Through our experiences of Office Relocation, we have put together a list of the top 5 technology considerations we see that would most help you, to make your office relocation a seamless and positive experience.

Review Your Phone System

An office relocation is a good opportunity to review your Phone System, since you will be establishing a new internet connection and the potential installation of phone lines, telecommunication providers often like to take up the opportunity to bundle a package together, that will achieve enhanced capability at a lower cost. While reviewing your phone system, consider the features:

a) That would have been ideal to have in your existing/old office;

b) That will be ideal and/or necessary in the future of your business; and

c) What other features can contribute to your business operation and would help in making it stand out e.g. an interactive IVR system, video conferencing, ability to forward voicemails to email, reporting and call recording to improve on call quality etc.

The discussions around your phone system review are typically had with your telecommunications provider or an IT or Phone system specialist company.

Cloud Services

One of the pre-requisites to any office relocation should be to clean-up and simplify. This includes your internal Server and Infrastructure, and this is where Cloud Services can help. The more you move to the cloud prior to your move, the less you need to move.

Think about these technology considerations like MYOB or Xero in the cloud, Customer Relationship Management (CRM) system in the cloud, Email in the cloud, Files in the cloud, Phone System in the cloud, Practice Management and Industry specific software in the cloud etc… Anything you can push to the cloud, in a cost effective and compliant manner, should be, for three main reasons:

a) Unless you’re a datacentre or IT company, you’re not in the business of hosting systems in your office, even if it is only for your company;

b) It removes the complexity of your relocation project, significantly! ;

c) By removing the need for a complete commercial grade server room, you have potentially reduced the cost of your fitout.

Floor lay-out and WiFi connectivity

We all expect that our existing WiFi technology will work just as good in the new location, however, changing variables like floor layout, office configuration, wall and ceiling textures, technology from your neighbours, are things that are often neglected and can severely impact your WiFi network. Ensure the new office location is reviewed and tested by a specialist, to ensure that the quality of connectivity is sustained, or if an upgrade is required. The importance of WiFi can vary from business to business, however, it can be a negative impact to the employee’s experience as their first day, week, or even month in the office.

Internet Connectivity

We can often hear voices in the office express their dissatisfaction about internet speeds. There’s no better time to improve on this experience than during an office relocation. Cost benefits can also be achieved as it is likely that internet costs have dropped since it was originally provisioned in your current/old office – especially when bundled with a new Phone System and other telecommunication services, such as video conferencing etc.

In terms of coordinating your new Internet connection, ample notice time is advised! There are many variables, that can quickly become obstructions, when a provider installs their internet connection into your new office. The more time you can supply to your telecommunications partner, the better as it can help to weed out these obstructions before they impact your move date.

Moving-Day and cutting your systems over

We repeat the opening line from point 2, above. The more you can cut-over before your move date, without impeding on your business operation, the better – your move date will become so much simpler. The obvious items you should consider not cutting over prior to your move date are items like your Public IP Address, your Phone Numbers, and your Server (if you’re still reliant on it).

Ideally, you’re left with the below items to coordinate on your move date:

a) Public IP Address (if it’s still needed);

b) Phone Number Block migration to the phones lines at the new office;

c) Servers and network equipment;

d) Computers;

e) Furniture

Taking the time for your technology considerations will make the overall office relocation project a more positive experience for everyone involved, including you.


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