What does a workplace technology project actually look like?
Follow an illustrative Sydney office relocation from the
assessment of an existing technology estate through reuse
decisions, new workplace planning, fitout coordination,
deployment and handover.
A new workplace, an existing technology estate and a lot of decisions.
A financial services organisation is relocating
approximately 100 people into a new Sydney workplace.
The fitout is taking shape, but the technology strategy
still needs to be resolved.
The existing office already contains meeting room systems,
displays, network equipment and other workplace technology.
Some of it is relatively new, some is approaching replacement,
and the business does not yet have a complete view of what
should move, what should stay and what genuinely needs to be
purchased.
01 / Assess
Understand both workplaces before deciding what to buy.
Capture and assess the current technology estate
Provenance surveys the existing environment and creates
or updates the technology asset register. The objective is
not simply to count equipment. It is to understand what
each asset is, where it is, its condition and whether it
has a useful role in the new workplace.
The new office is assessed independently of the old one.
Each room and space is considered against the intended
user experience, operational requirement and technology
standard.
Boardrooms and client meeting rooms
Internal meeting and collaboration spaces
Reception and digital signage
Event or town-hall areas
Network, Wi-Fi and communications rooms
Security and supporting infrastructure
02 / Map & decide
Map reusable technology into the spaces where it makes sense.
Once the existing estate and the new workplace requirements
are understood, Provenance can match suitable technology to
appropriate new locations rather than automatically replacing
everything.
Existing technology estate
Capture what the organisation already owns and understand
its condition, compatibility and useful life.
Assess suitability
Compare the existing assets against the requirements of
the new rooms and workplace standards.
Map into the new workplace
Assign reusable assets to the new spaces where they deliver
the right operational outcome.
Redeploy
Technology that remains reliable, compatible and fit for
purpose is redeployed into suitable new locations.
Replace
Where replacement provides the better operational outcome,
new technology is introduced.
Suitable surplus technology may be directed towards an
appropriate charity or community reuse partner where practical.
Recycle
Equipment that has reached the end of its productive life
is directed towards an appropriate recycling pathway.
03 / Define the gaps
Procure what the new workplace needs, not what it already has.
Once the reusable estate has been mapped into the new
workplace, the genuine technology gaps become clear.
New equipment can then be specified around operational
requirements rather than assuming every room needs a complete
new system.
04 / Coordinate
Make the technology part of the fitout, not an afterthought.
Workplace technology touches multiple parts of the project.
Provenance coordinates the technology requirements with the
wider fitout so that decisions made by one workstream do not
create problems for another.
Power & data
Confirm outlets, pathways and connectivity are positioned
where the technology actually needs them.
Furniture & joinery
Coordinate displays, table connectivity and technology
requirements before furniture decisions are locked in.
Ceilings & walls
Coordinate access points, microphones, speakers, displays,
cameras and supporting structure.
Racks & infrastructure
Ensure communications spaces have the capacity, ventilation,
power and connectivity required.
Programme & sequencing
Plan decommissioning, relocation, installation and
commissioning around the broader project programme.
Technology coordination
Keep AV, network, security, workplace technology and
relocation requirements connected rather than fragmented.
05 / Relocate & deploy
Move the right technology and deploy the new environment.
At delivery stage, the planning work becomes a controlled
relocation and deployment programme. Existing assets have
predetermined destinations, new technology fills the identified
gaps and the wider technology scope is coordinated through
installation and commissioning.
Identify & label
Confirm the equipment that will move and its planned new
destination.
Decommission
Safely remove retained technology from the existing workplace.
Relocate
Move reusable equipment into the new workplace according
to the agreed asset plan.
Install & integrate
Install relocated and newly procured technology as one
coordinated environment.
Commission & test
Verify systems, connectivity and room functionality before
operational handover.
Start life in the new office knowing what technology you actually own.
The asset register created at the beginning of the project is
updated throughout the relocation so that it reflects the final
workplace rather than becoming obsolete on move day.
It provides a practical foundation for ongoing support,
lifecycle planning, future technology refreshes and later
relocation or disposal decisions.
A coordinated technology project, not a collection of disconnected suppliers.
The objective is not simply to complete an office move. It is
to arrive in the new workplace with technology matched to the
spaces that need it, unnecessary replacement avoided, genuine
gaps addressed and the technology estate understood from day one.
Assess what exists. Understand what the new workplace needs.
Reuse what makes sense. Procure the gaps. Deliver it as one
coordinated programme.
Planning a workplace move or technology refresh?
Talk to Provenance early and get a clear view of what should
move, what should be reused, what needs replacing and how the
technology scope fits into the wider project.
