How to move office with no IT disruptions

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computer-154114_1280One of the biggest costs associated with relocating a business to a new city often becomes apparent several months after the move has been completed, but it can dwarf all the other costs involved if you are not careful.

Moving offices is time-consuming and can often negatively impact the productivity of your business. Aside from the lost work-hours and the manual organisation and labour involved, the disruption to your daily business activities has the potential to leave a big dent in your annual turnover.

A seamless move with little down-time is the preferred method, so it’s important to do everything possible to minimise disruption. This is where you and your employees must be well prepared for the big move.

Here is a quick check-list to begin with:

New site service qualification?
Is your new location right for your telecommunications needs? Is it large enough to house all your staff and your IT equipment? Does the location get good phone and Internet coverage?

Phone system relocation?
The best time to upgrade is when you’re on the move, and what better chance to upgrade your IP system? Start your new office on the right footing by choosing the latest IP technology on the market.

IT network relocation?
With the recent popularity of Desktop as a Service (DaaS) – when an organisations entire IT system is stored and accessed over the internet (or in the cloud) – you’ll be able to get away with having limited to no physical infrastructure at all, as cloud-based solutions are essentially hardware independent. Make sure you consider upgrading your IT at the same time you re-locate (or better still), before the big move so as to allow your company to still trade off-site during the moving stage.

Cabling?
It’s critical to do a full onsite assessment of your cabling needs and make sure you have qualified technicians to install and maintain them.

Electrical?
This can include powerpoints, workstations, communications cabinets and more

WiFi Access Points
Does the new location need fittings? Is it suitable for Wi-Fi? Centrix can help you with this as well as help you decide what Internet connection is best for you.

Below are some tips that will help make your next big office move as seamless as humanly possible.

Make your technology infrastructure a priority and not an afterthought
Many companies underestimate the importance of their IT and telecommunications networks. Very often the realisation of just how crucial uninterrupted communications is to their business occurs when it is too late.

It doesn’t matter whether you’re one-man band moving from a co-working space to a small office or a large organisation, concern, ensuring that your technology equipment and services are now done for too long and are up and running on the first day your business operations re-open is paramount.

Migrate your IT to a completely managed and mobile operating system
This is the cruncher! One way of minimising or eradicating lost work-time competently is to implement a completely mobile network, allowing anyone to work from anywhere there is an internet connection. A fully managed desktop computing service in the cloud (such as Centrix cloudDesk) will simplify a company’s IT infrastructure, while allowing its staff to access all their applications and documents anywhere, anytime and on any device.

Contact all your suppliers and customers
Just as you would when moving home in your private life, you should – without question – make sure that all your stakeholders are aware of your relocation. Whether this is done by sending a mass email, the medium doesn’t matter so much, as long as it gets to the appropriate recipients.

Have your calls forwarded to your new number
Losing business because your customers are calling a number that is no longer in use has to be one of the silliest ways in which your company could suffer during and and/or after a big move. No matter where you going and where you are currently located, you should find it easy to have all your calls forwarded for a small fee.

Hold important meetings off-site
If you are due to meet with potential clients, the last thing you want is for them to be distracted by the sound of a removal team dismantling desks and moving mountains of paperwork whilst you are trying to negotiate terms. Rather than making your clients think that you are disorganised, show them how well you have planned for your move by hiring a meeting room where you can discuss the matter at hand without interruption.

If you plan in advance and do not expect everything just to fall into place, there is no reason why your company relocation should cost you a fortune in lost opportunities.

Is your company thinking about re-location? Let Centrix help you by taking care of your technology and infrastructure needs.