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Moving Office?

Jul 31, 2015 | Author: Shahram Bagherzadeh

Moving Office? Start planning your telecoms move early

Moving your office IT and telecoms can be painful and time consuming. And it’s the perfect opportunity to evaluate your telecoms and determine whether to relocate your existing telephone system or upgrade to something new?

Whatever your choice, one thing’s for sure, your customers expect service and that you are just a phone call away. So above all else, take care of your telecoms during your relocation. The secret is in effective preparation. To help, here’s a simple guide to relocation, including suggested timescales so you can start early enough to ensure the best results.

1. Audit your current telecoms equipment

At the earliest stages, audit your existing telephony. How many lines and type of lines do you have? Have you got enough or too many ? Is everyone within your organization happy with the existing functionalities? Remember, now is the time to examine the service you receive and the features available to your business.

2. Meet with your telecoms service provider

It’s important to inform your telecoms service provider of your intention to relocate as soon as possible. See if they can come up with a plan of action for moving your telephone system and services (lines, ADSL/ broadband) with little disruption. Also, it is important to determine what type and speed is available for your ADSL/broadband connectivity.

3. Consider your IT network and cabling for voice and data

Now is the ideal opportunity to reconsider your network and install new cabling without disrupting operations. Your telecoms service provider should be able to advise you on a setup that will ensure you have ample bandwidth and high levels of availability.

4. Choose the right location for your telephone system

The best place to locate your telephone system is often determined by the geography of your office. Where can it be situated safely and securely? Are you working within the restrictions of existing cabling, or can you let your telephone system lead your decisions? Try to avoid installing your telephone system and IT hardware in the same area or where temperatures are not consistent.

5. Check the power supply for your telecoms

Your telecoms system requires a reliable power supply. Your handsets and other devices on your network may also require power. Don’t forget to check if you have enough power sockets and whether they are located appropriately; if they’re not, it’s easily solved at this early stage with a UPS (Uninterrupted Power Suply).

6. Notify your chosen network providers early

It takes time to implement telephony and data services in any location – and can take even longer in new build space. For your peace of mind, notify your service providers as soon as you have a date for your move. Make sure your new address is registered with Royal Mail to avoid any potential delays. All service providers within the UK use the Openreach system to check for line availability and installation address.

7. Leave time for service provider surveys

In some instances, your service providers or Openreach may need to survey your new location before they can get your new service up-and-running. This often comes as a surprise to businesses that haven’t left enough time before their move-in date.

8. Leave extra time for a lease line (Ethernet fibre)

Lease Line services are notoriously slow to install. In most cases, they take around 90 working days or in some cases longer especially if you don’t own the building. If you are opting for this kind of service, always leave ample time for your service provider to conduct the implementation.

9. Check your workstation locations are marked correctly

With the planning and ordering phase complete, it’s a good time to check your workstation locations for the final time. Is every device where it needs to be? Are you satisfied with your office layout and locations for phone & IT sockets? Any changes after this stage will require a time-consuming, costly revision to your telecoms and IT systems.

10. Check you can take your existing phone numbers

Ideally, you’ll be able to take your existing phone numbers with you. Ask your service provider for the options available to you.

11. Plan for disaster recovery and business continuity

Your service provider may be able to help you formulate a robust disaster recovery and business continuity plan. In essence, this is a strategy for communicating – and continuing to do business – if your telecoms systems encounters downtime. When things are working it’s great but what would happen when things stop working.

12. Installing and testing

For the most part, your service provider can take care of your implementation on your behalf. However, it’s important that you remain involved in verifying your installation and checking that the solution provided matches your expectations.

13. Always have a plan B

As your move-in date approaches, it’s time to prepare for things to go wrong. Whilst we wish you the best luck with your move, sometimes that’s not quite enough. Things do go wrong, particularly in more complicated relocations, and that’s why you should always have a contingency plan in place. We’d suggest discussing this early on with your supplier

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