The Complete IT Checklist for Setting Up a New London Office

Opening a new office in London presents an exciting opportunity for growth, but the IT infrastructure decisions you make now will directly impact your team's productivity, security, and operational resilience for years to come. Whether you're a legal firm expanding into the capital, a financial advisory practice setting up a second location, or a consultancy establishing your London headquarters, having a comprehensive IT checklist for your new office is essential. This guide walks you through the critical infrastructure, security, and operational elements you need to address before your team walks through the door.

Network Infrastructure and Connectivity

Your network forms the backbone of your entire operation. Before anything else, you need robust, reliable connectivity that can support your workforce from day one.

Broadband and leased line selection is your first decision point. For London offices, you have several options: standard business broadband, fibre connections, or dedicated leased lines. Broadband offers cost-effectiveness for smaller teams; fibre provides better speeds and reliability for growing organisations; leased lines guarantee consistent bandwidth and priority support—valuable for firms handling sensitive client data. Evaluate your team size, the bandwidth intensity of your work (video conferencing, large file transfers), and your budget constraints. We typically recommend firms in professional services consider at least 100Mbps symmetric connectivity for reliability.

Beyond the primary connection, implement backup connectivity immediately. A second internet connection from a different provider protects against outages that could halt client work or damage your reputation. This might be a secondary fibre line or a resilient 4G backup solution—the cost is negligible compared to downtime losses.

Install professional-grade networking equipment: managed switches, firewalls, and wireless access points rated for business use. Consumer-grade equipment won't scale with your team or provide the management, security, and redundancy you need. Ensure your wireless network uses WPA3 encryption and is segregated from guest networks to prevent security breaches through casual connectivity.

Security Infrastructure and Compliance

For London professional services firms, security isn't optional—it's often a client requirement and regulatory necessity.

Firewalls and threat detection must be your priority. Deploy a next-generation firewall (NGFW) that monitors traffic in real-time, blocks malicious threats, and logs activity for audit purposes. Legal firms and financial advisers particularly need this visibility for compliance with Data Protection Act 2018 and industry-specific regulations.

Implement multi-factor authentication (MFA) across all user accounts, especially those accessing email, cloud storage, and client information systems. A password alone is insufficient in 2024. MFA adds a critical second layer of defence against compromised credentials—a common entry point for cyber attacks.

Your data requires encryption both in transit and at rest. Use VPNs for remote workers, SSL/TLS for internal communications, and full-disk encryption on all devices. If you're storing or processing sensitive client data, encryption is often mandatory under your professional body's rules. The small performance cost is outweighed by compliance and security benefits.

Establish regular backup and disaster recovery procedures. Ransomware attacks, hardware failures, and accidental deletion can cripple a business. Implement the 3-2-1 rule: three copies of critical data, on two different media types, with one copy stored offsite. Test your recovery procedures quarterly—a backup that cannot be restored is worthless.

Devices, Software Licensing, and Asset Management

Your team members need reliable, secure devices configured consistently from day one. Inconsistent setup breeds security vulnerabilities and support headaches.

Endpoint device procurement should follow a planned strategy. Standardise on a limited number of device models (laptops, desktops, tablets) to simplify support and licensing. Configure all devices with corporate security settings, approved software, and monitoring tools before they reach your team members' desks. Fresh-out-of-the-box devices without proper configuration are security risks.

Plan your software licensing structure carefully. Office productivity tools (Microsoft 365, Google Workspace), accounting software, case management systems for legal firms, and client relationship management platforms all require licences. Cloud-based subscriptions (SaaS) offer flexibility and automatic updates; purchased licences offer cost control if you have stable team numbers. Understand the difference between named-user and concurrent-user licences to avoid overpaying or breaching terms.

Implement Mobile Device Management (MDM) from the start. This allows you to manage smartphones and tablets remotely, enforce security policies, wipe devices if lost, and ensure compliance. As your team increasingly works from home or client sites, MDM becomes essential rather than optional.

Track everything through an IT asset register. Record every device, software licence, and piece of infrastructure: what it is, who owns it, its serial number, purchase date, and support status. This prevents lost devices, licence non-compliance, and confusion during audits. Most professional services firms are audited by their regulatory bodies; a documented asset register demonstrates your governance.

Telephony, Collaboration Tools, and Staff Experience

Your team needs seamless communication infrastructure that feels modern and doesn't create frustration.

Telephony solutions have evolved significantly. Traditional PBX systems are being replaced by cloud-based solutions (Microsoft Teams, Cisco Webex, or dedicated VoIP platforms) that integrate with collaboration tools and work whether your team is in the office, at home, or at client sites. Choose a solution that integrates with your existing systems and scales easily as you grow.

Collaboration and productivity platforms deserve careful selection. Tools like Microsoft 365, Google Workspace, or hybrid approaches handle email, document storage, video conferencing, and team communication. Select based on your existing technology ecosystem and team preferences—forcing incompatible tools creates productivity friction.

IT support and helpdesk must be planned before problems occur. For a 20–150 person office, options range from an in-house IT manager (typically suitable from 80+ staff), to managed IT service providers like VantagePoint Networks, to break-fix support from local vendors. Managed services offer predictability, proactive monitoring, and access to specialist expertise that rivals internal teams at similar cost.

Don't overlook user onboarding documentation. Create guides for connecting to Wi-Fi, resetting passwords, accessing file storage, and requesting IT support. Simple documentation prevents repetitive support requests and gives new team members confidence in their technical environment.

Setting up a new London office is logistically complex, but systematic planning of your IT infrastructure ensures your team hits the ground running. By addressing connectivity, security, devices, and support structures before launch, you protect your data, empower your people, and build a technical foundation that scales with your ambitions. The time invested in planning now prevents costly mistakes and security incidents later.