Moving into a New Office: A Technology Checklist

By August 24, 2017QCS Group Blog

Technology is an essential component of any organisation’s ability to operate efficiently and carry out its functions. If your network is not working or your phones are not ringing in your new office, then productivity will suffer: your staff will be unable to communicate and serve customers on the first morning in your new office.

In our experience, the vast majority of technology migrations for new office moves work out well. The smoothest transfers happen when they are planned well ahead of move time, and there are no “last minute rushes” which create tension and increase costs.

Plan Your Move Early

In general, technology relocations should start to be planned 3-6 months ahead of the physical move. Some technology considerations at the new location, such as available bandwidth and fibre data technology; time required for connections, etc., should be part of the new location evaluation criteria.

Our IT Relocation Checklist can help you plan the smooth transition of your entire network and telecommunications infrastructure so that it is migrated properly and safely without any unnecessary delays.

Technical Considerations

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Create the specifications and plan the technical requirements for the new location

Does the relocation involve more space, more people or multiple physical spaces?
Is your organisation expanding? Are there plans for expansion in the medium future?

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Evaluate and reconfirm the capabilities of your current technology

Review your current infrastructure to decide if it meets the demands and requirements of the new site.

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Take inventory of your equipment, hardware and technology infrastructure

You can simplify your technology migration by checking what is usable and what should be retired.
What items are nearing replacement age? Which devices may create a future bottleneck due to capacity constraints?

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Improve Your Communications

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Optimise your telecommunications: data speeds and number of lines

Do you have the appropriate number of phone lines? Are you paying for redundant lines and services?
Has your organisation had the appropriate bandwidth at the current location? Will you need more capacity or more speed in the future?

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Prepare your phone system to meet your future needs: features, functions and capabilities

You could look at upgrading your telephony system to a VoIP or new IP-PBX for enhanced capabilities such as presence, mobile integration, at-desk video calling, video conferencing, secure collaboration tools and unified communications.

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Ensure your existing phone numbers will work, create new phone numbers and set up call forwarding

Make sure your existing numbers work during and after the move, as well as adding any new ones. Put in place number redirection if required. Check transfer of any toll-free, 1800, 1300, 13, and special numbers .

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Planning and Logistics

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Inform all service contracts of your move

3-6 months notice is typically needed for relocating and setting up telephony and network connections.

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Get installation quotes and timelines from providers

When choosing new providers and services, make sure agreements are in place ahead of the move.

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Evaluate new communications solutions and providers

Moving to a new office could be a fresh start and a chance to evaluate the suitability of current technology, perhaps even consolidate several existing services into fewer providers or appoint new providers. List any new equipment you could purchase within your budget.

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For a more in depth guide IT and Communications Relocation Guide.

For more information or to get a quote, please contact us. Or give us a call at:  1300 858 723

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