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Moving office can be a stressful time for many businesses, with much to consider. Here are 5 easy steps to ensure your move goes smoothly.

There are many reasons why you could have decided to move office. Perhaps your company has grown and your current premises can no longer facilitate all the new talent that is lining up to start work every morning. Or maybe you’ve realised that you can actually do with a smaller space as the central hub of your business – remote working is of course very much the norm rather than the exception in the modern enterprise, and so why waste money paying for empty office space that you’re never going to need? Or perhaps the landlord has taken the decision out of your hands for unfortunate reasons that you can’t control.

Whatever the reason, it’s part and parcel of the story of enterprise that, from time to time, a business will need to relocate its headquarters – and that means that the office phone system is going to have to relocate with it.

Don’t panic!

For many, the thought of moving a whole telephone system to a new office fills them with utter dread and panic. If this is you, then please, don’t worry. For one thing, you’re not alone in this feeling – after all, office communications are the lifeblood of your whole business, and so there is quite naturally no greater fear than having this supply cut off.

But, secondly – and more importantly – if you’re reading this blog, then that means that you’ve found the Nomis Connections website, and we have the expertise, the knowledge and the professionalism needed to help guide you through the process every step of the way.

The importance of keeping your own phone number

It’s not unusual for businesses that move office to only think about the phone ‘issue’ right at the last minute, by which time it may be too late to do anything about it. A lot of these businesses end up with a message playing to callers to the old number, saying something like: “Our offices have now moved and our new number is….”. Have you ever phoned a firm and heard that message? Now, be honest – how many times did you try a different firm instead as a result? Quite often, I’d wager.

And this isn’t the only way that businesses lose money by switching numbers. That message will typically be played to callers for about a year – costing the business a fortune. Then, once the year is up, any new callers just ring a dead phone number, which of course looks terrible for your business, even if these callers can be bothered to look up your new number for themselves in the first place (and most of them won’t).

Business continuity

It is, for better or worse, a truism of the modern enterprise that communications must remain live 100% of the time in order for the business to keep running. And it’s not just a business’s office telephones, of course. Computers, mobiles, broadband, tablets, intranets – all of these things are absolutely essential to the continuation of the business. If the phones cannot ring, emails not make it through, and your internet connection lost, then you simply cannot operate.

Business continuity absolutely relies on constant connectivity – and this need doesn’t stop when you move office. Put simply, it is absolutely imperative that you partner up with the right telecommunications company when moving your office to a new premises. Downtime will grind your operations to shuddering halt, and in 2016 customers will not be tolerant of any delays to your service. The financial and reputational consequences to your business should continuity be affected in any way – especially during peak times – can potentially be devastating.

Indeed, a report from Tech Week Europe a little over 12 months ago cites that data loss and downtime cost enterprises $1.7 trillion dollars around the globe over a one-year period, with £10.5 billion being squandered in the UK alone.

Keeping the phones ringing

It should be the ultimate goal of your telecommunications provider to ensure that your phones keep ringing when you’re moving office, and that downtime is kept to an absolute minimum. Of course, no two businesses are the same, and so an in-depth planning process will need to be undertaken to ensure that disruption is minimised as much as possible.

But, there is no reason at all why your phones can’t keep ringing during your office migration. Indeed, by utilising an inbound call managing service – such as what we offer at Nomis Connections – all incoming calls can be diverted to alternate numbers (which can include mobiles) during the move, meaning that no matter what’s happening, callers can continue to make contact with you in every eventuality.

5 easy steps to ensure a smooth transition

Evaluate what you need

It may be that you require a complete new telephone system for your new office – or indeed it may be that you just want to take this opportunity to upgrade. Quite often, in fact, opting for a new telephone system can be cheaper than moving an existing one. Your telecommunications provider should be able to ascertain exactly what you will need from a phone system to meet with all of your business requirements. Utilising the provider’s resources to help you evaluate exactly what you’ll need is all part of the first step of making the move.

Other things to consider when deciding on a new office will be the strength of your broadband, what cabling you will require, and of course mobile reception – these are all business critical considerations for the modern enterprise, and a professional site survey should take place at the evaluating stage.

Reach an agreement with your provider

Your provider should be able to match your requirements against their quality products and services, and, from these, hand pick a bespoke package that best serves your business, in terms of both technical capability and value for money. Once the provider has done this, a written proposal should be generated, which should be scrutinised and any questions asked and refinements made, so the best possible, tailor-made solution will be delivered to your business, and a formal agreement between both parties reached.

Plan for delivery

A streamlined office move will only be engineered if there is a streamlined plan underwriting every phase of the journey. So, you need to make sure that you develop a comprehensive plan that will guide you every step of the way. Start by creating checklists of everything that will need to take place, and of the details that will need to be tracked during the move. Make sure that the checklist for each phase is made in coordination with your schedule.

It’s also important that you ask every member of your team – and especially your IT team – to contribute in making sure that the checklists are thorough and complete. Work closely with them to time transitions of business-critical systems.

Ideally a project manager should oversee the whole transition every step of the way on your behalf – from site visits and surveys to make sure there is sufficient cabling and other infrastructure to support your IT and telecoms systems, to the planning and ordering of lines and broadband at your new premises.

Delivery

Once you are ready for delivery, your provider will implement the move exactly to the specifications that have been outlined in the agreement. If an inbound call managing service is required, then this will be launched to ensure the minimum of disruption to your business activities. With the infrastructure in place, all lines should be then tested and labelled to confirm that everything is up and running and working to its full capacity.

Ongoing support

Business continuity is essential at all times, not just during your office relocation. A dedicated account manager should be assigned to your business to take care of all of your requirements once up and running. Remote support will be an invaluable feature for any package that you go for as well. Here at Nomis Connections, we have found that 96% of all issues can be resolved remotely when our clients simply contact our knowledgeable staff at the Nomis Support Desk.

If you’d like some further reading about moving offices, then please download our Moving Premises Guide. Alternatively, you can get in touch with us if you require further advice, help or information about moving premises, or use our Get a Quote page to make contact with our dedicated team, who are on hand to give you an honest and professional no obligation consultation.

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