fi and printing | IT |
Adjust the weeks to your project. A small office with in-stock equipment can move faster. A large floor with build-to-order servers or meeting room kits needs longer. Put a name next to every line. Most delays come from tasks that sit somewhere between facilities, procurement and IT.
Opening an office in Poland: IT points to settle first
Opening an office in Poland as a foreign company adds a few questions to the usual IT plan. Answer them before you ask for quotes.
- Which entity is invoiced. Your Polish entity, if you have one, or the foreign parent. This decides the VAT treatment and whether invoices reach you through KSeF. Our guide to buying IT equipment in Poland explains the options.
- Building rules. Many office buildings require deliveries through a loading dock, a booked time slot and security registration. Ask building management for the rules before the first delivery.
- Power and plugs. Poland uses type C and E sockets at 230 V. Equipment bought locally plugs straight in. Chargers and power strips brought from the UK need adapters.
- Keyboard layout. Laptops sold in Poland usually have the Polish programmer layout, physically US QWERTY. If anyone needs a different layout, say so early, since it depends on the model and on stock.
- Who configures. We ship equipment in factory configuration. Someone has to prepare the laptops, enrol them in device management and add asset tags. That can be your IT team, a regional IT hub or a local IT provider.
Who does what
Split the work before the first order. A common gap in a new office is equipment that arrives on time and then sits in boxes, waiting for someone to install it.
| Task | Technocenter | Your IT team or installer |
|---|---|---|
| Equipment list and model selection | Yes, based on your plan and roles | Approves the standard |
| Quote with prices and lead times per item | Yes | Reviews and approves |
| Delivery to the office address | Yes | Receives and checks |
| Cabling, rack installation, mounting displays | No | Yes |
| Network and meeting room configuration | No | Yes |
| Laptop preparation, device management, asset tags | No | Yes |
No IT team in Poland yet? Book a local IT provider or installer early. You will need them in the same final weeks as the deliveries, and so will everyone else opening an office that month.
Internet and network
Users notice the network first, usually when it fails. Plan it with the floor plan in hand. Agree cabling with the fit-out contractor while the ceilings are still open, because adding cable runs afterwards is slow and messy.
- Business internet connection ordered, with installation date confirmed by the provider.
- Backup connection, such as a second line or an LTE/5G router, for offices that cannot work offline.
- Router or firewall sized for the number of users and VPN connections.
- Switches with enough ports and PoE budget for access points, phones and cameras.
- Access points planned per floor area and walls, with Wi-Fi 6, 6E or 7 depending on the devices you use.
- Separate guest Wi-Fi, isolated from the company network.
- Network rack or cabinet location agreed, with ventilation and a UPS.
- Cabling and patch panels installed and labelled by the fit-out contractor or installer.
Network devices and servers are listed on our networking and servers page.
Workstations
Set one standard per role instead of choosing hardware person by person. IT prepares one image per role, and spare parts fit every desk.
- Headcount per role confirmed: office, developers, design and video, hot desks.
- Laptop or desktop chosen for each role, with RAM, storage and operating system agreed with IT.
- Monitors: 24 or 27 inches. USB-C monitors with power delivery connect a laptop with one cable.
- Docking stations for desks with two monitors or monitors without USB-C.
- Headsets with microphones for calls in an open space.
- Keyboards and mice, wired or wireless, with the layout confirmed.
- Spare chargers for staff who split time between office and home.
- Hot desks fitted with the same dock or USB-C standard, so any laptop works at any desk.
For laptop series and roles, see business laptops.
Meeting rooms
Meeting rooms take longer than desks. Platform, display and mounting all have to match. Choose the platform first, then size the equipment to the room.
- Platform decided: Microsoft Teams Rooms, Zoom Rooms or BYOD, where users connect their own laptop.
- Room list with sizes and seat counts.
- Small rooms: an all-in-one video bar with camera, microphones and speakers.
- Medium and large rooms: a separate camera, table or ceiling microphones and a room controller.
- Display or interactive display sized for the farthest seat.
- Mounting, cable routing and power at the display position agreed with the installer.
- Room booking panels, if your calendar system uses them.
- Test call booked for each room before opening day.
Kits by room size are on the meeting room equipment page.
Printing and shared devices
- Number of printers based on headcount and monthly print volume.
- Mono or colour, A4 or A3, and whether scanning to e-mail is needed.
- Secure printing with release at the device, if documents are confidential.
- Spare toner for the first months.
- Location with power and a network port.
Storage, backup and security
- File storage decided: cloud, a NAS in the office or both.
- Backup that follows the 3-2-1 rule: three copies, on two types of media, one off site.
- UPS for the network rack and NAS.
- Multi-factor authentication and disk encryption enabled on all laptops by your IT team.
- Device management enrolment planned for laptops and phones.
- Licences counted and assigned before opening day. Microsoft products are in our range, so add the ones you need to the same request.
Send your office plan
Floor plan, headcount and opening date are enough to start. We prepare one quote for workstations, meeting rooms, network and printing.
Delivery and receiving
A delivery that arrives on the wrong day, or cannot get into the building, costs more time than a late order. Plan the logistics with the same care as the equipment.
- Delivery address, floor and contact person with a phone number.
- Delivery slots booked with building management, including the loading dock and lift.
- Space reserved for boxes and for unpacking.
- One person on site to receive, count and sign for the delivery.
- Serial numbers recorded against the delivery note, for your asset register and warranty claims.
- Packaging waste removal arranged with building management or a cleaning company.
On our side, the quote gives a lead time for each item, so you can book delivery slots against real dates. The whole order is billed on one VAT invoice, even across brands and categories.
Opening day
- Wi-Fi coverage tested in every room, including meeting rooms and kitchens.
- Every user logs in, opens e-mail and reaches shared files.
- Printing tested from Windows and macOS laptops.
- A test call made from each meeting room.
- A list of open issues with owners and dates.
Next step
A filled-in checklist already holds most of what a quote needs: roles and headcount, the room list, the network scope and the opening date. Send it as a file, or paste the list into your message.
Request a quote for your new office
Upload your plan or equipment list. Desks, rooms, network and printing can go on one quote.