When a 75-person technology company moved their Tokyo office from Shibuya to Marunouchi in 2025, they expected some disruption. What they didn't expect was a four-day complete outage that cost them an estimated ¥8 million in lost productivity, delayed project deliveries, and damaged client relationships. The problems started with the internet connection—the new building's fiber wasn't activated until two days after the move because of a paperwork error with NTT. Then they discovered that the new office's network cabling didn't support their VLAN configuration, requiring emergency rewiring. The conference room AV systems weren't compatible with their existing equipment, and the server room cooling was inadequate, causing thermal shutdowns. By day three, the CEO was seriously considering whether the move had been worth it.
This story illustrates why IT relocation is one of the most challenging projects an organization can undertake. Unlike a simple equipment move, office IT relocation involves coordinating multiple vendors, ensuring service continuity, and dealing with the unexpected problems that inevitably arise. This guide explains how to plan and execute an office IT move in Japan that minimizes downtime and business disruption.
Why Office IT Moves Are Complex in Japan
Office IT relocation in Japan presents unique challenges that don't exist in other markets.
Vendor Coordination Challenges
Japan's telecommunications and IT vendor ecosystem requires careful coordination:
NTT and telecommunications: Internet and phone service in Japan typically involves NTT or other major carriers. These vendors have specific procedures, lead times, and documentation requirements. Missing a step can delay service activation by weeks.
Multiple vendor relationships: Most organizations work with multiple vendors—one for internet, another for phone, another for equipment, and so on. Coordinating all of these vendors to deliver on the same timeline is complex.
Language barriers: Vendor coordination often happens in Japanese. For international companies, this creates communication challenges that can lead to misunderstandings and delays.
Lead times: Japanese vendors often have longer lead times than in other markets. Ordering internet service might require 4-6 weeks' notice. Planning ahead is essential.
Building-Specific Infrastructure Requirements
Each building has its own infrastructure characteristics:
Cabling standards: Buildings may have different cabling standards. Category 5e, Category 6, and fiber optic cabling have different capabilities and may require different equipment.
Network closets: The location and capacity of network closets affect your network design. A building with inadequate closet space may require creative solutions.
Power infrastructure: Power capacity, UPS availability, and generator backup vary by building. Server rooms may need additional power infrastructure.
Cooling capacity: Buildings vary in their ability to support server room cooling. Inadequate cooling leads to equipment failures.
Security systems: Building security systems may need to integrate with your IT systems. Badge readers, cameras, and alarms may require network connectivity.
Internet and Telecom Service Transfers
Moving internet and phone service is particularly complex:
Service transfer vs. new service: Decide whether to transfer existing service or establish new service at the new location. Transfers maintain your IP addresses and phone numbers but may have limitations. New service gives you flexibility but requires reconfiguration.
Lead times: Internet service installation in Tokyo typically requires 4-6 weeks' notice. Expedited installation may be possible but costs significantly more.
Fiber availability: Not all buildings have fiber connectivity. Verify what's available at your new location and plan accordingly.
IP address changes: If you're getting new IP addresses, plan for the reconfiguration required. DNS updates, firewall rules, and application configurations may need changes.
Phone number portability: Determine whether you can keep your existing phone numbers. If not, plan for number changes and customer communication.
Coordination with Building Management
Building management plays a key role:
Move-in procedures: Buildings have specific procedures for moves, including scheduling, elevator reservations, and after-hours access. Understand these procedures and plan accordingly.
Infrastructure access: You may need building management's cooperation to access network rooms, run cabling, or install equipment. Establish these relationships early.
Contractor requirements: Buildings may have approved contractor lists or require specific insurance coverage for vendors working in the building.
Parking and loading: Plan for how equipment will be loaded and unloaded. Building loading docks may need to be reserved.
Pre-Move Planning: The Foundation of Success
Success starts with thorough planning.
Timeline Development (12-Week Typical Schedule)
A typical office IT move requires 8-12 weeks of planning:
Weeks 1-2: Assessment and Planning
- Assess current infrastructure
- Define requirements for new location
- Develop preliminary budget
- Identify key vendors
Weeks 3-4: Vendor Selection and Ordering
- Select and contract with vendors
- Order internet and phone service
- Order any new equipment needed
- Schedule vendor site surveys
Weeks 5-8: Preparation
- Finalize network design
- Prepare equipment for move
- Develop detailed move plan
- Communicate with users
Weeks 9-10: Testing and Staging
- Test new infrastructure
- Stage equipment
- Conduct user training if needed
- Finalize cutover plan
Week 11: Move Execution
- Execute physical move
- Activate new services
- Test and verify
Week 12: Post-Move Support
- Address issues
- Optimize configurations
- Document new environment
- Close out project
Current Infrastructure Assessment
Understand what you have before you move it:
Equipment inventory: Complete inventory of all IT equipment including servers, network equipment, end-user devices, and peripherals. Document make, model, serial numbers, and configurations.
Network documentation: Document current network topology, VLANs, IP addressing, and firewall rules. You'll need this to replicate or redesign the network at the new location.
Service inventory: Document all IT services including internet, phone, cloud services, and SaaS applications. Understand dependencies and requirements.
User requirements: Survey users about their needs at the new location. Do they need the same desk setup? Are there new requirements?
Application dependencies: Identify which applications have dependencies on specific infrastructure. A server might depend on specific network configurations or IP addresses.
New Office Requirements Definition
Define what the new office needs:
User capacity: How many users will the new office support? Plan for growth as well as current needs.
Space planning: Work with facilities to plan desk locations, meeting rooms, server room, and network closets. IT requirements should inform space planning.
Network requirements: Define network requirements including number of ports, wireless coverage, VLAN structure, and bandwidth needs.
Power requirements: Calculate power needs for all equipment including servers, network equipment, and user devices. Plan for UPS and generator backup if needed.
Cooling requirements: For server rooms, calculate cooling requirements. Inadequate cooling causes equipment failures.
Security requirements: Define security requirements including access control, surveillance, and alarm systems.
Vendor Selection and Coordination
Select and coordinate with vendors:
Internet service provider: Select ISP based on availability, pricing, and service levels. In Tokyo, this typically means NTT, KDDI, or SoftBank. Confirm availability at your new address and order service with adequate lead time.
Phone service provider: Select phone service provider. This may be the same as internet or a separate vendor. Consider whether to use traditional phone service or VoIP.
Moving company: Select a moving company experienced with IT equipment moves. Regular office movers may not understand IT equipment handling requirements.
Cabling contractor: If new cabling is needed, select a contractor early. Cabling installation can take several weeks.
AV integrator: If conference room AV systems are needed, engage an integrator to design and install systems.
Security vendor: For access control and surveillance, select a security vendor and coordinate installation.
User Communication Planning
Keep users informed throughout the process:
Early communication: Notify users of the move as soon as it's confirmed. Explain why the move is happening and what benefits it will bring.
Regular updates: Provide regular updates on move planning and preparation. This reduces anxiety and helps users prepare.
Detailed instructions: As the move approaches, provide detailed instructions about what users need to do. This includes packing personal items, backing up data, and move day procedures.
Post-move support: Inform users about support availability after the move. There will be questions and issues; make sure users know how to get help.
Move Day Execution: Minimizing Downtime
The actual move requires careful orchestration.
Phased vs. Big-Bang Approaches
Two primary approaches to the physical move:
Phased approach: Move departments or functions in phases over several days or weekends. This reduces risk by limiting the scope of each phase but extends the overall transition period.
Big-bang approach: Move everything in a single weekend. This concentrates the disruption but gets it over with quickly. This is the most common approach for office moves.
Most Tokyo office moves use the big-bang approach, moving over a weekend to minimize business disruption.
Critical Path Management
Identify and manage the critical path:
Internet activation: Internet service activation is typically on the critical path. Without internet, most business functions can't operate. Ensure internet activation is scheduled and confirmed.
Phone service: Phone service activation is also critical. Customers need to reach you, and employees need to make calls.
Server availability: If you have on-premises servers, their availability is critical for business applications. Plan server move and startup carefully.
Network connectivity: Network infrastructure must be operational before users can work. Plan network equipment installation and configuration.
Server and Network Equipment Handling
Critical equipment requires special handling:
Pre-move shutdown: Properly shut down servers and network equipment before moving. Improper shutdown can cause data corruption.
Secure transport: Use appropriate packing and transport for sensitive equipment. Servers and network equipment should be transported in anti-static packaging with shock protection.
Climate control: Equipment is sensitive to temperature and humidity. Ensure transport vehicles have climate control, especially in summer.
Insurance: Verify that your insurance covers equipment during transport. Consider additional coverage for high-value items.
Priority startup: Servers and network equipment should be the first items set up at the new location. Get critical infrastructure operational before moving less critical items.
End-User Device Migration
User devices require coordination:
Pre-move preparation: Users should back up their data, pack personal items, and label their equipment before move day.
Equipment labeling: All equipment should be clearly labeled with user name and new desk location. This ensures equipment ends up in the right place.
Move sequence: Move user devices after critical infrastructure is operational. Users can't work until network and internet are available anyway.
Setup verification: After move, verify that each user's equipment is properly set up and functional before they start working.
Internet and Phone Service Cutover
Service cutover requires careful timing:
Service activation confirmation: Confirm that new services are activated before relying on them. Test internet connectivity and phone service thoroughly.
DNS updates: If you're changing IP addresses, update DNS records to point to new addresses. DNS propagation takes time, so plan for a transition period.
Phone number porting: If you're porting phone numbers, coordinate timing with your carriers. There may be a brief outage during porting.
Fallback planning: Have a fallback plan if new services aren't ready on schedule. This might include temporary internet via mobile hotspot or forwarding phones to mobile numbers.
Testing and Verification Procedures
Verify everything works before declaring success:
Infrastructure testing: Test network connectivity, internet access, phone service, and server availability. Verify that all critical infrastructure is operational.
Application testing: Test business applications to ensure they work in the new environment. Pay special attention to applications that might be affected by IP address changes or network configuration differences.
User acceptance testing: Have users test their setups before they start working. Catch issues early when they're easier to fix.
Security verification: Verify that security systems are operational including firewalls, access control, and surveillance.
Post-Move Support and Optimization
The work doesn't end when the move is complete.
Issue Resolution and User Support
Address issues that arise:
Helpdesk surge: Expect a surge in support tickets after the move. Users will have questions and encounter issues. Ensure adequate support capacity.
Issue tracking: Track post-move issues to identify patterns. Multiple users reporting the same issue suggests a systemic problem that needs addressing.
Rapid response: Respond to issues quickly after the move. Users are already disrupted; prolonged issues compound the problem.
Communication: Keep users informed about known issues and resolution timelines. Silence creates anxiety.
Performance Validation
Verify that everything performs as expected:
Network performance: Test network performance including bandwidth, latency, and wireless coverage. Ensure the new network meets requirements.
Application performance: Verify that applications perform acceptably. Network changes may affect application performance.
User experience: Survey users about their experience in the new environment. Are there issues that testing didn't catch?
Documentation Updates
Update documentation to reflect the new environment:
Network documentation: Update network diagrams, IP addressing schemes, and configuration documentation.
Asset inventory: Update asset inventory to reflect new locations. Equipment that moved should have updated location information.
Procedure documentation: Update procedures that reference the old office. This includes support procedures, disaster recovery plans, and vendor contact information.
User documentation: Update user documentation including office directions, WiFi information, and facility information.
Vendor Relationship Transfer
Transition vendor relationships to the new location:
Service address updates: Update your address with all vendors. This ensures invoices, support, and communications go to the right place.
Service level verification: Verify that service levels are maintained at the new location. Response times and support procedures may differ.
Relationship management: Maintain relationships with key vendor contacts. Introduce them to your new location if they provide on-site support.
Common Office Move IT Problems and Solutions
Learn from others' mistakes.
Internet Service Delays
Problem: Internet service isn't ready when you need it.
Causes: Paperwork errors, building infrastructure issues, carrier delays, missed appointments.
Solutions:
- Order service with maximum lead time (6-8 weeks)
- Confirm all paperwork is complete and accurate
- Verify building infrastructure readiness
- Have backup internet options (mobile hotspot, temporary service)
- Consider keeping old office internet active during transition
Network Configuration Issues
Problem: Network doesn't work as expected in new location.
Causes: Different switch capabilities, VLAN misconfiguration, cabling issues, IP addressing conflicts.
Solutions:
- Conduct thorough site survey before move
- Test network configuration in advance if possible
- Have network engineer on-site during move
- Document current configuration thoroughly
- Plan for configuration adjustments post-move
Phone System Problems
Problem: Phone service doesn't work after move.
Causes: Number porting issues, PBX configuration problems, cabling issues, power problems.
Solutions:
- Test phone system thoroughly before go-live
- Coordinate number porting timing carefully
- Have backup communication plan (mobile phones, forwarding)
- Keep old phone service active during transition if possible
- Have phone vendor support available on move day
Server Room Issues
Problem: Server room has problems (cooling, power, space).
Causes: Inadequate planning, building limitations, unexpected requirements.
Solutions:
- Conduct thorough site survey including power and cooling assessment
- Plan for growth and redundancy
- Consider colocation or cloud if on-premises server room isn't viable
- Have backup cooling plan (portable AC units)
- Monitor temperatures closely after move
User Equipment Problems
Problem: Users can't work after move.
Causes: Equipment damage during move, configuration issues, missing peripherals, network access problems.
Solutions:
- Use experienced IT movers
- Label equipment clearly
- Verify each user's setup before they start working
- Have spare equipment available
- Provide clear instructions to users
Tokyo-Specific Office Move Considerations
Moving in Tokyo has unique aspects.
Working with Japanese Vendors
Japanese vendor relationships require attention:
Relationship building: Build relationships with vendor account managers before you need them. Strong relationships help when issues arise.
Documentation: Japanese vendors often require extensive documentation. Ensure all paperwork is complete and accurate.
Communication style: Be clear and explicit in communication. Confirm understanding to avoid misunderstandings.
Escalation paths: Know how to escalate when issues arise. Vendor support may require persistence.
Language Support for International Companies
Language creates challenges:
Bilingual coordination: Have bilingual staff or translators available for vendor coordination. Miscommunication with vendors can cause delays.
Documentation: Ensure all documentation is available in both languages as needed.
User communication: Communicate with users in their preferred language. Don't assume English-only communication is sufficient.
Building and Regulatory Requirements
Tokyo buildings have specific requirements:
Fire safety: Buildings have fire safety requirements that affect IT infrastructure. Server rooms may need fire suppression systems.
Earthquake preparedness: Tokyo buildings must meet earthquake standards. Ensure your IT infrastructure is properly secured.
Accessibility: Buildings must meet accessibility requirements. Ensure IT infrastructure doesn't create barriers.
Timing Around Japanese Business Calendar
Consider the business calendar:
Fiscal year-end: Many Japanese companies have fiscal year-end in March. Moving during this period may conflict with busy periods.
Golden Week: Early May is Golden Week, a series of national holidays. Vendors and building management may have limited availability.
Obon: Mid-August is Obon, when many people take vacation. Plan around this period.
Year-end: Late December is year-end, when many businesses close. Vendors may have limited availability.
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About AKRIN
AKRIN K.K. is a Tokyo-based managed IT services company founded in 2024, specializing in office IT relocation for international companies operating in Japan. We provide end-to-end IT move services including planning, vendor coordination, execution, and post-move support. Our bilingual team bridges the gap between your requirements and Japanese vendors, ensuring smooth transitions with minimal downtime. From small office moves to large-scale relocations, we have the expertise to keep your business running. Contact us for a free office move consultation.
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