Moving Tips

Call in the Experts

If possible, choose a provider that can handle all the technology aspects of the move. Having to coordinate among different vendors can be very time consuming and chances are you’ll be busy finalizing releases, dealing with contractors, setting up movers and packing. Having a single company take responsibility for the outcome is much more beneficial. This way you can focus on your business while one provider handles all the technical aspects.

Most office relocations require several different vendors to cover the following:

* Cabling for voice and data
* Telephone system installation and programming
* Service provider for telephone service and Internet service
* Relocation of computer and servers
* Installation of audio/video equipment
* Installation of door access systems and video security/monitoring

Floor Plan

Have a detailed plan drawn ahead of time indicating all the possible seating positions. This will have a big impact on how the cabling for the telephones and computers is done. Be sure to include all possible future seating positions as well. It will be much more cost effective to wire up everything before you move in. Running phone and computer wires after you move in can be very disruptive and chances are it won’t look as good. Also, if the budget allows, be sure to run an extra cable to each seating position to accommodate growth and peripheral devices.

Include in your floor plan specific areas for printers, scanners, copiers and devices that require a large concentration of cabling. Placing these devices in a single area helps keep the noise levels down and traffic to an area that won’t disturb your employees.

Costs

The biggest cost overruns occur when things aren’t planned carefully. Rescheduling vendors to come back several times to finish a job will probably require additional charges, especially if overtime is involved. This tends to happen towards the end of the job when contractors are under a time restriction and other trades are holding them up. For example, if the electricians aren’t done installing conduit, then the voice/data cabling contractor will not be able to pull their cables.

If your move involves a large construction or redesign, be sure to schedule weekly planning meetings that all the different vendors/trades attend. This helps keep everybody informed of issues or delays.

Pitfalls

On the technology side, the biggest showstopper companies run into is not having their dial tone or Internet service delivered on time. In the Tri-state area, a T1 will typically takes 4-5 weeks. Don’t believe a vendor that promises delivery faster than that, chances are they are trying to get you to sign up with them by over promising. DSL and POTS lines (plain telephone lines) can be delivered much faster, typically 10 business days if the building infrastructure has the capacity. However, most companies require the additional stability only available from a true T1. If the building you are moving into is ‘lit’ by a specific carrier, you may be able to cut down the time frame by paying expedite fees.

Keep in mind that national holidays can have a huge impact on how long a circuit will take to be delivered, especially at the end of the year. Many carriers come to a virtual standstill over the holiday season. We suggest a lead-time of 60 days during this period.

What About My Numbers?

One of the biggest misconceptions is that you can’t take your phone numbers with you. This in only true if you are moving to a different exchange or area code. In Manhattan, larger carriers will often tell clients that they cannot move their numbers to a different neighborhood because it is served from a different central station. If you run into this problem, just choose a different provider and have the numbers ported. The numbers are rightfully yours and can be moved to any carrier as long as you do the proper paperwork. As a last resort, you can always have your numbers forwarded to a new number, but you will incur charges for every incoming call, which can be very costly.

Should I Move My Phone System?

If you have an aging phone system or think you might benefit from new technology such as VOIP, moving is the right time to change the system. The cost of the new system will be offset by the cost of relocating the old one. If you lease the new system, it’s a great opportunity to have the equipment lease duration mimic your office lease duration. The next time you move, you will be able to return your equipment and start fresh again.

Hosted VOIP phone systems have great features that allow you to tie multiple offices together under as single system and allow for great mobility. For example, you can install an additional phone in your home office and it will work the same as in your regular office. Some traditional hybrid systems have some of these features.

If you get a new system, be sure to schedule several training sessions to help your staff get used to the new technology.

Test in Advance

Installing and testing services at least 1-2 weeks prior to your move can be a lifesaver. Finding out if your technology is working properly at 5 p.m. on a Friday can be risky. There is usually very little support available from carriers over the weekend and you will be starting your first workday at the new office on a bad note.

Install and test services at least 1-2 weeks prior to your move. Have a technician on site to test the LAN, set up your servers, or other items as needed. They can even wire the new office for you so that you are able to move in and start right away.

Worst-Case Scenario

Many companies wait to move out until the last possible day. This eliminates the option of postponing a move by a few days if something is behind schedule. Carpets and modular furniture seem to run into the biggest delays. We have seen too many companies have to work on top of cardboard boxes because they didn’t have the ability to move back the date by a few days.

Bottom Line

Pick your vendors carefully. If your decision is based only on pricing, you may regret it when things fall apart the day of the move. If possible, pick a vendor that specializes in relocations and can cover as many of the technology areas as possible.

Call us at 212.741.0000 for a free consultation.