Here are somethings you should consider about your phone system when moving your office.
Before you move:
Take a look around your office and makes notes about the location of your phones, faxes, etc. If there is something you've always wanted to change make a note of it now, you may not remember once your in the new location.
About 3 months before you move you are going to want to notify your clients and callers. Now is a good time to update your music on hold message letting callers know you will be moving.
Smart Placement
When choosing a location somethings you may want to consider. Will there be ample ventilation? How many electric outlets should be installed? Don't forget to include outlets for Telephone system, Voice mail, Paging, Music on Hold Data Routers, Switches and Alarm systems, Are the outlets dedicated to the room or shared with other offices? Dedicated prevents any accidental shutdowns and usually stops unnecessary surges. Is the room located under burstable pipes. Water sensors in ceiling and floor? In the event of any water will someone get notified immediately. Will there be enough room for expansion? Consider some space for battery backups. Fire Suppression system? Check with local building codes. Security? Who will have access to this room?
Create A Floor Plan
Review furniture locations. It's always a good idea to have dual Cat 5/6 runs. With 2 cables you will be able to run two networks or add IP in the future without using connections to your PC. This way you can leave your current systems running while working out the glitches in your new system. Also you may want to add or move a network printer to an existing location.
Review Plans
How much money and time is spent on moving locations because of uncertainty of furniture placement. Also having a final blueprint with all your locations identified with numbers will make moves and changes less complicated in the future.
Ordering Voice & Internet Services
The average T1 or PRI installations take 45 days or longer. Things like a survey, facilities check and so forth have to be completed before your services are designed and installed. Leave yourself ample time because this can be disastrous and is usually the culprit in all nightmare moves. It's probably best to have a turn up date prior to the day of the move. Porting the numbers usually take 14 days. The porting should be scheduled for the day of the move. Are you using IP? Do you have enough public IP addresses? You need to have your IP address, Subnet Mask and Default router numbers ready for your vendor.
Data Room Design
Scheduling your vendor to certify the cabling before the last of the construction is complete is a great idea. This way if something needs to be changed most of the contractors are still on site to do the patch up work. In most cases ceiling tiles may need to be opened and sometimes walls need to be cut. There is no reason to leave this stuff to the last minute.
Installing Equipment
If moving your existing systems its a good idea to have your racks, shelves and panels in place. This way the cabling and floor layout of your switchroom is in place. there will be way to much chaos the day/night of your move to deal with these issues.
New Products or Upgrades
This is a great time to consider an upgrade or new system. New systems can be installed and up and running in time for your move date. Vendors will have ample time to implement the new platform without effecting your current business. If you ordered music on hold with your new system or if you just updated your on hold message because of the move now is a good time to make sure your production is complete and ready for the move in date.
After your all moved in:
Training
Setting up training classes before the move allows your employees to learn about the new systems and have a great understanding on the way they will function prior to going live.
Installing Desktop Units
Seems to be frivolous to mention this but, you spent all this money on technology last thing you need is a glob of paint in your keyboard or a phone covered in dust. Use one phone and one computer to test every location. This allows to keep all your other devices in there original boxes until the construction is 100% completed.
Testing Applications
Will all your new applications work the way they were promised? Test calling out. Call overseas, long distance and local. If using PRI check to see if the 911 address is set up correctly. Does all the call routing work? Can ACD agents log in/out? Can you dial 0 and get to the correct place? Leave messages and see if message lights come on and go out. So many errors can be corrected within just one hour of testing. Correct these issues before going live with your new systems.
On Hold Message
Male sure your music on hold message is up to date. Your new recording should let callers know you are all set in your new location and are ready to do business.
By Carmine Monte
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