Common Oversights When Moving Offices

In an earlier post, we looked at the technology considerations when moving offices. However, relocating a company to a different location consists of many different factors that may be forgotten or omitted in the process.

A common mistake is to procrastinate with technology side of the move and not give your service providers enough warning before moving. Signing a lease may secure you the office location, but it does not automatically guarantee that you will immediately get Internet to the premises, or ensure the Internet connection is fast and reliable.

When planning an office move, it is important to make sure the premises can get the right type of Internet and speed. That means having the right infrastructure in place to support your business requirements, whether it is internally in your company and/or externally with a provider.

Before signing the lease, have your technology provider check the Internet situation at the new address. In many cases, it is enough for them to have the address to run a quick check on the location.

Know your new environment

In most cases, six weeks’ notice is required for Internet and telephone connections to be installed, tested, and ready for the day you move in. Even then, it is good practice to budget in an extra week or two to ensure any issues can be ironed out.

Even if the prior tenant may have had computers and telephones running, this does not guarantee that the cabling and server room are suitable for your phones, server, and computer network. Every company is different and uses their own mix of technologies, so checking ahead will help you avoid emergency support fees or stopgap fixes to make things work.

Checking the technology situation of the premises will help you plan your technology, but the preparation should not stop there. It is important to remain in communication with providers and staff in your own company prior to and during the move.

Failure to keep the relevant people updated could result in confusion, downtime and increased expense. Adequate planning and communication can minimise the impact on the move on your business and reduce the downtime of your computers and phones before, during, and immediately after the move.

Keep your employees, customers, and providers informed with an anticipated downtime schedule. You can also provide them with key contact numbers to use during the communication blackout that will occur during the move.

Important e-mail and phones can also be rerouted to another location during the relocation. Alternatively, a web-based e-mail could be set up to ensure your employees are not completely disconnected.
   
Make the right move

It is said that approximate eighty per cent of unexpected communications blackouts and cost overruns on network relocations are the result of inadequate advance planning of the voice, data and electrical installation. You can help mitigate the risk with proper planning and having the right solutions in place.

BTAS Snapshot 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 a mid-size organisation. In addition to offering choice to companies 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.