Opening a new office, retail storefront, or operational site is an exciting milestone for any business—but beneath the surface lies a maze of logistical challenges, especially when it comes to technology. At TopSpin, we work with mid-sized companies across industries to plan and procure the right IT services when expanding locations. And we’ve seen the same tech missteps derail promising openings far too often.

In this article, we’ll break down the top five technology pitfalls businesses encounter during expansion—and how your team can avoid them with proactive planning and expert support.

1. Assuming Internet Access Will Be “Plug-and-Play”

        The Pitfall: Underestimating lead times and availability

 Many growing companies assume that ordering internet service for a new location is as simple as                clicking a few buttons and plugging in a modem. Unfortunately, that’s rarely the case—especially for commercial-grade service.  

 Common issues include:

• • 30–90 day lead times for fiber installs
  • Service providers that don’t serve your address
  • Confusion between residential vs. business-grade service
  • No backup connectivity plan

It can be a real pain in the neck to delay the opening of your business simply because the internet wasn't ready. Without it, phones don’t work, systems can’t launch, and teams are stuck.

The Solution: Engage early and source smart

TopSpin helps clients:

• • Determine actual availability at your new address
  • Compare fiber, coax, LTE, and fixed wireless options
  • Set up temporary or backup service if needed
  • Coordinate install timelines so you’re live before Day 1

Pro tip: Start your internet sourcing process the moment you sign the lease.

2. Failing to Standardize Across Locations

The Pitfall: Inconsistent tech creates inefficiency and chaos

As companies grow, they often open new offices using ad hoc tech decisions—whatever the local team picked, whatever the budget allowed, or whoever installed something “close enough.”

The result?

• • Multiple phone systems across sites
  • Conflicting email platforms or file storage
  • Inconsistent cybersecurity policies
  • No visibility across locations

What started as a scrappy, get-it-done approach quickly turns into an operational mess that slows growth and creates headaches for IT and leadership alike.

The Solution: Create a location technology blueprint

Before expanding, define a standardized tech stack:

• • Which internet types are preferred?
  • What phone or UCaaS system will be used?
  • What’s your default Wi-Fi hardware and configuration?
  • What firewall or security appliance should every location deploy?

TopSpin helps businesses document and deploy consistent, scalable solutions—so new locations are easier to support and cheaper to manage long-term.

3. Overlooking Physical Security and Access Control

The Pitfall: Leaving gaps in surveillance and access control

Security is often treated as a post-move-in project or handled by the property manager. That’s a risky approach.

Common oversights include:

• • No surveillance coverage of entry points
  • No control over who can access sensitive areas
  • Inability to monitor multiple locations from a central dashboard
  • Storing camera footage onsite (instead of in the cloud)

Beyond break-ins, you’re also exposed to compliance risks, insurance issues, and lack of incident evidence when something goes wrong.

The Solution: Include security in your build-out plan

Work with a consultant to:

• • Identify camera and access control needs during site walkthroughs
  • Choose cloud-managed platforms with mobile access
  • Ensure power and cabling are in place before walls go up
  • Coordinate firewall and network configuration to support these systems

At TopSpin, we work with trusted surveillance and access partners so clients get enterprise-grade solutions—without overspending or leaving vulnerabilities.

4. Ignoring Redundancy and Failover Needs

The Pitfall: Single points of failure = lost revenue and reputation

A power outage or internet hiccup might be an annoyance at home—but at your new business location, it can bring operations to a halt.

If your point-of-sale, cloud tools, VoIP phones, or customer experience depends on being connected, you need a plan B.

We've seen everything from:

• • Store grand openings where registers wouldn’t connect
  • Sales teams stuck without phones for hours
  • Inventory systems that froze during restocking

The Solution: Design for resilience from the start

We advise every client to:

• • Implement LTE or fixed wireless backup internet
  • Choose routers that support automatic failover
  • Install battery backups (UPS) for critical hardware
  • Test failover scenarios before go-live

Downtime costs money. Smart failover design doesn’t have to be expensive—but it does need to be intentional. That’s where we come in.

5. Underbudgeting for IT Setup

The Pitfall: Blowing the budget on space and furniture, then scrambling for tech

It happens all the time—budgets are locked in for real estate, furnishings, signage, and staffing… then someone realizes the tech setup hasn’t been planned or priced.

That leads to:

• • Rushed, reactive IT decisions
  • Settling for consumer-grade gear
  • Vendor lock-in from local installers
  • Missed opportunities to negotiate pricing or bundle services

Worse, the lack of planning often means you pay more later to fix what wasn’t done right the first time.

The Solution: Budget for tech like you budget for construction

When you work with TopSpin, we help you build a technology budget framework for each new location that includes:

• • Internet & backup connectivity
  • Wi-Fi and structured cabling
  • Phones or UCaaS systems
  • Firewalls and network gear
  • Endpoints, signage, cameras, and access control
  • Labor, licenses, and onboarding

We can even coordinate vendor quotes, validate proposals, and help you stay within scope.

Bonus: Why Partnering with a Technology Consultant Pays Off

Technology touches every part of your new location—from how your team works to how your customers interact with your brand. But that doesn’t mean you need to become an IT expert.

By partnering with TopSpin, you gain:

• • Unbiased vendor comparisons across connectivity, UCaaS, cybersecurity, and more
  • End-to-end project coordination, from sourcing to installation
  • Proven checklists and playbooks for repeatable, scalable tech rollouts
  • Peace of mind that nothing critical will fall through the cracks

We don’t sell hardware or lock you into software—we work for you. Our job is to make sure you get what you actually need, at a fair price, with no surprises.

Final Thoughts

Expansion is a sign of strength—but it also amplifies risk if your tech foundation isn’t solid. The businesses that scale successfully are the ones who plan ahead, standardize smartly, and avoid costly last-minute decisions.

If you’re opening a new office, store, or location in the next 3–6 months, now’s the time to align your IT strategy.

Schedule a free consultation using the "book a meeting" at the top of this page