Office Move of Agence France-Presse (AFP) in Islamabad: From Planning to Commissioning

1. Introduction:

The Agence France-Presse (AFP) is a leading international news agency known for delivering timely and accurate news across the globe. For an organization of such critical importance, relocating its Islamabad office required meticulous planning to ensure zero interruption in news reception and transmission. This document outlines the comprehensive steps taken from the initial planning phase to the final commissioning of the new office.

2. Planning Phase:

2.1. Project Team Formation:

• Project Manager: Responsible for overseeing the entire move.
• IT and Communication Specialists: Ensure uninterrupted network and communication services.
• Facilities Manager: Handle physical move and setup of the new office.
• Security Consultants: Ensure the new office meets all security requirements.
• Interior Designer: Plan and design office layout for optimal functionality.

2.2. Site Selection:

• Choose a location with stable infrastructure and accessibility.
• Ensure proximity to key locations such as government offices and press conferences.

2.3. Needs Assessment:

• Newsrooms: Separate rooms for news, photo, and video journalists.
• Communication Setup: Advanced LAN, server rooms, satellite dishes, and server configurations.
• Security: Comprehensive security measures including building grounding, security fences, motorized gates, and CCTV.
• Office Facilities: Attendance machines, ergonomic furniture, TV screens, and workstations with data access.

• 3. Design and Layout:

  3.1. Office Layout:

  • Newsroom Design: Open space layout with dedicated areas for news, photo, and video journalists to encourage collaboration.
  • Meeting Rooms: Equipped with video conferencing tools for remote communications.
  • Quiet Rooms: For focused work and sensitive communications.

  3.2. Technical Infrastructure:

  • Server Rooms: Climate-controlled with redundant power supplies and high-speed internet connections.
  • LAN Setup: High-speed LAN with fiber-optic backbone to ensure fast and reliable data transfer.
  • Satellite Dishes: For both data and TV reception to guarantee real-time access to information.

  4. Implementation Phase:

  4.1. Infrastructure Setup:

  • Building Grounding: Ensuring electrical safety and stability.
  • Security Installation: Erecting security fences, installing motorized gates, and setting up CCTV systems.
  • Server Installation: Configuring servers with necessary software and ensuring redundancy for critical systems.

  4.2. Network and Communication:

  • LAN and WAN Configuration: Establishing a robust network for internal and external communications.
  • Satellite Installation: Aligning dishes for optimal signal reception.
  • Communication Lines: Setting up redundant lines to prevent communication breakdowns.

  4.3. Office Furnishing:

  • Workstations: Ergonomic desks and chairs, ensuring comfortable work conditions.
  • TV Screens: Installed in the newsroom for constant news monitoring.
  • Attendance Machines: Biometric systems for secure access and attendance tracking.

  5. Security Measures:

  5.1. Physical Security:

  • Security Fences and Gates: High-security fences and motorized gates to control access.
  • Surveillance Cameras: Comprehensive CCTV coverage for monitoring all entry points and critical areas.

  5.2. Cyber Security:

  • Firewalls and Antivirus: Robust firewalls and antivirus systems to protect against cyber threats.
  • Data Encryption: Ensuring all sensitive data is encrypted during transmission and storage.

  6. Testing and Commissioning:

  6.1. System Testing:

  • Network Testing: Ensuring all LAN and WAN connections are stable and fast.
  • Server Testing: Verifying server performance and redundancy systems.
  • Communication Testing: Testing all communication lines and satellite connections.

  6.2. Security Audits:

  • Physical Security Checks: Ensuring all physical security measures are in place and operational.
  • Cyber Security Audits: Conducting thorough security audits to identify and mitigate any vulnerabilities.

  6.3. Staff Training:

  • Operational Training: Training staff on new systems and equipment.
  • Security Training: Educating staff on security protocols and procedures.

  7. Final Commissioning:

  7.1. Dry Run:

  • Conducting a full-scale simulation of daily operations to ensure all systems function seamlessly.
  • Addressing any issues identified during the dry run.

  7.2. Go-Live:

  • Officially transitioning operations to the new office.
  • Monitoring performance closely during the initial days to ensure smooth operations.

  8. Post-Move Review:

  8.1. Feedback Collection:

  • Gathering feedback from staff on the new setup.
  • Making necessary adjustments based on feedback.

  8.2. Continuous Improvement:

  • Regularly reviewing systems and processes to identify areas for improvement.
  • Staying updated with the latest technology and security advancements.