Moving is never fun, and moving offices is even less fun. Getting organized early in the process allows you to see the bigger picture when planning an office move. This checklist provided will help get you better prepared for moving offices.
1. Determine local phone and internet service providers and available services
Depending on where you’re relocating, you may not be able to replicate your existing phone and internet services easily. Installation lead times may vary between 10-14 days for the services you need. Give yourself and your new provider enough advance notice to get everything installed to avoid an interruption in service. You don’t want possible delays due to facilities or logistical issues preventing your customers from reaching you. As with any business conducted, record the vendor work order and contact information.
2. Get a quote for moving your phone system from your vendor
Contact your phone system vendor for a quote on moving your company’s phone system to their new location. Depending on the size of your system, they may require a significant lead time to schedule the personnel and obtain any necessary materials. Depending on the age and capabilities of your phone system, it might be time to consider an upgrade to a cloud or VoIP phone system instead of moving the older system.
3. Determine whether your new location has adequate cabling for voice and data
Perform some due diligence in advance by asking the property manager at a prospective new office location for their facility’s cable specifications, and determine if it can support voice and data. If existing cabling is inadequate or needs to be replaced, contact your phone system vendor for a quote. Check the terms of any prospective lease to determine whether the tenant or the property owner is responsible for providing and maintaining network and phone cabling.
4. Update any printed materials with your new addresses and phone numbers
Update any letterhead, forms, or business cards with your company’s updated contact information. Verify with your provider whether any required phone number porting is complete before placing orders for new printed materials.
5. Develop a floor plan for your IT infrastructure
Identify locations where phones, computers, servers, large monitors, wireless access points, printers and copiers, and other IT equipment will reside in your new office space. Ensure the area has adequate climate control and security for your personnel and IT equipment. Identify the workspaces for employees and locations where cables and jacks should be mounted. Determine if existing spaces have adequate cabling and wall jacks for your people and equipment.
6. Plan for moving your office network
Contact your IT vendor to plan for moving your company’s office network. You may need additional lead time if changing public IP addresses. You or your vendor should determine what local infrastructure is necessary to complete your network move. A cloud or VoIP phone system requires a working network to complete the installation.
7. Develop a communications transition plan
Have a plan in place for managing phone calls, emails, websites, and social media contacts during the office move. You want to ensure to respond to your prospects and customers promptly.
8. Advertise your move
Once your new address and any new phone numbers are confirmed, send a broadcast email to your clients and contacts, and post any new contact information on your website and social media accounts.
While it may not be easy, planning well takes some of the pain out of an office move.