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5 Tips For Transitioning Your Tech

If you’re planning to open a new office in Toronto, far from your headquarters, you can’t afford to “wing it”. Check out these 5 tips for making your move as smooth as possible.

Moving your business is an exciting (and daunting process). Especially when you’re moving to a new city altogether to open a new space, instead of moving your head office.

If you’re thinking about moving to Toronto, let us be the first to say “welcome”!

But it’s also important to tell you that what you’re undertaking could be extremely difficult if it isn’t carefully planned.

Transferring your IT infrastructure from one location to a new location isn’t necessarily as simple as tossing your old hardware into boxes, carting them across town to the new building, and plugging everything back in.

There’s a little bit more to it.

Moving an office can be exhausting to even think about – not only do you have to gather up all the empty coffee mugs and files, but you have to completely re-create your business technology and infrastructure in a new location (with or without the help of a Toronto IT company).

Here are the 5 key questions you should be asking yourself right now:

  1. What are the Internet options available at the new location and how will I ensure that my staff members are properly connected on the first day of business at the new location?
  2. How will I perform a comprehensive site survey to ensure everything is considered (wiring, power, layout, wireless, etc.)?
  3. Is my existing phone system adequate and moveable or is it time to consider a change?
  4. Do we need to move servers to the new location or is now the time to consider moving some or all of the infrastructure to the cloud and ensure all business systems are unaffected by a move?
  5. Have I considered any technology pitfalls? (Is there enough power in the server closet? Do I have building access to the telephone closet? Any climate or ventilation issues to consider?)

As you consider your move, remember, your technology has become one of your employees, in many respects. Behind the scenes, they operate quietly. Your technology performs a high volume of functions, not seen by you and your staff.

That’s why you need to go about this carefully – follow these 5 tips to make your move a successful one:

1. Phone System Evaluation

At your new location you will want to:

  • Establish a new internet connection
  • Install new phone lines
  • Run new cables

Questions to answer…

  • Is it time for equipment upgrades or replacements?
  • How long have your phones been in use?
  • What are the phones speaking and listening quality?
  • Is it hard to hear the caller?
  • Do you or any of your staff sound garbled when speaking?
  • Are the warranties valid or have they expired?

Most phone equipment warranties do not go beyond 24 or 36 months. If you’ve reached those milestones, go ahead and replace. Installing new phone equipment will save you money, adapt to more modern technology, and new warranties are in place.

As you plan for additional growth, new phones allow you to:

  • Use video conferencing
  • Forward voicemails to email
  • Use an IVR system
  • Improve call quality

2. Cloud-Based Services

At your new location you should try to simplify your process, and maybe clean-up IT processes. Starting with Internal Server and Infrastructure. If you keep your current physical set-up, you will need to create new operation protocols.

On the other hand, you could switch over to cloud-based services before your office move. What could you move into the cloud that would free up physical space at your new location?

  • Accounting
  • CRM
  • Email
  • Files
  • Phone System
  • Administration
  • Industry-specific software

Anything currently at your location you can send to the cloud reduces your overhead costs and secures your system. You will also eliminate the expense of installing and the upkeep of a secure server room.

3. Connectivity and Floor Layout

Here is where you must do a physical walk-through of your new location.

Before you conclude, your Wi-Fi will work step into the building, look at every square inch of the landscape. What is the construction of the walls? (Some interior building walls make connectivity difficult due to their development and materials)

These are the physical attributes and barriers you’ll want to look for:

  • Floor layout
  • Office configuration
  • Wall and ceiling textures
  • Water Damage
  • Mold and Mildew
  • Technology services availability
  • Types of technology your neighbors use

Consider hiring a building inspector (or have your Toronto IT company do so for you), that specializes in Connectivity and Technology office space setups.

Laying the groundwork here removes any negative impact on employees, should the Wi-Fi connection be blocked and not work on opening day.

4. Internet Speed and Connection

Frustrated with your internet speeds?

As you plan your office and technology move, now is the time to improve this necessity. Before you move to your new building, check with your provider to see if there is a cost break on the new service. What you may be paying now is for existing service at your current location, not the new one.

You’ll want to coordinate with your Toronto IT company when your new Internet connection goes live. We recommend giving plenty of notice, should you or a staff member needs to be at the location when the service technician arrives.

5. Transition and Moving-Day

Before you make that rapid transition, from one phase of your business to another, consider cutting over before you move.

If you can do it without hindering your business, cut-over before your move date. This part of your transition will make your final relocation simpler.

If you are having new equipment installed, before your move, this part of the transition will be fast too.

Taking the time to consider these items will make the overall office relocation project a more positive experience for everyone involved, including you. If you’re unsure about any step in the process, the smart move would be to reach out to a Toronto IT company that can give you a proper (and a smooth) welcome.

Like this article? Check out the following blogs about selecting a Toronto IT company to learn more:

Has The Relationship With Your Toronto IT Company Gone Sour?

Locked Into A Toronto Managed IT Services Contract?

How Often Should Toronto Companies Backup Data?