5 Top tips for effectively managing business communications when relocating
A high proportion of businesses have to relocate at some stage in their life cycle. From small start-ups moving from a co-working space into their first rented accommodation, right through to large corporates opening satellite offices up as the company expands. Some even relocate temporarily while renovations or refurbishments are carried out at their premises.
Ensuring that your teams communications, with each other and with customers remains faultless during a relocation, is vital for efficiencies, services levels and operations. It’s all too often people hit crisis point to find that they have no internet for example upon first day in the new office.
Having managed effective clients communications during relocations throughout the UK and abroad since 19xx our specialist team provide really valuable planning support to help keep your business risk free.
Here are our top tips to avoid a communications crisis when relocating:
- Do your research on networks and systems – assuming that you can fit your existing networks and systems into another building is a big risk, particularly, if you are leasing the new building. Ideally before signing a lease, and or in managed office space, get a specialist to find out if your existing set up can be installed. More and more lease agreements have limitations on this. Do thorough due diligence about Internet and signal provision, and the installation of cabling required before you finalise any lease or purchase. If you have already finalised then there is still time to be better prepared if you have your new site assessed. Our team can do a lot of this research for you and provide invaluable guidance, often for little or no charge for clients at this stage, to help ensure you have thorough due diligence to guide you. Also consider cabling requirements both for the present but also for the future.
- Confirm access for engineers – often even when due diligence and connectivity checks are made and the engineers are all booked to complete the pre -work, crisis is a regularly occurrence when clients discover that access to the new location isn’t simple to gain out of hours or for engineering works during business hours. A thorough fact-find about this should be made and any specific instructions for access or parking be passed to the engineers in advance.
- Plan if you want to keep the same numbers – it’s not always the case that existing number can be kept. There are solutions but these do need planning. If this has been overlooked and on move in day none of your previous numbers work then lost business can arise immediately as well as broken communications between multi site offices.
- Plan contingency time – every move faces unforeseen, people get delayed or are absent which can impact on a chain of events that means your team cant get access when they need to. Plan ahead for out of hours back up contact, ensure your team have the appropriate sanction levels to authorise budget spend to find solutions and have regular team updates on the planning and emergency process.
And here’s an extra tip –
Talk about fibre – SIP is a great solution that means you can carry numbers and people with you. However people often assume that if SIP lines are used that this therefore solves everything. Do be aware that SIP lines rely on the internet and so if your internet connection isn’t active or sufficient your SIP telephone lines won’t work.
If you are about to move, planning a move or starting to think about a move – get in touch and we can help advise you on what to look for.
If you would like to book a relocation planning session with one of our team, contact us. We work with clients at locations throughout the UK and abroad.