Estimate Timeline for installing Internet - a risky dependency for an Office Move
Little can occur without an office building having internet access.
Project Managers involved in delivering an office move project should be aware of this deliverable in some detail, as they are usually absolutely showstoppingly critical when it comes to making an office move happen, and this process is fraught with danger as so much of it is outside of your control, so needs to be monitored very very closely.
Here is the step-by-step with rough estimation on phases and timelines.
Choose a Provider and Contract Agreement
Tasks: Researching and evaluating providers, negotiating terms, and signing a contract.
DEPENDENCIES: Someone with enough budgetary sign-off to approve the spend.
A few days to 3 weeks.
Site Survey and Planning
Tasks: The telecom provider conducts a site survey to assess the infrastructure and determine the best installation approach, and plans the installation.
DEPENDENCIES: Building Manager/Landlord provides access to the building and relevant areas for the survey.
1-2 weeks.
Approval and Permits
Tasks: If new infrastructure is required (e.g., digging for cables), the telecom provider must obtain permits from the local authority.
FAST-TRACKING NOTE! This can be expedited if the local authority offers an expedited review process (typically for an additional fee – worth it in my view, to de-risk this deliverable)
DEPENDENCIES: Building Manager/Landlord approves any modifications to the building’s structure or grounds.
2-8 weeks.
Infrastructure Preparation
Tasks: Telecom Provider prepares the necessary infrastructure, which may include laying ducts, installing poles, or setting up cabinets. Additional Contractors are often hired by the telecom provider to carry out physical work like trenching or installing conduits.
CONSTRAINTS: If the Local Authority has given permit for external civils work (such as a road or pavement closure for example), the approval will often include a specified period during which the work must commence and be completed. The local authority may require you to notify them when the work starts and finishes. Internal IT Lead also ideally available.
1-4 weeks.
Installation
Tasks: Telecom Provider installs the internet line, which involves running cables from the main network to the building. Telecom Provider/Contractors then completes internal wiring to connect the internet line to the desired locations within the building.
DEPENDENCIES: Building Manager secured for the installation date, available to coordinate with the telecom provider to ensure access to necessary areas within the building. Internal IT Lead also available.
1-2 weeks
Testing
Tasks: Telecom Provider/Internal IT Lead tests the connection to ensure it meets the required performance standards and contractual provision.
DEPENDENCIES: Building Manager may be needed to coordinate with the provider for access during testing. Internal IT Lead also available.
A few days to a week.
Final Approval, Sign-Off & Service Activation
Tasks: Local Authority inspects the installation if required and provides final approval. Landlord/Building Manager signs off on the completed work, confirming that it meets all requirements. Telecom Provider activates the service and provides any necessary equipment (e.g., routers, modems).
A few days to a week.
MILESTONE ACHIEVED: Internet installed
TOTAL ESTIMATED TIME (min-max)
7 weeks
(barest minimum, very optimistic, fairly unlikely)
up to
21 weeks
(unlucky to take this long, but not unheard of)
Key Participants and Their Roles
Telecommunications Provider: Should manage the entire installation process, from planning to activation. The PM’s key contact point.
Contractors: Perform physical installation tasks under the direction of the telecom provider.
Internal IT Lead: Define the technical requirements and ensure they align with the business needs. Prepare and set up any required networking equipment, such as routers, switches, and firewalls. Conduct initial testing of the internet line to verify performance and reliability. Configure the network settings, including IP addressing, DNS, and security protocols. Maintain detailed documentation of the installation process, configurations, and any changes made. Train staff on any new procedures or equipment related to the new internet line.
Landlord/Building Manager: Facilitates access and ensures compliance with building regulations. PM must ensure they are available at the right points throughout.
Local Authority: Issues permits and approvals for any external work (civils, road closures, pavement closures etc.)
Types of building access permits
To connect a home, business, or school with telecommunications infrastructure, a network provider must sign an access agreement with a landlord. The two most common forms of these agreements are wayleaves and leases.
Wayleave: A contract where a landowner grants a telecommunications provider the right to access land or property to install and maintain communications equipment. It’s commonly used for fixed-line broadband deployment and involves either annual or one-off payments.
Lease: An agreement where property use is granted for a specified period in return for periodic payments. This is typical for mobile masts on land or rooftops.
Previously, the form of agreement determined if a land purchaser had to uphold rights and what Land Registry requirements applied. The 2017 Code reforms addressed this: regardless of whether the agreement is a wayleave or easement, successors in title must uphold previously agreed code rights.