By Benjamin Liebenberg
It’s easy to start building a network — connect a few devices, plug in a router, and off you go. But without proper planning and documentation, that same network can quickly grow into a tangled mess that consumes more time and resources than it saves.
Networks don’t manage themselves, and without structure, even small oversights can cascade into system-wide inefficiencies.
In this first instalment of our nine-part series, we explore the foundational importance of network planning and IP address management (IPAM) — the silent backbone that keeps everything connected and accountable.
Why Proper Network Planning Matters
Too often, networks are built ad-hoc, reacting to immediate needs: a new printer here, a server over there, maybe some cameras down the hall.
The problem is not in the setup — it’s in the growth. As networks evolve, without a clear plan or documentation strategy, they become harder to manage, troubleshoot, and expand.
This can result in:
- Conflicting IP addresses
- Forgotten device assignments
- Unsecured access points
- Time wasted in basic diagnostics
- Poor compliance and audit trails
Even worse, the original network builder may no longer be around to explain the layout. You don’t want to inherit a puzzle every time you need to change a cable.
From Paper to Excel… to IPAM
We’ve all seen it: the sticky note on a desk with an IP address scribbled on it. Or worse, the infamous “network.xlsx” file that somehow always gets lost or corrupted.
If you’re managing your network using:
- Paper notes
- Unprotected Excel sheets
- Mental memory
…it’s time to rethink your strategy.
Step 1: Move to Excel (but do it right)
If Excel is your current step up from sticky notes, start by building out a structured table that includes:
Device name
MAC address
Assigned IP (static or DHCP)
Location
Role (e.g., printer, access point, server)
VLAN or subnet info
Last updated timestamp
Tips for managing an Excel-based IP plan:
- Lock down formula columns and IP address cells
- Use drop-downs for device roles or locations
- Maintain version history (save-as instead of overwriting)
- Store it on a shared, backed-up drive accessible by authorized admins
- Make it readable by non-technical stakeholders (e.g., IT managers or directors)
Step 2: Step into IP Address Management (IPAM)
Excel still requires manual updates, and if multiple people are managing the network, things can quickly get out of sync.
Enter IPAM tools, which centralise, automate, and track everything to do with IP addresses, subnets, and network devices.
What is IPAM?
IPAM (IP Address Management) refers to software systems that automate the management of IP space within a network. With IPAM, you can:
- Visualise IP address usage in real time
- Automatically detect conflicts or unused addresses
- Keep historical logs of address assignments
- Track subnet growth and plan expansion
- Audit changes made by specific users
IPAM is especially valuable in dynamic networks where devices are frequently added or removed. It also supports compliance efforts and assists during security audits.
These are software like SolarWinds, BlueCat and Infloblox. They can integrate with AD, real time IP tracking and automated reporting.
Now that you understand the value of IPAM, let’s revisit a key part of network planning: IP allocation and subnetting.
Assign Static and Dynamic IPs Strategically
Not every device needs a static IP. Use static assignments for:
- Network infrastructure (routers, switches, WAPs)
- CCTV
- IP Phones
- Servers (file, DNS, web, etc.)
- Printers and other shared hardware
Let DHCP handle:
- Desktops/laptops
- Guest devices
- Mobile phones
- Non-critical IoT devices
Use Subnetting to Isolate Traffic
Subnetting divides your network into segments (eg, for departments or device types). Benefits include:
- Reducing broadcast traffic
- Easier fault isolation
- Enhanced security control via VLANs and firewall rules
For example:
- 192.168.10.0/24 – Administration
- 192.168.20.0/24 – Development
- 192.168.30.0/24 – Phones
- 192.168.30.0/24 – CCTV
- 192.168.0.0/24 – Guests
*Depending on your setup you might need to have different printers on different network segments for easy access but also to track costings per department.
Bridging the Technical and Non-Technical Worlds
Your network map or IP plan shouldn’t live in an engineer’s mind alone.
The board of directors, CIO, or department heads should have access to a simplified version of your network documentation.
This will also assist later with asset tagging and tracking or just implementation date with a refresh date for budget planning year on year.
Tips:
- Create a sanitised network diagram for leadership
- Include summaries of key hardware and critical systems
- Highlight backup procedures and security postures
- Document contact points for support or emergencies (this could be an internal team or service provider)
Maintaining a Living Network Plan
A network plan isn’t a one-and-done project. It evolves. With each new device, switch, firmware update, or server migration, updates need to be logged.
Make this part of your change management process:
- Create change requests (CRs) before alterations
- Update IP records immediately after deployments
- Record dates and technicians involved
- Store changes in a version-controlled environment
Whether you use a Git repo, SharePoint, or an internal wiki like Confluence, the goal is network transparency.
Conclusion: Start Clean, Stay Clean
Maintaining your network begins with planning, and planning begins with visibility. Even if your setup started small, scaling without strategy is a recipe for confusion.
Moving from sticky notes to spreadsheets to smart IPAM tools is the natural evolution — and each step helps future-proof your network.
In the next part of this series, we’ll dive into routers, the first point of contact between your devices and the world. You’ll learn what makes a router smart, secure, and scalable — and which brands deliver under pressure.
* Benjamin Liebenberg is CTO at Kathea Communication.
** The views expressed do not necessarily reflect the views of IOL or Independent Media.