Moving or expanding your company office can be a source of tremendous stress and upheaval – but it also offers an opportunity to upgrade and improve a variety of office features, including your telecommunications system.
Many businesses find that they have outgrown their telecommuications system long before they outgrow their office space. When planning a move to a new or expanded office, it is important to examine all aspects of your telecommunications needs – number and location of phones, voice mail, voice and data integration – to ensure that your new system responds favorably to your present needs, and will be able to expand to accommodate future growth.
There are a number of vital considerations to help you plan effectively for a phone system relocation or expansion. The following check list can help you make sure that your phones keep ringing with no interruption in service:
Set A Realistic Move Date
Build at least two to four weeks of “cushion” into your moving date. Unexpected events almost always cause delays, and your business will function more smoothly if your move occurs when everyone is ready, instead of in the midst of a last-minute “scramble.” You should work closely with a telecommunications systems provider to help you set a realistic schedule for your phone system implementation. This will allow you to alert your customers and vendors of any anticipated phone number changes well in advance of your move date.
Select A Telecommunications Provider With Experience, and Rely On Their Expertise
You should elect to work with a telecommunications provider that has expertise at the installation, expansion and relocation of corporate phone systems. Does the provider design and install communications systems using the latest technology, including the integration of your office computers with your phone system. In addition to installing your phone system, will be provider consult with you on how your business can maximize your communications effectiveness.
Communicate Your Expectations
Ask your telecommunications provider to assist you in thinking your plans through on paper first, ensuring that the proper phone configuration is agreed upon prior to installation. Make sure that the provider will work with you to effectively implement any needed changes to your existing system, including adding voice mail or upgrading the phone switch. Be sure to obtain an accurate indication of the time requirements needed to make changes to your system.
Plan Ahead For Your Local and Long-Distance Services
You should contact your telecommunications system provider at least two months prior to your move to schedule a complete analysis of your present and future phone needs. Due to the highly competitive nature of long-distance service rates, this additional “shopping” time can result in substantial savings.
Plan Your Call-Forwarding and Number Changes
Your main phone and fax lines should be “remote call-forwarded” for a least six months after your move. Your customers will still be able to contact you by calling the old phone number, and will be seamlessly connected to the new number. Be sure to monitor your local phone bill for the number of calls being forwarded. As callers learn you new phone number, this figure will decline, and call forwarding can eventually be replaced with a less costly referral recording.
Re-Direct Your 800 Numbers
You should order this work to be done far in advance of your move. It is vital that this important service be fully operational on Day One in your new facility.
Dale Stein is General Manager of INET, Inc, a telecommunications solutions provider. For more information, call INET at (858) 597-1842 or visit their web site at www.ask-inet.com.
