Setting up a new office in Hong Kong is an exciting milestone for any business. But the IT infrastructure decisions you make at this stage will impact your operations for years to come. This step-by-step guide covers everything you need to consider when planning your new office IT setup.

Step 1: Define Your Requirements

Before purchasing any equipment or signing any contracts, document your requirements clearly. Consider: How many users will the office support initially, and how many in 2-3 years? What applications will employees use? Do you need on-premises servers or will you go cloud-first? What are your security and compliance requirements?

Step 2: Network Infrastructure Design

The network is the foundation of your office IT infrastructure. Key decisions include:

• Internet Connectivity: For a Hong Kong office, we recommend a minimum of 1Gbps fibre connection with a backup 4G/5G connection for redundancy. Consider providers like HKBN, HGC, or SmarTone Business.
• Structured Cabling: Cat6A cabling is the current standard for new office installations, supporting 10Gbps speeds and future-proofing your infrastructure.
• Wi-Fi Design: A professional Wi-Fi survey is essential to ensure adequate coverage and performance. Wi-Fi 6 access points are recommended for new installations.
• Network Segmentation: Separate your corporate network from guest Wi-Fi and IoT devices using VLANs.

Step 3: Server and Storage Infrastructure

Decide whether to deploy on-premises servers, move to the cloud, or adopt a hybrid approach. For most Hong Kong SMEs, a hybrid approach works best: cloud-based productivity tools (Microsoft 365 or Google Workspace) combined with a local NAS (Network Attached Storage) for file sharing and backup.

Step 4: Security Infrastructure

Security should be built into your infrastructure from day one, not bolted on afterwards. Essential security components include: a next-generation firewall (NGFW), endpoint protection for all devices, email security (anti-spam and anti-phishing), and a CCTV system for physical security.

Step 5: Communication Systems

Modern offices in Hong Kong are increasingly adopting cloud-based unified communications platforms like Microsoft Teams Phone or Cisco Webex Calling, which replace traditional PBX systems with more flexible and cost-effective solutions. These platforms integrate voice, video, messaging, and collaboration in a single application.

Step 6: AV and Meeting Room Technology

Invest in quality AV equipment for your meeting rooms. A poor video conferencing experience can damage your professional image and reduce productivity. At minimum, each meeting room should have a 4K display, a quality webcam or dedicated video bar, and a wireless presentation system.

Profolium’s Office Setup Service

Profolium provides end-to-end office setup services for Hong Kong businesses, from initial planning and design through to installation, testing, and ongoing support. We have completed over 300 office setup projects across Hong Kong, covering everything from small 10-person offices to large enterprise headquarters.

Learn more about our IT Infrastructure services or contact us for a free office setup consultation.