the office relocation planning website

Business Phone System Relocation

When relocating your business to new premises, you will need to consider the best way to transfer your business phone system to the new office so that it doesn't incur any costly business downtime during the process.

Planning ahead will give you the time needed to organise the successful relocation of your business phone system. This guide will help you set up the necessary procedures in order to achieve a smooth transfer of your business phone system.

Organising the safe transportation of your business phone system
Decide who is going to transport your business phone system. If it's a small, less complex system, your Office Removals Company will be able to pack and transport this. If your system has more complex cabling needs and set up, then this is best handled by an IT & Telecoms Company.

Assessing what voice and data infrastructure is in already in place in the new office
An IT & Telecoms Company will carry out an inspection of your new premises to assess what infrastructure is required. They will determine the phone lines (if any), phone cabling (if any) and the location of phone lines - as some may need to be moved to accommodate your space plan. Following the inspection, they will be able to set up the right infrastructure according to your business phone system requirements prior to you moving in.

Ordering any new phone lines and equipment
Relocating a business phone system can take a lot of pre-planning, particularly as there are often long lead times for ordering new phone lines from BT etc. 60 day lead times are not uncommon so it is important to determine your requirements and place your order well in advance to avoid any disruption to services. Find out more about phone lead times here.

Informing telecom vendors to transfer the service
Make sure you provide sufficient notice to your telecom company that you want the service transferred to the new location on the specified date. Request for the new service to be set up prior to you moving so that lines can be tested.

Testing new phone lines
Once your business phone system is up and running in the new location, it will need to be user-tested before staff arrive to start work. Check all direct dials, call transfer, caller ID and all other phone features.

Assessing whether you are getting best value
An office move is an ideal opportunity to assess whether you are getting best value; both from a service and price perspective. Review your phone bills and get quotes from other telecom providers. You might even decide to upgrade your phone system when you move office, as it's the best time to set up a new system in a new office. Talk to an IT & Telecoms Company to help review your telecom requirements.

To make sure the relocation of your business phone system is seamless, use the IT & Telecoms Checklist. It lists all the lead times you need to help you order new phone lines in time for your relocation.

 

Planning an office move? Go the office relocation planning resource centre

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