Moving your company to a new location can be exciting, whether you are expanding into a new territory, launching a new product or service, or have simply outgrown your current space. However, an office relocation can also be incredibly stressful due to the inevitable disruption and myriad details that must be addressed.
Finding the perfect site is merely the first step in a complex process involving legal, financial and logistical considerations. You must negotiate the lease or purchase agreement, finance the project, consider the tax implications, conduct site surveys and building inspections, get any necessary permits, hire firms to design and build out the space, and arrange to have all your equipment, supplies and furniture loaded up, moved and unpacked.
And then there’s the issue of technology.
It’s essential to have a well-conceived plan for relocating voice and data systems in order to complete the move on time, within budget, and with minimal disruption to staff and operations. However, the technology component only adds to the scope and complexity of the relocation project, and can overwhelm staff who are busy handling other aspects of the move while keeping up with their day-to-day responsibilities.
Your IT solution provider can be a valuable resource, if they have experience in relocation projects and an understanding of some of the unique challenges you will face. Specifically, your solution provider should have expertise in:
- Project management, with the flexibility to adjust project timelines given the inevitable construction delays and unforeseen issues.
- Vendor management, with the ability to work with a variety of technology platforms and understand critical dependencies.
- Cabling and power requirements, and the capacity to properly schedule, install and test the physical infrastructure before the go-live date.
- Connectivity options, with an understanding of bandwidth requirements and the provisioning of voice and data links.
Because an office move affords an opportunity to consider technology upgrades, your solution provider should also sit down with you to assess your current environment and recommend any improvements that could reduce costs, increase efficiency or enhance customer service. If any of your technology is outdated or unsupported, it makes little sense to transfer that risk to your new facility.
In particular, your solution provider should help you review your phone system. If you still have a legacy analog system, it is likely prone to failure and may not deliver the functionality you need. A unified communications platform such as ShoreTel Connect offers a powerful array of collaboration features that boost productivity. Your solution provider can also help you determine if you should move your phone system to the cloud and avoid the capital cost and management overhead of an on-premises system. ShoreTel Connect gives you the flexibility to choose the deployment model that makes the most sense.
If you decide to simply relocate your existing phone system, keep in mind that it’s a complex process. The physical layout of your new facility will likely require some redesign and reprogramming of the existing system. A qualified solution provider will identify such issues, and coordinate the transfer, set up and reconfiguration of your system.
Moving may be stressful, but planning and forethought can help ease the process of relocating your technology infrastructure. If an office move is on your horizon, let IPC help you develop and execute a plan that avoids some common pitfalls.