Amongst all the boxes of important files and furniture waiting for the big office move, there are also all of the invisible communication resources such as phone lines and internet service that need to be transferred to the new digs.
Planning well before the actual move is the key to ensure that you don’t have any telecommunications downtime and potentially lost clients. One of the most important factors is providing plenty of advance notice for all service providers. Here are some questions to consider:
1. What internet and telephone services are available at the new address?
Making a visit to your new office with a representative from your telecommunications provider is an excellent idea. The availability of internet and telephone services varies from one building to another. Something to keep in mind is that many less expensive spaces are farther away from downtown areas and may have fewer and more expensive options for internet and telephone service. Make sure that the services that you need are available at a price you can afford.
2. Is there adequate telephone and computer wiring in the new building?
It is also a good idea to visit the new office with your computer networking company and the company that provides your telephone system. They can help you determine if there is adequate wiring to all of the individual work stations for computer and telephone. Do not underestimate the wiring costs that may be necessary!
3. What kind of growth or expansion do you expect in your company in the next 2-5 years?
This is the perfect time to reconsider new communication solutions that will continue to work for your business in the coming years. Will you need more phone lines installed and faster Internet service because you’ll be hiring more people? You also might want to consider adding a backup Internet connection. Making the new office tech-ready for years to come will make life easier for you in the future.
4. What kind of contract terms do I have with my telecom carrier?
If you are moving or terminating service contracts, look carefully at your plan. The provider may require that you provide advance notice of a move or termination. If your existing carrier does not offer service at the new address, this could mean you need to find a new provider and could trigger a contract termination charge with your existing carrier. Know the terms to avoid fees!
5. Does your company have business continuity plan?
A business continuity plan is important to have at all times for any business, but especially in a move. The plan should contain an inventory of all equipment in the office, temporary resources like cloud and backup servers, a list of business priorities and data, and emergency contact details for your telecom and IT vendors.
Moving can be a stressful time for any company, but taking steps to ensure a smooth telecom transition will help keep things humming while you settle in to your new space.