STStrategyGuide
Technology Planning for a New Office in the Philippines
A new office needs internet, network, devices, security, phones and meeting rooms ready on day one, planned around building rules, carrier lead times, power reliability and natural hazards. This guide puts the decisions in order.
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- Updated
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- 4 minutes
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- EngineSpire Technologies
Key points
- Assess the building before signing: internet providers present, backup power, riser access and hazard exposure.
- Start internet procurement as early as possible; it is usually the longest lead time.
- Plan power protection realistically: UPS for clean shutdowns, and generator or building backup for continuity.
- Budget for the whole scope, including cabling, network, devices, security, meeting rooms and ongoing services.
- Tie every technology task to the fit-out schedule in one timeline.
Before signing the lease
- Connectivity: ask the building administrator and providers which internet services already reach the building, and whether new providers can bring fiber in.
- Risers and pathways: confirm you can run cables between floors and to the telecom room.
- Backup power: find out whether the building generator covers tenant areas, what it powers and how quickly it starts.
- Cooling: some buildings run central air conditioning only during office hours, so an equipment room may need dedicated cooling.
- Building rules: working hours for fit-out, contractor accreditation, permits and restrictions on rooftop antennas for wireless backup links.
- Hazards: check exposure to flooding, storm surge, landslides and earthquake-related hazards using tools such as GeoRisk Philippines' HazardHunterPH and UP Project NOAH. Avoid placing equipment rooms on flood-prone floors.
Requirements
- Headcount on day one and expected growth.
- Work model: assigned desks, shared desks or hybrid schedules.
- Applications and where they run: cloud services, head office systems or local servers.
- Phones: desk phones, softphones or collaboration apps.
- Printers, meeting rooms and video conferencing.
- Security systems: CCTV, access control and visitor management.
- Guest Wi-Fi and any data protection obligations.
Internet and connectivity
- Plan two services from different providers, ideally using different paths or technologies.
- Choose business plans with support commitments and static IP addresses if you need them.
- Order early: installation can depend on building permits and new cabling into the building.
- Arrange a temporary connection, such as cellular, in case installation slips.
- After installation, test speed and latency to the cloud services you use most.
Power protection
- Put the firewall, core switches and critical equipment on a UPS sized for a controlled shutdown or to bridge to generator power.
- Confirm generator coverage in the lease, not just in conversation.
- Add surge protection and check the electrical capacity of the equipment room.
- Write procedures for extended outages and for typhoon warnings from PAGASA, including when to shut down equipment or switch to remote work.
Network, Wi-Fi and security
- Design the network with separate segments for staff, voice, printers, cameras, building devices and guests.
- Base the Wi-Fi design on the final floor plan and furniture layout.
- Secure the telecom room with controlled access.
- Coordinate CCTV and access control with building security, and prepare CCTV notices and policies as the National Privacy Commission requires.
Devices and workplace technology
- Enroll laptops in device management before move-in.
- Standardize docking stations, monitors and meeting room equipment by room size.
- Use printers with secure release so documents are not left on trays.
- Tag and register every asset on arrival.
Budget categories
| Category | Typical items | Cost type |
|---|---|---|
| Cabling and fit-out | Data outlets, pathways, telecom room works | One-time |
| Network and security | Firewall, switches, Wi-Fi, licences | One-time and subscriptions |
| Internet | Installation and monthly service | One-time and recurring |
| Devices | Laptops, monitors, phones, printers | Purchase or lease |
| Meeting rooms | Displays, cameras, microphones | One-time |
| Security systems | CCTV, access control | One-time and maintenance |
| Power | UPS, batteries, generator contribution | One-time and maintenance |
| Services | Project management, support, monitoring | Recurring |
A timeline tied to fit-out
- Site assessment and lease review.
- Requirements and design.
- Internet orders placed.
- Cabling design coordinated with fit-out drawings.
- Equipment ordered, with lead times checked.
- Cabling installed during fit-out, before ceilings close.
- Telecom room completed with power and cooling.
- Network installed from pre-configured equipment.
- Testing: cabling certification, Wi-Fi survey, internet failover and applications.
- Move-in with on-site support.
- Handover of documentation.
Risks to plan for
- Internet installation delays: order early and keep a temporary connection ready.
- Equipment shipping delays: order early and identify alternatives.
- Fit-out changes: route layout changes through the technology team.
- Power problems: verify UPS runtime and generator coverage before move-in.
- A typhoon during move week: keep contingency dates.
Common questions
What should we check in a building before signing a lease?
Which internet providers already serve the building, backup power for tenant areas, access to risers for cabling, rules for contractors and after-hours work, cooling for an equipment room, and the location's exposure to flooding and other hazards.
How do we plan for power interruptions?
Protect network and critical equipment with a UPS sized for a controlled shutdown or to bridge to generator power, confirm what the building generator covers, and document procedures for extended outages and typhoon warnings.
How early should technology planning start for a new office?
Ideally before the lease is signed, and no later than the start of fit-out design, so cabling, the equipment room and power are built in rather than added afterwards.
Sources and further reading
- [1]HazardHunterPH — GeoRisk Philippines
- [2]Project NOAH — University of the Philippines
- [3]PAGASA — Philippine Atmospheric, Geophysical and Astronomical Services Administration
- [4]SP 800-34 Rev. 1: Contingency Planning Guide for Federal Information Systems — NIST
Need this applied to your environment?
We can turn this guide into a scoped assessment of your own sites, systems and constraints.
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