When a well-established Perth legal firm began evaluating alternatives to both its practice management platform and IT provider, it quickly became apparent that timing would be critical. The firm had already committed to migrating from FilePro to Actionstep and was simultaneously planning an office relocation. Rather than treating these as separate projects, the business recognised an opportunity to align the migration, relocation and IT transition under a single coordinated strategy.
Following extensive discussions with the firm’s leadership team and office manager, Qbit was engaged to assist with advice regarding the transition to Actionstep and ultimately become the firm’s new it support provider. Understanding that legal firms operate in a highly time-sensitive environment where access to client information and systems is critical, Qbit worked closely with stakeholders to develop a detailed project plan that addressed every aspect of the business and technology environment. Early planning meetings were held months before the scheduled move date to identify dependencies, potential risks and critical business requirements. The objective was simple: ensure staff could walk into their new office on day one and continue serving clients without interruption.
Planning the New Office
One of the first priorities was ensuring that the new premises could support the firm’s current and future technology needs. Qbit’s infrastructure and projects team conducted onsite inspections ahead of the relocation to assess internet connectivity options, network cabling requirements, boardroom technology needs and physical security considerations.
Working closely with the office manager, Qbit developed a complete technology deployment plan for the new office. This included coordinating a new fibre internet service, installing network cabling throughout the premises, designing and deploying wireless networking, implementing security cameras covering both front and rear entrances, and installing internal monitoring displays to provide staff with easy access to security footage.
Because Qbit maintains dedicated teams specialising in structured cabling, security systems and access control, the entire project could be managed through a single point of contact. Detailed site assessments ensured all infrastructure was installed and tested well before the firm’s official move date, significantly reducing risk during the relocation phase. Relevant planning around internet connectivity, network infrastructure, security cameras and boardroom technology reflects the approach outlined within Qbit’s office relocation planning materials.
Fast-Tracked Fibre Connectivity
Reliable internet connectivity was a non-negotiable requirement for the legal practice, particularly given the upcoming migration to action step and the reliance on cloud-based systems. Following a review of available carrier options, Qbit assisted the firm in selecting an appropriate fibre service that would meet both current operational requirements and future growth plans.
By coordinating directly with providers and managing the application process on behalf of the client, Qbit was able to have the new fibre service quoted, approved and activated within a remarkably short timeframe. Importantly, the connection was commissioned and tested before the relocation occurred, ensuring internet access was fully operational before any staff arrived at the new office. This proactive approach aligns with Qbit’s emphasis on validating internet services before move day to prevent business disruption.
Move Day Execution
When the relocation date arrived, much of the heavy lifting had already been completed. Network infrastructure had been installed, internet services were live, security systems were operational and boardroom technology was ready for use. This preparation allowed Qbit’s team to focus on the final stages of the transition rather than troubleshooting unexpected issues.
Qbit staff were onsite throughout the move to coordinate and oversee the migration of telephony services and provide immediate assistance to staff as they became operational in their new environment. Because the infrastructure had been thoroughly planned and tested in advance, the transition proceeded smoothly with minimal disruption to business operations. The firm’s phone services were successfully transferred, network connectivity was available immediately and users were able to access the systems they required to continue working productively.
Transitioning IT Support to Qbit
Alongside the office move, the firm also transitioned its IT support services to Qbit. Rather than treating this as a simple handover, Qbit implemented a structured onboarding process designed to familiarise staff with their new support team and ensure all technical information was captured correctly from the outset.
An onboarding meeting was conducted with key stakeholders and end users to introduce the dedicated support team, account manager and projects personnel who would be responsible for the firm’s ongoing technology environment. Processes for support requests, escalation paths, strategic reviews and future projects were discussed to ensure everyone understood how to engage with the new support structure.
This focus on communication and relationship-building proved to be one of the key success factors of the project. By ensuring every stakeholder understood their role and maintaining clear communication throughout each stage of the transition, the firm was able to navigate three significant business changes simultaneously without creating unnecessary disruption for staff or clients.
The Outcome
The project successfully delivered three major business initiatives within a coordinated timeframe:
- Relocation to a new office.
- New internet, phone system and security cameras
- Transition of IT support services to Qbit.
The result was a modern, connected workplace supported by enterprise-grade internet, professional network infrastructure, enhanced physical security and a dedicated it support team. Most importantly, the firm’s staff were able to continue supporting their clients throughout the transition with only minimal disruption to day-to-day operations.
For the client, the project demonstrated that successful business transformations are rarely about technology alone. They are achieved through careful planning, clear communication and having the right team in place to manage multiple moving parts simultaneously. Qbit’s ability to coordinate infrastructure, connectivity, security, onboarding and ongoing support provided the firm with a single point of contact for almost all of the moving parts.
For assistance in your next office relocation please download the free Office Move Checklist from the Qbit website