Setting Up IT Infrastructure for a New Office in Australia: Complete Guide

Pre-Move IT Checklist (12-Week Timeline)

The single biggest mistake businesses make is starting IT planning too late. Internet connections, cabling, and hardware procurement all have lead times that can derail your move-in date if not managed early.

Internet Connectivity Options for Australian Offices

Reliable internet is the foundation of every modern office. In Australia, your options depend on the address and what infrastructure is available at the building. Order your internet connection as early as possible; this is the most common cause of move-in delays.

NBN Business Plans

NBN (National Broadband Network) is the most common option for Australian offices. Business-grade NBN plans offer higher priority traffic and better support SLAs compared to residential plans.

• NBN Business (FTTP/FTTB): Speeds up to 1,000/400 Mbps. Suitable for offices up to 30 people. Cost: $100-$300/month.
• NBN Enterprise Ethernet: Dedicated symmetrical speeds up to 1 Gbps with guaranteed bandwidth and an enterprise SLA (4-hour fault repair). Best for offices needing reliable, high-speed connectivity. Cost: $500-$1,500/month. Lead time: 6-10 weeks.

Dedicated Fibre

If your building has fibre from carriers like Telstra, Optus, Vocus, or Aussie Broadband Business, you can get dedicated fibre with symmetrical speeds and SLA-backed uptime guarantees. This is the gold standard for offices with 20+ staff or bandwidth-heavy operations.

• Speeds: 100 Mbps to 10 Gbps symmetrical
• Cost: $500-$2,000+/month depending on speed and term
• Lead time: 8-12 weeks (longer if new fibre needs to be pulled to the building)

4G/5G Backup Internet

Every office should have a failover connection. A 4G/5G router from Telstra, Optus, or Vodafone provides automatic failover when your primary connection drops. This is not optional; it is essential.

• Cost: $50-$150/month for a business 4G/5G plan with 100-500 GB data
• Speeds: 50-300 Mbps depending on location and network
• Setup: Most business-grade firewalls support automatic failover to a 4G/5G connection

Network Infrastructure: Switches, Wi-Fi, Cabling, and Rack

Your internal network is the backbone connecting every device in your office. Cutting corners here leads to slow speeds, Wi-Fi dead spots, and reliability issues that frustrate staff every day.

Structured Cabling

Run Cat6A Ethernet cable to every desk position, even if you plan to use Wi-Fi for some devices. Wired connections are faster, more reliable, and more secure than Wi-Fi. Cat6A supports 10 Gbps and will last 10-15 years.

• Standard: Two data points per desk (one for the workstation, one for the phone or spare)
• Cost: $150-$250 per data point installed (including cable, termination, and patching)
• Tip: Run 20-30% more points than you currently need to accommodate growth
• Certification: Insist on Fluke-tested and certified cabling with a written report

Network Switches

Business-grade managed switches provide VLAN support, PoE (Power over Ethernet) for Wi-Fi access points and IP phones, and monitoring capabilities. Do not use consumer-grade unmanaged switches.

• Small office (10 people): A 24-port PoE managed switch (e.g., Ubiquiti USW-Pro-24-PoE, Cisco Meraki MS130). Cost: $700-$1,500.
• Medium office (30 people): A 48-port PoE managed switch plus a 24-port switch for expansion. Cost: $1,500-$4,000.
• Key features: PoE+ (802.3at), VLAN support, link aggregation, SNMP monitoring

Wi-Fi Access Points

Business-grade Wi-Fi access points (not consumer routers) provide reliable coverage, support more simultaneous devices, and enable proper security and guest network segmentation.

• Standard: Wi-Fi 6 (802.11ax) or Wi-Fi 6E access points
• Coverage: One access point per 50-80 square metres of open-plan office space, more in areas with walls
• Brands: Ubiquiti UniFi, Cisco Meraki, Aruba Instant On, FortiAP
• Cost: $300-$800 per access point
• Networks to configure: Corporate (WPA3-Enterprise, 802.1X), Guest (isolated, bandwidth-limited), IoT (for printers, smart devices)

Network Rack / Comms Cabinet

All network equipment should be housed in a proper rack or wall-mounted cabinet, not sitting on a shelf or under a desk.

• Small office: 9U-12U wall-mount cabinet. Cost: $200-$500.
• Medium office: 18U-24U floor-standing rack in a dedicated comms room. Cost: $500-$1,200.
• Include: Patch panel, cable management, PDU (power distribution unit), UPS (uninterruptible power supply), adequate ventilation or cooling

Phone Systems: VoIP vs Traditional

VoIP (Voice over IP) has replaced traditional phone lines as the standard for new offices. Since the NBN rollout retired most copper phone lines, all new phone services run over the internet anyway, so VoIP is the natural choice.

VoIP Phone Systems (Recommended)

VoIP systems route calls over your internet connection and offer advanced features at a lower cost than traditional phone systems.

• Popular options: Microsoft Teams Phone, 3CX, 8x8, RingCentral, Vonage Business
• Cost: $15-$40 per user per month (including Australian phone numbers and call inclusions)
• Hardware: Desk phones ($100-$300 each) or softphones (free, runs on your computer/mobile)
• Features: Auto-attendant, call queues, voicemail-to-email, call recording, mobile app, CRM integration

If your business already uses Microsoft 365, Teams Phone is the most cost-effective option. It integrates directly with your existing tools and eliminates the need for separate phone hardware for most staff.

Traditional Phone Lines (NBN Voice)

NBN voice services are available but offer fewer features and higher costs per line. They are only recommended if you have specific requirements such as lift emergency lines, alarm systems, or EFTPOS terminals that require a dedicated voice service.

• Cost: $30-$60 per line per month plus call charges
• Limitations: No advanced call routing, limited scalability, separate handsets required

Server vs Cloud: Which Is Right for Your New Office?

The cloud-first approach is the default recommendation for most new offices in 2026. However, there are valid reasons to maintain some on-premises infrastructure. Here is how to decide.

Cloud-First (Recommended for Most Businesses)

Cloud services like Microsoft 365 and Google Workspace provide email, file storage, collaboration tools, and identity management without any on-premises servers.

• Microsoft 365 Business Premium: $33 per user/month. Includes Exchange email, SharePoint/OneDrive (1 TB per user), Teams, Entra ID, Intune device management, and Defender for Business.
• Google Workspace Business Standard: $22 per user/month. Includes Gmail, Google Drive (2 TB per user), Meet, and admin controls.
• Advantages: No server hardware to buy or maintain, automatic updates, accessible from anywhere, built-in redundancy, predictable monthly costs.

On-Premises Server (When It Makes Sense)

Some businesses still need a local server. Common reasons include:

• Line-of-business applications that do not have a cloud version (e.g., some accounting, ERP, or industry-specific software)
• Large file storage needs where cloud sync is impractical (e.g., architecture firms with terabytes of CAD files)
• Compliance requirements mandating data stays on-premises
• Low-latency requirements for database-heavy applications

Cost: A business server (e.g., HPE ProLiant or Dell PowerEdge) costs $5,000-$15,000 for hardware, plus Windows Server licensing ($1,500-$3,000), plus ongoing maintenance and backup costs.

Hybrid Approach

The most common approach for medium-sized offices is hybrid: Microsoft 365 for email, collaboration, and identity, with a local server for specific applications or as a local backup target. This gives you the best of both worlds.

Workstation Setup

Standardise your workstation hardware and configuration to reduce support issues and simplify management. Every workstation should be set up consistently before move-in day.

Hardware Recommendations (2026)

• Standard office worker: Intel Core i5 / AMD Ryzen 5, 16 GB RAM, 512 GB SSD. Cost: $1,200-$1,800 per desktop or $1,500-$2,200 per laptop.
• Power user (design, engineering, finance): Intel Core i7 / AMD Ryzen 7, 32 GB RAM, 1 TB SSD. Cost: $2,000-$3,000.
• Monitors: 27-inch, 1440p or 4K. Dual monitors are standard for most roles. Cost: $400-$700 each.
• Peripherals per desk: Keyboard, mouse, headset (for Teams/Zoom calls), monitor arms. Cost: $150-$350 per desk.

Configuration Checklist

• Join to Microsoft Entra ID (Azure AD) or on-premises Active Directory
• Enrol in Intune or your endpoint management platform
• Install endpoint protection (Microsoft Defender for Business, SentinelOne, or CrowdStrike)
• Configure BitLocker drive encryption
• Install required business applications
• Configure VPN client if needed
• Set up Microsoft 365 or Google Workspace account
• Configure printers
• Apply group policies or configuration profiles
• Test everything before placing on the desk

Security from Day One

Security must be built into your new office from the start, not bolted on afterward. A new office is a blank slate and your best opportunity to implement security properly.

Firewall

A business-grade firewall is non-negotiable. It sits between your internet connection and your internal network, inspecting all traffic and blocking threats.

• Small office: FortiGate 40F/60F or Cisco Meraki MX67. Cost: $800-$2,000 plus $300-$600/year for security subscriptions.
• Medium office: FortiGate 80F/100F or Cisco Meraki MX85. Cost: $2,000-$5,000 plus $500-$1,200/year for security subscriptions.
• Features to enable: Intrusion prevention (IPS), web filtering, application control, SSL inspection, VPN for remote workers

Multi-Factor Authentication (MFA)

MFA should be enabled on every account before anyone logs in. This is the single most effective security measure you can implement and costs nothing with Microsoft 365 or Google Workspace.

Endpoint Protection

Every workstation and laptop needs endpoint detection and response (EDR), not just basic antivirus.

• Microsoft Defender for Business: Included with Microsoft 365 Business Premium
• Third-party options: SentinelOne, CrowdStrike Falcon Go. Cost: $5-$10 per endpoint per month.

Network Segmentation

Use VLANs to separate your network into zones. At a minimum, create separate VLANs for:

• Corporate: Staff workstations and servers
• Guest Wi-Fi: Isolated from corporate network, internet-only access
• IoT / Printers: Printers, smart TVs, and other devices separated from workstations
• VoIP: Dedicated VLAN for voice traffic with QoS prioritisation

Physical Security

• Lock the comms room or network cabinet
• Restrict access to the server room (if applicable) with key card or PIN
• Use cable locks for laptops in open-plan areas
• Install security cameras at entry points (check Australian privacy requirements for workplace surveillance)

Security Baseline Checklist

• Business-grade firewall with active security subscriptions
• MFA enabled on all accounts
• EDR/endpoint protection on every device
• BitLocker or FileVault drive encryption
• Automated backup with offsite/cloud copy
• Network segmentation (VLANs)
• DNS filtering (e.g., Cisco Umbrella, Cloudflare Gateway)
• Email security (anti-phishing, DKIM, DMARC, SPF)
• Security awareness training for staff
• Documented incident response plan

Printer and Peripheral Setup

Printers remain essential in most offices despite the shift to digital. Plan your printer setup carefully to avoid the most common source of daily IT support tickets.

Printer Recommendations

• Small office (10 people): One multifunction printer/copier (print, scan, copy). A3 colour MFP from Fujifilm (formerly Fuji Xerox), Konica Minolta, or Ricoh. Cost: $3,000-$6,000 to purchase, or $150-$300/month on a managed print lease.
• Medium office (30 people): One main A3 MFP plus one smaller A4 laser printer for a secondary area. Budget for $5,000-$12,000 or $250-$600/month leased.
• Managed print services: Leasing includes toner, maintenance, and repairs at a per-page cost. This is often more cost-effective than purchasing outright.

Meeting Room and AV Equipment

• Display: 55-65 inch commercial display or interactive whiteboard per meeting room. Cost: $1,000-$4,000 each.
• Video conferencing: Logitech Rally Bar, Poly Studio, or Microsoft Teams Rooms kit. Cost: $1,500-$5,000 per room.
• Booking system: Room scheduling panel (e.g., Logitech Tap Scheduler). Cost: $500-$1,000 per room.

Budget Breakdown: New Office IT Setup Costs in Australia

These are indicative one-off setup costs for a new office in Sydney or a major Australian city in 2026. Ongoing monthly costs (internet, software subscriptions, managed IT support) are listed separately.

One-Off Setup Costs

Note: Workstations and monitors represent the largest single cost. If you are relocating from an existing office and bringing your current equipment, your one-off setup costs will be significantly lower.

Ongoing Monthly Costs

Common Mistakes to Avoid When Setting Up Office IT

We have helped hundreds of Australian businesses set up new offices. These are the mistakes we see most often.

1. Ordering internet too late. NBN Enterprise Ethernet and dedicated fibre can take 6-10 weeks to provision. We have seen businesses move into an office with no internet because they assumed it would be connected in a few days. Order on the day you sign the lease.
2. Skipping structured cabling. Relying entirely on Wi-Fi is tempting but leads to performance issues, especially in dense offices. Wired connections for workstations are faster, more reliable, and more secure. Wi-Fi should complement cabling, not replace it.
3. Using consumer-grade networking equipment. A $100 home router or consumer Wi-Fi mesh system cannot handle 10-30 concurrent users, VoIP traffic, and business applications. Business-grade equipment costs more upfront but eliminates daily frustration and support issues.
4. Not planning for growth. If you have 10 people today and expect to grow to 20 in two years, cable and equip for 20 now. Adding cabling and network capacity later is far more expensive and disruptive than over-provisioning upfront.
5. Ignoring security until after the move. Setting up a firewall, MFA, and endpoint protection should happen before anyone logs in, not weeks later when "things settle down." A new office with fresh credentials and no security is an easy target.
6. No backup internet connection. A single internet connection is a single point of failure. When it goes down, your entire office stops. A $100/month 4G/5G backup connection is cheap insurance.
7. Trying to do it on move-in day. Staging workstations, configuring equipment, and testing should happen in the weeks before the move. Move-in day should be about plugging in pre-configured equipment and verifying it works, not building from scratch.
8. Forgetting about meeting rooms. Meeting rooms need data points, displays, cameras, and conferencing equipment. They are often overlooked in the IT plan and end up with a consumer webcam perched on a laptop.