Technology Project Readiness Checklist

How to use the Technology Project Readiness Checklist

The checklist is presented as a guided seven-step process. Users can work through the project areas in sequence or move directly to another step when needed.

Each check can be marked Confirmed, Needs attention or Not applicable. Optional notes can also be added against individual checks to record names, decisions, dates, responsibilities, project actions and other useful information.

Optional Project / site and Prepared by / team fields allow the completed checklist to be used as a working project reference.

Progress is saved locally in the browser so the checklist can be revisited as the project develops.

Seven workplace technology project areas

The checklist follows the sequence in which many workplace technology decisions need to be coordinated, from early project ownership and user requirements through procurement, deployment, commissioning and handover planning.

1. Project Ownership & Brief
2. Room & User Requirements
3. Design & Trade Coordination
4. Furniture, Joinery, Power & Data
5. Network & Infrastructure
6. Procurement & Deployment
7. Commissioning & Handover Planning

Step 1 of 7: Project Ownership & Brief

Make sure the workplace technology workstream has clear ownership, an agreed scope and access to the wider project programme.

• Appoint an owner for the workplace technology workstream with sufficient authority to coordinate decisions across AV, IT, facilities, project management and external trades.
• Identify the key AV, IT, network, facilities, workplace, security and project stakeholders and decision-makers.
• Agree the technology scope, room types, key spaces and systems that form part of the project.
• Share current design, construction, installation and move dates with the technology team.

Step 2 of 7: Room & User Requirements

Define what people need to do in each technology-enabled space before selecting products or applying a standard room design.

• Confirm the purpose, capacity and expected use of each technology-enabled space.
• Confirm Microsoft Teams Rooms, Zoom Rooms, Google Meet, BYOD or other meeting-platform requirements.
• Agree how users will book rooms, join meetings, share content, connect guest devices and control the space.
• Consider accessibility and inclusive-use requirements.
• Review lighting, acoustics, viewing distances and camera sightlines.

Step 3 of 7: Design & Trade Coordination

Resolve the interfaces between workplace technology and the building while design and construction changes are still practical to make.

• Involve the technology team before architectural and building-services designs are locked.
• Coordinate ceiling-mounted technology with lighting, sprinklers and mechanical services.
• Check display positions and camera sightlines against final room and furniture layouts.
• Confirm structural requirements for displays, LED, projectors, loudspeakers and ceiling-mounted equipment.
• Provide suitable access for servicing, maintenance and future replacement.

Step 4 of 7: Furniture, Joinery, Power & Data

Check the physical interfaces that commonly create expensive variations when technology coordination happens too late.

• Review final meeting tables, furniture and technology joinery against the intended room design and user workflow.
• Confirm cable pathways between tables, displays, racks and other equipment locations.
• Coordinate final power and data positions with the technology design.
• Confirm table boxes, USB-C, HDMI, power and other user connection points before furniture manufacture.
• Allow suitable ventilation, cable management and service access within technology joinery.

Step 5 of 7: Network & Infrastructure

Confirm the network, power and communications infrastructure that modern workplace technology depends on before deployment begins.

• Confirm switching capacity, PoE requirements and network port counts.
• Understand VLAN, firewall, security and internet access requirements.
• Assess Wi-Fi coverage against the finished workplace layout, materials, occupancy and expected device density.
• Confirm rack space, power, cooling, patching and service access.
• Identify room accounts, licences, subscriptions and device-management requirements.

Step 6 of 7: Procurement & Deployment

Procure against a coordinated design and make responsibilities clear before equipment and trades arrive on site.

• Approve the coordinated technology design before major equipment orders are released.
• Check equipment lead times and delivery dates against construction and move programmes.
• Allocate responsibilities for power, data, structure, containment, network configuration, room accounts, furniture requirements and specialist installation.
• Define the site conditions that need to be achieved before technology installation begins.
• Plan deployment, cutover and day-one readiness.
• Consider existing technology assets where reuse, redeployment or upgrade remains technically, commercially and operationally sensible.

Step 7 of 7: Commissioning & Handover Planning

Plan how the finished workplace technology will be tested, accepted, documented and supported before the installation reaches handover.

• Define commissioning and acceptance criteria.
• Allocate responsibility for end-to-end user workflow testing.
• Agree the required handover and as-built documentation.
• Plan the transfer of accounts, licences, warranties and administrative access.
• Plan user training, day-one support and ongoing technology ownership.

Record useful project information as you work

Optional note fields appear against checklist items so project teams can record information while decisions are being reviewed.

Notes can be used for stakeholder names, responsibilities, project dates, drawing references, infrastructure requirements, approvals, unresolved actions, commissioning requirements or other useful project information.

Notes remain part of the user's locally stored checklist and can be included in the printable project report.

How the project readiness snapshot works

Each checklist item can be marked Confirmed, Needs attention or Not applicable.

Items marked Not applicable are excluded from the readiness calculation. Applicable items that have not been confirmed remain visible as unresolved project work.

Thirteen critical coordination checks are identified separately so teams can prioritise decisions that may affect project ownership, room requirements, design, construction, infrastructure, procurement, commissioning or handover.

The resulting percentage is a project coordination indicator rather than a technical certification.

Create a printable project report

The online checklist is designed as a guided step-by-step experience. The Create printable report option opens a complete branded project record containing all seven checklist sections.

The report can include the optional project name, prepared-by information, checklist statuses, critical items and project notes recorded during the review.

Users can review the completed report before choosing to print it or save it as a PDF using their browser's print options.

The printable report can be shared with project managers, workplace teams, consultants, contractors, technology providers and other stakeholders as a practical coordination reference.

Use, share and reference this checklist

The Technology Project Readiness Checklist is free to use within workplace projects and may be shared with colleagues, consultants, contractors and clients.

Organisations may also reference the checklist in a project guide, article, intranet or resource library. Linking to the current online version helps readers access the latest edition.

Technology Project Readiness Checklist

Need help resolving workplace technology project requirements?

Provenance can help with workplace technology planning, design coordination, relocation, infrastructure coordination, procurement, deployment and project delivery where additional support is required.

Talk to Provenance or explore Workplace Technology Advisory and Office Relocation & Change .