Office relocation is a process many of us face with our organisations possibly many times over and for differing reasons. The reason for moving can be down to the growth of a business, where extra space is needed for more staff. Sometimes it’s down to complications with existing landlords, a requirement to consolidate several buildings into one, or even downsizing as more people are able to work remotely or from home. Facilitating and moving communications technology produces a set of challenges and demands that can often be draining and expensive. Nevertheless, we’ve highlighted five considerations you should give to your communications infrastructure when planning an office relocation:
Office relocation costs money. Budgets need to be considered carefully and a generous contingency catered for to facilitate a smooth migration and to reduce the impact of the move to staff and operations. This budget can often be put to better use than just “lifting and shifting” your existing systems, particularly if the technology is ageing and requires physical intervention and integration. An office relocation can be seen as a very good opportunity to put some of this budget towards renewing and modernising your communications infrastructure and taking advantage of advancements in technology, particularly cloud based services.
Moving all of your equipment from one Comms room to another is difficult and not always the most effective solution when planning your move. Particularly when there is a lot of equipment to migrate. Consideration should be given to ways of decreasing the footprint of the equipment at your new location, and one of the best ways of doing this is to take advantage of VoIP technology hosted in the cloud or in your own virtual environment. With a new office you’re at the enviable position of a blank canvass design, and the opportunity to create the most effective environment for your business needs. Whether that’s a full blown in-situ in building Data Centre or a completely tech-free space, you have the opportunity to create accordingly. Considerations on whether you’ll no longer need to have a separate PBX, in the corner of the comms room or taking up valuable rack space. Another option is the of linking of PC’s and laptops through telephone handsets, or using softphones, can provide opportunity to reduce the amount of structured wiring required as you’ll no longer have dedicated telephony cabling.
3. New Technology
With BT’s announcement that ISDN services will be switched off in 2025 businesses should already be considering what to do next. DV02 have already migrated several of our customers to SIP services which have proved to be stable, reliable and secure with improved and additional features and functionality. SIP technology is no longer “new”, it’s been deployed in the enterprise for a long time and is trusted by many organisations, large and small. An office relocation project is a very good opportunity to consider future-proofing your business communications and gives you the ability to add resilience, redundancy and security.
4. Reduce Risk
Your users will probably be using the communications platform right up until the last minute. At this point you’ll have to shutdown the system and possibly physically move it to your new premises. Potential risks include damage in transit, failing components and the risk that you might not be able to get it installed in time for your new locations first day of service. There’s an opportunity to install a new system or connect to a hosted service at your new premises which will reduce this risk. You could have a replacement system installed, tested and ready to use at your new location weeks prior to the relocation. Management of your telephone numbers and their transition to new or existing systems is critical and should be treated as a dedicated workstream. Consider carefully how and what services need to ported and this can also be a great time to do some number consolidation/ house cleaning.
5. User engagement
Managing the user experience can be complicated on a day to day basis and a resistance to change can be a hard thing to overcome, particularly when it comes to a communications platform. By using a relocation project as an opportunity to update your communications it can make the transition easier because the users are already dealing with change and expecting it. Training sessions can be planned, user guides distributed on desks and you can even have guidance on site for the first day of service in the form of a trainer or engineer.
There are many more considerations and critical components to contemplate in an office relocation, however one of these critical components will be to ensure you choose the right partners to work with throughout the process. If you are considering moving and would like to discuss your situation please contact us.