Introduction

Setting up a new office ? Whether you’re opening a branch, relocating, or launching a startup, having the right IT infrastructure is crucial for smooth operations.

Here’s a comprehensive checklist to ensure your office is tech-ready from day one.

Structured Cabling & Network Infrastructure

• Cat6 Ethernet cabling for internet and internal LAN
• Network switch (managed or unmanaged based on size)
• Patch panels and cable management
• Server rack/cabinet for centralizing hardware
• Wireless access points for Wi-Fi coverage
• Internet service provider (fiber recommended)
• Backup 4G router or failover link

Computers & End-User Devices

• Desktop PCs or laptops (depending on job roles)
• Monitors, keyboards, and docking stations
• Printers/scanners (networked)
• UPS (Uninterruptible Power Supply) units per workstation
• Antivirus and endpoint security software

Time Attendance & Access Control

• Biometric time attendance system (ZKTeco V5L, MB20, etc.)
• BioTime 9.5 software (local or cloud)
• Door access control terminals
• Maglocks, exit switches, and breakglass units
• RFID cards or facial recognition support
• Integration with HR or payroll system

Surveillance & Security Systems

• CCTV cameras (fixed, 180°, or 360° depending on coverage needs)
• NVR system with storage capacity (minimum 30 days retention)
• Remote viewing setup (via mobile or web)
• Surge protectors and secure power points

Communication Systems

• IP PBX system (e.g., Grandstream UCM6302A)
• IP phones or softphones (Fanvil, Yealink, etc.)
• SIP trunk setup for external calls
• Internal call routing and voicemail
• Video intercom (optional for front office)

Server & Storage Solutions

• Local file server or NAS (based on data needs)
• Cloud backup system (Google Drive, OneDrive, Dropbox, etc.)
• Centralized user authentication (Active Directory or equivalent)

Software & Licensing

• Office productivity suite (Microsoft 365 or Google Workspace)
• Licensed operating systems and antivirus
• Accounting/ERP software (QuickBooks, Roadmap ERP, etc.)
• Collaboration tools (Teams, Zoom, Slack)

Power Backup & Surge Protection

• Central UPS system for networking equipment
• Surge protectors for all electronics
• Voltage regulators or stabilizers if needed

IT Policy & Documentation

• Acceptable use policy for staff
• Device inventory list
• Network diagram
• Access credentials stored securely

IT Support & Maintenance

• Dedicated in-house IT staff or outsourced support (e.g., Hubtech)
• Scheduled maintenance and updates
• Monitoring tools for performance and security

Need Help Setting It Up?

Hubtech offers complete office IT setup services in Nairobi – from cabling to biometric access and CCTV installation. Reach out to us for a tailored solution that fits your business needs and budget.

RONOH VICTOR

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