Start with ownership and access
Before changing equipment or services, establish who owns each account and who can authorize changes. Confirm that authority before a provider, administrator, or recovery method is changed.
- List the property, management, internet, phone, software, and vendor accounts.
- Identify current admins for email, file storage, network equipment, and property applications.
- Document lease, closing, or transition dates that affect service changes.
- Capture account numbers, recovery contacts, contracts, renewal dates, and cancellation requirements.
Review day-one office readiness
Leasing and property teams need usable basics before a transition becomes operational. Separate the day-one requirements from improvements that can be completed after the handoff.
- Confirm internet installation, equipment delivery, Wi-Fi coverage, printers, phones, and workstations.
- Prepare employee accounts, shared mailboxes, file access, authentication, and application permissions.
- Confirm who will be on site for vendor access, installation, and equipment acceptance.
- Test sign-in, printing, scanning, calling, and core application workflows from the actual location.
Close the security and recovery gaps
A transition is a useful point to remove outdated access and make recovery responsibilities clear. Record any exception that cannot be closed before day one instead of letting it disappear into the handoff.
- Remove or change access for former managers, vendors, and shared accounts.
- Review backup coverage for business files, email, servers, and workstations where appropriate.
- Record vendor contacts, network details, device inventory, and escalation paths.
- Assign an owner and due date to every unresolved access, backup, security, or documentation issue.
Questions to ask
When should IT discovery begin for a property transition?+
Start as early as the transition allows. Internet lead times, account ownership, vendor access, and equipment availability can affect the day-one plan.
Can one checklist cover every property?+
Use a consistent checklist, then adapt it to the existing technology, property type, team size, and transition date.
What should be tested before the transition date?+
Test the workflows employees will need first: internet, Wi-Fi, sign-in, email, shared files, printing, phones, and core property applications. Record failures and assign owners before the operating handoff.
