How to Prepare Your Business for an Office Move Without Losing Connectivity

Moving to a new office is a significant project for any business. There is furniture to organise, staff to coordinate, equipment to move and a long list of practical details to manage.

One area that can easily be overlooked is business connectivity.

Your internet connection, phone system, Wi-Fi, network, printers, security systems and other connected services all need to work properly from the moment your team arrives. If they don’t, even a well-planned office move can quickly turn into a frustrating and expensive disruption.

The good news is that most connectivity problems can be avoided with some planning.

Here’s what to consider before, during and after your office move.

Start Planning Your Connectivity Early

Don’t wait until the week before the move to think about your internet and phone services.

The first step is to understand what services are currently connected to your office and what you will need at the new premises.

Make a list of everything that depends on your business network or internet connection, including:

• Internet and NBN or fibre services
• Business phone systems
• VoIP or cloud phone services
• Wi-Fi
• Computers and workstations
• Printers and multifunction devices
• Security cameras
• Cloud applications
• Video conferencing
• Remote access
• Payment systems
• Backup systems
• Other connected equipment

Once you have this list, you can work out what needs to be moved, replaced, upgraded or installed from scratch.

Starting early also gives your provider time to check the new premises and arrange any required services.

Check Internet Availability at the New Office

One of the first things to investigate is the internet connection available at your new premises.

Don’t assume that the new office will have the same connectivity as your current location.

The available infrastructure can vary between buildings and locations. Depending on the premises, you may have access to different NBN technologies, fibre services or other business connectivity options.

Before moving, find out:

• What internet services are available?
• What speeds can realistically be provided?
• Is the existing connection suitable for your business?
• Does the building require new cabling or installation?
• How long could installation take?
• Will your current provider be able to service the new address?
• Do you need a backup connection?

This is particularly important if your business relies heavily on cloud applications, online phone systems, video conferencing or transferring large files.

A faster connection isn’t automatically the best solution. The right setup depends on how your business actually uses the internet.

Don’t Forget About Your Business Phone Number

Your business phone number may be one of your most important customer-facing assets.

If customers, suppliers and other contacts already have your number, changing it unnecessarily can create confusion.

Before moving, establish whether your existing numbers can remain in place and how the phone service will work from the new premises.

Depending on your phone system, you may need to consider:

• Number porting
• Call forwarding
• Call routing
• Voicemail
• Auto attendants
• Direct numbers for staff
• Mobile integration
• Remote working
• Call recording
• After-hours call handling

If your business uses a cloud-based phone system, the physical move may be relatively straightforward because the service isn’t necessarily tied to the old office in the same way as a traditional phone system.

However, the configuration still needs to be checked before moving day.

Plan Your New Office Network

An office move is also a good opportunity to review your network rather than simply recreating the old setup in a new building.

Think about where employees will work, where computers and printers will be located, how meeting rooms will be used and where your Wi-Fi needs to reach.

Consider:

Network points

Make sure there are enough network connections in the right locations for computers, printers, access points and other equipment.

Wi-Fi coverage

A new office can have very different walls, rooms and layouts from your previous premises. A Wi-Fi setup that worked well in the old office may not provide the same coverage in the new one.

Meeting rooms

If your team uses video conferencing, meeting rooms need reliable connectivity and suitable network coverage.

Printers and shared devices

Network printers and multifunction devices should be included in your planning rather than treated as an afterthought.

Future growth

If you expect your team to grow, allow room for additional users and equipment rather than designing the network only for today’s headcount.

Think About Business Continuity

Even with careful planning, things don’t always go according to schedule.

An installation can be delayed. A connection can experience a fault. Building access can change. Equipment can arrive late.

This is why it’s worth considering what would happen if your main internet connection wasn’t available on moving day.

Depending on your business, a backup connection such as a secondary broadband service or mobile connectivity may provide an additional layer of resilience.

Ask yourself:

“If our primary internet connection stopped working tomorrow, how would the business continue?”

Could staff still access essential systems?

Could customers still contact you?

Could your phone system continue operating?

Could your team work remotely if necessary?

The answers will help you decide how much backup connectivity your business actually needs.

Check Your Security Systems

Your internet and network may support more than just computers and phones.

If your office has connected Check Your Security Systems, make sure it is included in the move plan.

This could include:

• Security cameras
• Remote monitoring
• Access control
• Alarm systems
• Network security equipment

Confirm where equipment will be installed in the new premises and whether the new network can support it.

Security systems should be tested before the office becomes fully operational.

Plan the Move Around Your Business

Not every business can simply shut down for a day.

If your customers rely on you being available, plan the connectivity change around your busiest periods.

You may be able to reduce disruption by:

• Scheduling installations outside business hours
• Moving services in stages
• Keeping the old office operational until the new connection is tested
• Providing staff with temporary connectivity
• Setting up call forwarding
• Preparing remote-working arrangements
• Testing systems before the official move

The objective isn’t necessarily to make the move completely disruption-free. It’s to make sure you have a plan for the things that could go wrong.

Test Everything Before Moving Day

Ideally, the new office should be tested before the entire team arrives.

Don’t wait until everyone is sitting at their desks to discover that something doesn’t work.

Test:

• Internet access
• Wi-Fi coverage
• Business phones
• Incoming calls
• Outgoing calls
• Call transfers
• Voicemail
• Video conferencing
• Cloud applications
• Network printers
• Security systems
• Shared drives and network resources
• Remote access
• Backup connectivity

It is also useful to have several members of staff test the systems rather than relying on a single test computer.

Different users may discover different problems.

Create a Simple Moving-Day Checklist

On the day of the move, someone should be responsible for checking the technology setup.

A simple checklist might include:

Before staff arrive

• Confirm internet is operational
• Check network equipment
• Check Wi-Fi
• Check phones
• Check printers
• Check security systems
• Confirm critical cloud services are accessible

When staff arrive

• Test individual workstations
• Test phone extensions
• Test shared printers
• Check meeting rooms
• Confirm video conferencing works
• Check access to essential applications

Before the first day finishes

• Record any issues
• Contact your technology provider if required
• Check that all critical services are operating
• Confirm staff know how to report problems

Having someone accountable for these checks can prevent small issues from becoming larger disruptions.

Review Your Technology While You’re There

An office move is also an opportunity to ask whether your existing technology still makes sense.

You may discover that your business has changed significantly since the last time your systems were reviewed.

For example:

• More employees may now work remotely.
• Your business may rely more heavily on cloud software.
• Your phone system may no longer suit the way your team works.
• Your internet usage may have increased.
• You may need better Wi-Fi coverage.
• Your business may need stronger backup connectivity.
• You may have added new locations or departments.

Rather than simply moving everything exactly as it was, consider whether the new office is an opportunity to create a more reliable and flexible setup.

A Few Months Before the Move

Start by confirming the new address and reviewing your current services.

Create a list of all technology and communication systems that need to be moved or arranged.

A Few Weeks Before the Move

Confirm installation dates, phone arrangements and network requirements.

Make sure equipment, cabling and other required services are scheduled in time.

Before Moving Day

Test the new connection and essential systems wherever possible.

Prepare backup arrangements and make sure your staff know what to expect.

On Moving Day

Check the internet, phones, Wi-Fi, printers, security systems and other critical services before the business gets fully underway.

After the Move

Monitor the network and communication systems for the first few days.

Some issues only become apparent when the office is operating at normal capacity.

When Should You Involve a Technology Provider?

If your business has a simple setup, an office move may be relatively straightforward.

For larger or more complex businesses, professional telecommunications relocation support can be engaged early in the process to identify potential problems before the business has already moved.

This is particularly relevant if you have:

• Multiple phone numbers or extensions
• A cloud or VoIP phone system
• Multiple offices
• Complex network requirements
• Business-critical cloud applications
• Security cameras or connected security systems
• Large numbers of employees
• Remote workers
• Backup connectivity requirements

Getting advice before the move gives you time to identify potential problems rather than trying to solve them after the business has already moved.

Make Connectivity Part of the Moving Plan

An office move involves much more than physically moving desks and computers.

Your connectivity is the infrastructure that allows your team to communicate, access applications, serve customers and keep the business operating.

By planning your internet, phone system, network, Wi-Fi, security and backup arrangements early, you can reduce the risk of unexpected downtime and give your team a much smoother transition.

If you’re planning an office relocation and aren’t sure what needs to be arranged, C.T. Agency can help you review your telecommunications and connectivity requirements and plan the transition around your business.

Need help planning an office move? Get in touch with C.T. Agency to discuss your new premises and connectivity requirements.