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Relocating your Business Phone lines, Phone System & Data can be fraught with danger. If you don’t put careful planning into your office relocation you can be left with out phones and internet. You want to relocate business phone lines, phone system & data without disruption. To help you to avoid any issues or down time with your phones & internet, we answer a list of important questions in this business phone & data relocation guide, to ensure a smooth and non disruptive move of your telecommunications.
Although we speak of relocating business phone lines, the lines are not physically moved. New phone line/s or data connections are set up at the new premises & we either bring your numbers to the new site or simply start new services.
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If you have a Hosted PBX or an IP based Phone System with SIP trunks, you can move anywhere and retain your numbers. If you have copper based PSTN lines then you can only keep your existing numbers if you are moving to a location serviced by the same telephone exchange. If you have an ISDN 100 Number Indial Range you can usually take those numbers to adjacent exchanges but no further. If you cant keep your existing numbers you have the option of setting up a number redirection which is a permanent diversion of your old number/s to your new numbers. Alternately you can have a message set up providing details of your new numbers to anyone who calls your old number. Please note that just because you are moving down the road doesn’t automatically mean you will be serviced by the same exchange. Please contact us with your new address to determine if you can retain your numbers. If your phone numbers are critical to your business, you can keep them by moving to Hosted PBX or SIP trunks.
It is vital that you allow sufficient lead time when planning your business relocation to give your phone & data provider sufficient time to book the installation of your new data service, phone lines or manage the relocation of your business phone lines. Relocation of a Hosted PBX is pack up, unpack and plug back in. Relocation of a PSTN phone line is usually quite simple but an ISDN 2 order can take up to 4 weeks and an ISDN 10/20/30 order can take up to 10 weeks and sometimes more.
If you change your moving dates, the network provider will cancel your order and the lead time will start all over again. Changing the date of your relocation can cause delays with your phone lines as orders will be placed at the back of the order queue, essentially re starting the order process. It can be difficult juggling all the different time frames required but the most important requirement in managing this is lead time. As a rough guide the following time frames are required to relocate your business phone lines assuming no network upgrades are required …
Depending on how your Phone & Data is currently set up, the first thing we work in is getting a data connection activated at the new site. Because most business now run on business grade data, NBN and IP telephony such as Hosted PBX or SIP trunks, the data connection is critical. The data connection also has the most potential for delays.
If you are moving into a new Industrial or commercial estate and your business will be one of the first business to move in, please be aware that a network cable upgrade is often required and this can often take many months. The cable upgrade is usually required where there is insufficient capacity in the main cable leading into or past the estate to carry the volume of phone lines anticipated for the new estate. Your developer should be talking to Telstra well in advance and advising them how many business’s will be going into the new estate. It is not uncommon for cable upgrades to taken anywhere between 6 weeks and 6 months. Our experience has shown this to be a regular issue when connecting phone lines into new Industrial or Commercial estates.
It is important that you provide us with accurate details of the services you want to relocate. Any changes or modifications to the order can delay the process so please ensure you get the details right from the outset.
Consider a plan for the following services:-
Where you are moving to is clearly quite important and there are a range of factors that need to be considered. Most important is to supply your service provider with accurate site address details. If your address details are not accurate the network carrier may cancel your relocation order and put you to the back of the order queue, essentially restarting the order process.
This is one relevant of your relocating on Telstra copper phone services. If you want to relocate business phone lines within the same exchange area you may be able to keep your existing numbers. To ensure a seamless change over we usually arrange the new phone lines at your new site approx a week before you are due to move. Then on the day of your move, we arrange a number change on the new phone lines, switching your old numbers to your new site.
You cannot keep your Telstra Phone numbers if want to relocate business phone lines to an area serviced by a different exchange, although you are able to permanently divert your numbers to your new numbers. The only exception to this can be a ISDN 100 Number range which can sometimes be relocated to nearby exchanges.
If you cant keep your old numbers you can elect to do a 12 month diversion or divert the numbers month by month. If you have a 1300 or 1800 number the redirection of the service to the new site is simple and seamless.
If you have a Hosted PBX you could move to a differant state and you will still retain your phone numbers.
Have you had a technical inspection done on the site ……. with a technician to ensure that all internal phone and data cabling is in place for your voice, data and print requirements? Telaustralia strongly recommend you do. If you haven’t yet, you will need to map out exactly what your requirements are and arrange a contractor to supply the required power, voice, data and print cabling. If cabling is not in place your service provider will be unable to deliver your services and you may be up for hefty charges and even worse … long delays when it is time to install your PBX phone System. You will need to allow for cabling to each desk, computer, printer, any servers you may be operating and to where your PBX Phone System will be located.
Time and time again we come across business that have relocated without giving due consideration to their IT and Voice services. Short cuts are taken that lead to extensive costs and down time further down track. It is strongly recommended you take time to sit down and plan your relocation with your PABX maintainer, IT staff/consultants and your Phone & data provider.
You should consider when is the best time for you to Relocate business phone lines & data. Which time of the day and day of the week or month are you best able to manage your workload and staffing levels to ensure the smoothest possible transition?
Depending on where you relocate to you may want to divert calls from your old numbers to your new numbers. There is a charge for diverted calls and a cost to “rent” the diversion on your old line. Depending on your phone line type, prior to removing your PABX from your old premises it is very important for your PABX technician to set diversions to your new numbers. If this is not completed at this time an emergency diversion (fee for service diversion) will have to be set via the telephone exchange, which is significantly more expensive and can lead to a interruption to your service while it is being arranged.
The relocation of your PBX Phone System is the job of your PABX Maintainer. However if you don’t have a maintainer we can help you find one and assist with coordinating the move. If you are relocating an existing PABX Phone system this is where things can get tricky in juggling the period between when the system is removed from the old site and installed at the new site. If your system is large traditional PBX, the relocation can take several days from removal through to installation, jumpering of the new phone lines and configuration. In these cases it can be cheaper and less disruptive to consider a new PABX Phone System which can be installed without any disruption. NOTE: Your new phone lines need to be in place and active to relocate the PABX phone system and configure it. Even if you have a new phone system installed it is highly advisable to have your technician at hand during the first day of the move or to ensure that the system configuration and set up is correctly. If you have to re call your PABX maintainer back you may be up for hefty call out fees.
Given the reliance that most business have on the Internet it is probably more important that you get your Internet relocation planning right over ad above everything else. Firstly get a PSTN line connected as early as possible and get the ADSL up and running well before its intended usage date. That leave sufficient time for your IT people to organise & redirect DNS servers, change systems that use a Static IP address, Back Up MX records and configure all necessary Network and Mail Exchange equipment prior to you moving in.
Your IT is separate to your voice services. Items such as Servers, Wireless networks, LANs, WANs PCs, fax machines, photocopiers, scanners and other electrical equipment and systems can be quite sensitive during as move so it is advisable to have your IT experts on hand to assist with set up and configuration of your business equipment and network requirements. Of course if you have your software and servers hosted in the cloud, relocation is dramatically easier. Clouds based services will work no matter where you are located.
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