WiFi that works flawlessly in the break room but has no signal in the back of the warehouse, or a network that grinds to a halt during a video call across several locations — problems like this often have less to do with the hardware than with planning that never really happened. WiFi site surveys and network refreshes get handled reactively in many companies: an access point gets bought when someone complains, a switch gets replaced when it fails. The result is a network built from many small individual decisions, but with no overall plan. A company that instead commissions an IT provider for a structured refresh ends up with a network that actually fits how it's used — provided the request describes that use clearly enough.
Current-state assessment: document what's already there
Before you send a request, it's worth taking stock of what's already in place: how many access points are installed, how old are they, and what cabling connects them? Which switches, routers and firewalls are in use, and how is the current network structured — one flat network, or already segmented? Also note known problem areas: spots with weak or no signal, recurring drop-offs, times with noticeable congestion. This information doesn't replace a technical analysis by the provider, but it gives them a realistic starting point instead of starting from zero. A provider who doesn't know the current state either has to price in a full assessment of their own or calculate based on assumptions that later turn out to be wrong.
Describe requirements for locations, users and devices
Describe how many locations, floors and rooms need coverage, and how many people use the network there at the same time. Just as important is the type of devices: laptops and smartphones have different requirements than networked production machines, point-of-sale systems, WiFi phones, or IoT sensors that need to stay permanently connected. Name any special usage scenarios too — regular video conferences, large file uploads, or a guest WiFi that needs to stay separate from the internal network. The more precisely these requirements are described, the more accurately a provider can plan the number and placement of access points and the bandwidth needed. The guide to writing a scope description shows how these details fit into a complete scope description. A vague statement like "we need faster WiFi" is hard to translate into a concrete plan.
Name structural particularities
Reinforced-concrete walls, steel shelving in a warehouse, listed building sections where cabling is only possible to a limited extent or with a permit, or expansive outdoor areas — all of this affects how many access points are needed and where they can sensibly be placed. Name such particularities as specifically as you can, even if you yourself can't judge how strongly they matter. A provider can only account for structural constraints if they know about them — surprises here regularly lead to change orders once it becomes clear during rollout that extra access points or different cabling are needed.
On-site survey vs. desk-based planning
There are essentially two approaches to the actual planning. In an on-site survey, the provider measures actual signal strength in the building, often using temporarily placed access points, and derives the final placement from that. This delivers the most reliable results, especially in buildings with unusual construction, multiple floors, or industrial environments. In desk-based planning, the provider instead works from floor plans and experience, without measuring on site — faster and cheaper, but with more uncertainty, especially if the structural conditions aren't fully known. Desk-based planning can be enough for simple, open office layouts; for more complex or critical environments, it's worth asking which approach the provider proposes and why — and what happens if the coverage turns out to be inadequate after installation.
Plan the rollout window
A network refresh can rarely be carried out completely without interruption. Decide whether the work has to happen outside business hours, whether a phased changeover by location or floor is possible, and how long a temporary loss of connectivity can be tolerated. With multiple locations, it's also worth asking whether a particular order makes sense — for example, starting with the location that has the biggest known problems. If you have several offers in hand, the guide to comparing offers helps you assess them not just by total price but also by the proposed rollout window and approach.
Ask for documentation
Once the work is done, you should get more than a working network: a network diagram showing the placement of all access points, switches and cabling, the configurations used, and access credentials for the management interface. This documentation is the basis for making sure later changes or troubleshooting don't start from zero again — even if you later commission a different provider. Agree in the request itself that complete documentation is part of the deliverable, rather than asking for it only at the end. If the network refresh is also tied to planned video surveillance, the guide to video surveillance complements this guide.
Sign-off: what to check
Before the project starts, define the criteria you'll use to sign off on the result. These should include signal-strength measurements at predefined critical points — say, the far end of the warehouse or the second floor —, a test of the actually available bandwidth under realistic load, and confirmation that previously known problem areas have actually been fixed. Without such criteria, it stays unclear when the project is really finished, and disagreements about necessary rework are practically guaranteed.
Checklist
- Current state documented: existing hardware, cable routes, known problem areas
- Locations, user counts and device types described
- Structural particularities named
- Decision made: on-site survey vs. desk-based planning
- Rollout window coordinated with the affected departments
- Documentation agreed as part of the deliverable
- Sign-off criteria defined before the project starts
If you want to move forward with a WiFi site survey or network refresh, you can describe your project on Projektlotse — with the current state, requirements and structural particularities from this guide. Verified IT providers in your region see the request and get in touch with questions and offers. Your exact address and company identity stay confidential until you explicitly release them for a specific provider. Use is free during the current start phase.