Technology Considerations When Moving Offices

Finding and moving to a new office location can often be expensive and time consuming. First you have to decide on a location and find the right premises with adequate office space. Then you have to consider its affordability and lease terms.

With all the planning around the physical move, the technology side of the relocation can sometimes be overlooked. However, the pitfall of this is that you may encounter a situation where no one can send an e-mail or make a phone call on the first day at the new office.

Are you ready for the change?

Once you’ve decided on a new office, the first steps should be to check if the infrastructure in the new premises meets your requirements. This includes adequate cabling, access to telephony frames and risers, necessary capacity on telephony frames and risers, and whether the lift or building access can accommodate your equipment during installation.

The next step is to look at your technology and phone requirements. If you want to retain your current telephony system, you will need to check that the new site can support it.

If the telephony system is out of date and/or cannot be updated, you will need to consider a technology refresh. Depending on the setup of the system and the office infrastructure, this could include incremental upgrades or a complete refresh, which would add extra time and costs to the relocation.

Beyond telephony, businesses also heavily rely on their Internet access. After checking the property's access to broadband, you’ll need to decide type and size of a connection you’ll need for your day-to-day business operation.

Always plan ahead

When moving offices, it is never too early to schedule relocations and provisioning for voice and data services. To avoid having no e-mail and phone call free office, it's better to lock in the relocation of voice and data services before the actual office move is booked.

It can take up to 65 days for relocated Ethernet or leased line connections to be operational, while installing ISDN or SIP lines can take up to 31 working days. You will need to think about these timings ahead of the move, particularly if the new site does not have the necessary telecoms and network capacity already in place and needs to be upgraded.

Moving data services at the time of an office move can leave your business vulnerable if something does not go according to plan. To reduce risk, you could look at connecting duplicate services for your data at the new premises in advance.

It may be tempting to use the office move to add some new and fancy technology at the new site, though doing so means adding new variables to the equation. It may be better to focus on getting critical telephony and network services up and running first before adding anything else.

Be prepared for anything

With the right amount of planning and preparation, an office move should go well and the technology should be working without too much disruption. However, Murphy’s Law can sometimes come into play and something may not work on the first day at the new office.

You can help mitigate the risk with BTAS Snapshot, which provides a high-level management summary of the current status of the organisation’s communication environment. The on-site and remote discovery, analysis and measurement activities take on average three weeks, and are followed by a detailed report and stakeholder presentation.

When it comes to upgrading your communications setup, BTAS Network is our end-to-end management of your local area network (LAN) and Wi-Fi. This includes 24/7 network monitoring and managed security by our dedicated Network Operations Centre (NOC).

Not only do we offer choice when it comes to the right network for you, we also provide you with a variety of ways to invest in it. In additional to capital and operational expenditure options, BTAS Network is available as NoD.

BTAS Connect uses fast fibre as the backbone to deliver high speed Internet and Wi-Fi to mid-size organisation. In addition to offering choice to healthcare providers in terms of design and architecture, it delivers cost efficiency by providing the latest in technology and increased competitiveness around pricing in the market.

To find out more about the above products and how they can help your business, visit the product pages below or contact us.