Before an office fit-out starts, businesses should finalize the network room location, internet requirements, structured cabling routes, data points, Wi-Fi access point locations, firewall and network design, telephone system, meeting-room technology, CCTV and access control, power and UPS requirements, user equipment, and future expansion capacity.
These decisions should be made while floor plans, ceilings, partitions and electrical layouts can still be changed easily.
Waiting until the fit-out is almost complete often leads to additional cabling, visible trunking, poorly positioned Wi-Fi access points, insufficient network ports or expensive rework.
For businesses opening a new workplace, involving an IT specialist during the planning stage of a IT setup for new office dubai helps align the technology infrastructure with the actual office layout before installation begins.
Why Should IT Planning Happen Before the Fit-Out?
Office IT infrastructure is closely connected to the physical building.
Network cables run through ceilings and walls. Wi-Fi access points require strategic positions. CCTV cameras need power and network connectivity. Meeting rooms require data points. The firewall, switches and internet connection need an appropriate communications area.
Once the fit-out contractor closes ceilings, installs furniture and completes partitions, changing these elements becomes more disruptive.
A better sequence is:
Floor plan → IT requirements → cabling and network design → fit-out coordination → installation → testing → office opening
Here are 12 IT decisions that should be finalized early.
1. Decide Where the Network or Server Room Will Be
One of the first decisions is where the office’s core network equipment will be located.
Depending on the size of the business, this may be a dedicated server room or a secure communications cabinet.
The location may need to accommodate:
- Network switches
- Firewall
- Router
- Patch panels
- UPS
- Servers or storage
- Telecom equipment
Consider security, ventilation, power availability, cable routing and future expansion.
CubeZix’s IT infrastructure solutions can help businesses design the wider network, server, security and workplace environment around actual operational requirements.
2. Plan Structured Cabling Before Walls and Ceilings Close
Cabling is one of the hardest things to change after a fit-out is completed.
Determine where network cables will run and how many connections each area requires.
Think beyond employee desks.
Network points may also be required for:
- Wi-Fi access points
- IP phones
- CCTV cameras
- Printers
- Meeting-room equipment
- Access control
- Digital signage
- Servers and storage
Professional structured cabling services can help design cable routes, patch panels, cabinets and network points around both current and future requirements.
3. Calculate How Many Data Points You Need
Do not simply install one data point per employee.
A workstation may require separate connections for a desktop computer and IP telephone. Printers, conference rooms, CCTV systems and other devices also consume network ports.
Add spare capacity as well.
If the company expects to grow from 30 to 50 employees, designing the cabling only for today’s headcount can create another infrastructure project sooner than expected.
A good network design considers current users + shared devices + infrastructure + future growth.
4. Finalize Wi-Fi Access Point Locations
Wi-Fi planning should happen before the ceiling layout is complete.
Do not assume one centrally located access point will provide reliable coverage throughout the office.
Walls, glass partitions, meeting rooms, office density and the number of connected devices can affect performance.
Access points should be positioned according to the floor plan and expected user density.
The cabling required for those access points should then be installed during the fit-out rather than added later.
5. Order Internet Connectivity Early
A beautiful completed office is not operational if employees arrive without reliable internet.
Determine:
- Required internet bandwidth
- Primary ISP connection
- Installation location
- Router requirements
- Static IP requirements
- Whether backup connectivity is needed
For businesses heavily dependent on cloud applications, Microsoft 365, VoIP or online systems, a secondary internet connection or failover strategy may also be worth considering.
Internet readiness should be treated as a project dependency, not a task for the final week before opening.
6. Design the Network and Firewall Architecture
Before purchasing switches and a firewall, understand how the network will be structured.
You may need separate networks for:
Employees
Guests
VoIP phones
CCTV
IoT devices
Servers
Segmentation can improve security and network management.
The firewall should also be sized according to user numbers, internet bandwidth, VPN requirements and security features.
CubeZix’s firewall installation and configuration services can help businesses deploy appropriate network protection from the beginning rather than adding security after employees move in.
7. Decide on the Office Telephone System
Telephone requirements influence both the network and cabling plan.
Determine whether the office will use:
- IP PBX
- VoIP
- Traditional PBX
- Cloud telephony
- Call queues
- Reception phones
- Conference phones
You should also estimate how many extensions will initially be required and how easily the system can expand.
CubeZix’s office telephone systems include IP PBX, VoIP and business communication solutions that can be coordinated with the wider network installation.
8. Plan Meeting Room Technology
Meeting rooms are often considered too late in fit-out projects.
Before furniture and wall finishes are finalized, determine what each room needs.
Requirements may include:
- Display screens
- Video conferencing
- Cameras
- Microphones
- Speakers
- HDMI or USB connectivity
- Wireless presentation systems
- Network points
- Power outlets
A large boardroom may need a very different technology setup from a four-person meeting room.
Planning early helps hide cables properly and ensures devices are positioned where users actually need them.
9. Coordinate CCTV and Access Control
CCTV and door-access systems should be coordinated with the IT and fit-out plans.
Camera positions may require network cabling and power. Access-control systems may require cabling around entrances before finishing works are completed.
Also determine where recording or management equipment will be located.
Coordinating these requirements at the planning stage reduces the need to reopen walls or add visible cabling afterward.
10. Plan Power and UPS Requirements
Network equipment should not share power planning as an afterthought.
The communications room may require sufficient outlets for switches, firewalls, servers, routers, storage devices and other equipment.
A UPS can help maintain critical systems during short power interruptions and provide controlled shutdown capability where appropriate.
Also consider power availability at workstations, meeting rooms, Wi-Fi locations and other technology points.
11. Finalize User Hardware and Software Requirements
The infrastructure must eventually support real employees.
Before opening day, determine what different user groups require.
For example:
Standard office user: Laptop + monitor + Microsoft 365
Design team: Higher-performance workstation
Finance team: ERP/accounting access + secure file permissions
Management: Laptop + docking station + remote access
This helps align network capacity, software licensing, security and hardware procurement with actual employee roles.
12. Design for Future Expansion
Perhaps the most important question is:
What will this office look like in two or three years?
If the business expects additional employees, meeting rooms, CCTV cameras, Wi-Fi devices or servers, provide capacity now where practical.
Consider spare:
- Network ports
- Switch capacity
- Rack space
- Power capacity
- Wi-Fi capacity
- Firewall capacity
- Cabling pathways
Planning expansion during the initial fit-out is usually easier than redesigning infrastructure while employees are already working.
What Should Be Ready Before the Fit-Out Contractor Starts?
Before construction moves too far forward, your IT provider should ideally have access to:
The office floor plan
Expected headcount
Desk layout
Meeting-room locations
Network/server room location
Internet requirements
Telephone requirements
Wi-Fi requirements
CCTV/access-control plan
Projected growth
This information can then be translated into a network, cabling and equipment design that the fit-out contractor can accommodate.
Fit-Out Contractor vs IT Company: Who Does What?
The fit-out contractor and IT company should work together, but they have different responsibilities.
The fit-out team usually manages the physical office environment, while the IT team determines the technical requirements for connectivity, network infrastructure and systems.
The IT provider may specify where network points, access points, racks and devices should be placed, while the fit-out contractor coordinates those requirements with ceilings, furniture, containment and electrical works.
Clear responsibility prevents gaps where each contractor assumes the other party is handling an important technology requirement.
Plan IT Before the Office Is Built Around You
Good IT planning before an office fit out is largely about making decisions while changes are still easy.
Network rooms, cable routes, Wi-Fi locations, internet connectivity, firewalls, telephones, meeting rooms and security systems should not be decided after employees are ready to move in.
CubeZix provides end-to-end new office IT setup solutions in Dubai, including infrastructure consultation, structured cabling, connectivity, Wi-Fi, security, backup, equipment installation and network testing. Once the office is operational, businesses can transition into ongoing IT AMC support for maintenance, monitoring and troubleshooting.
The earlier IT is included in the fit-out process, the easier it becomes to build an office that is ready to work from Day One.
Frequently Asked Questions
When should IT planning begin for a new office fit-out?
IT planning should ideally begin once the usable floor plan, expected employee count and business requirements are known, before cabling, ceilings and partitions are finalized.
Should structured cabling be installed before the fit-out is completed?
Yes. Cable routes and network points should be coordinated with the fit-out so cables can be installed cleanly before ceilings and walls are closed.
How many network points should a new office have?
The number depends on employee count, phones, printers, Wi-Fi access points, CCTV, meeting rooms and future expansion. Spare capacity should normally be considered.
Should Wi-Fi be planned before the office opens?
Yes. Access point locations and cabling should be designed around the floor plan, user density and expected coverage requirements before final installation.
Who should coordinate IT requirements with the fit-out contractor?
An IT infrastructure provider can translate business technology requirements into network, cabling, Wi-Fi, security and equipment plans that can then be coordinated with the fit-out team.