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Business Phone Systems Checklist

Business phone system office move checklist

Moving from one office to another can be a significant challenge for any business to undertake but it is also, undoubtedly, a time of opportunity.

Among the opportunities that an office move throws up is the chance to address your business telephony setup and to establish whether or not you could be making savings or if your phone systems could be doing more to optimally underpin your day to day operations.


Essential channels of communication

Telephone systems are typically fundamental aspects of any enterprise telecoms architecture and the ways in which businesses communicate both internally and externally. Upgrading them can deliver some significant benefits from the point of view of operational efficiencies and cost savings but the upgrading process is all-too often delayed or deprioritised.

Moving offices presents businesses with a natural juncture point that should be seen as an ideal opportunity to upgrade your phone systems and potentially bring your telecoms technologies right up to date.


Reviewing your existing phone systems

The first step towards established a fully fit for purpose and properly competitive phone system as you relocate to a new office space is to review your existing setup and identify where there is scope for improvement.

Here are some of the reasons why your phone system may need upgrading:

  • Your technology is outdated
  • Your tech is no longer supported by its manufacturers
  • Repairs are becoming expensive
  • You are struggling to cope with your call volumes
  • Scaling up is troublesome and costly
  • There is a clear lack of functionality on your phones and across your system
TIP – The costs involved in taking a full business telephony system from one office location to another can be high and those amounts may be better spent on establishing a new telephony setup at your new office.

The older an enterprise phone system is the more expensive it tends to become to maintain. This factor has to be balanced against the costs involved in replacing and/or upgrading your phone system but an office move could be a very opportune moment to make a fresh start and to lay a strong foundation for the future of your company’s telecoms.


Capacity, functionality and scalability

If your phone setup is struggling to cope with the scale of calls and the volume of traffic it has to support then that is a clear sign that your office move may be the right time to upgrade. It is a clear competitive disadvantage to have a phone network that is not fit for purpose, particularly if you rely on it to underpin customer-facing communications of any kind.

There is a lot that the latest phone technology can offer business users and their features are designed to be very easy to use but also practically very useful for individuals and entire teams of professionals. It is particularly important that these systems are fully integrated with mobile phones and that members of any given workforce can communicate seamlessly from anywhere and at any time.

Scalability is always a key issue for growing businesses in any field and it is imperative that your telephony setup can grow with you and meet your needs not just now but in the future as well if you’re a company anticipating any scale of expansion.

Key questions to ask when assessing your existing telephony setup and considering an upgrade:

  • How employees do you have?
  • How many phones do your employees need?
  • Do they regularly make international calls?
  • How many people on your teams use their phones regularly?
  • Will these numbers be higher in 1 year, 2 years, 3 years?
  • Do you have phones and employees working across numerous locations?
  • When was your current phone system established?
  • Is your system expensive to maintain?
  • Do your staff use business mobiles?
  • Do you use hot desks and do they need phones?
  • How many members of your workforce are based outside your main offices?
  • How much might it cost to relocate your phone system?
  • What would your budget be for setting up a new phone system?

By answering all or most of the above questions you will go a long way towards informing any decision you make with regard to potentially upgrading your phone systems in the context of an office move.


Selecting the right setup for the future

If you do decide that an upcoming office move represents the right moment to upgrade or replace your existing telephony infrastructure then it is important to be well informed about the different options available. Costs vary considerably and it could be well worth speaking to specialists before making any final decisions on which new setup could be right for you.

Here are some of the most commonly used systems currently available for businesses:

1 – A VoIP and IP phone system

These internet-based phone systems are designed to be endlessly scalable and they can be highly cost-effective because they don’t rely on traditional phone connections. Their flexibility also means they can provide the ideal platform from which to optimise your enterprise communications whether you’re running a startup, a mid-size company or even a large-scale multinational operation.

2 – Private branch exchange and hosted phone systems

These are private telephone networks designed to meet the needs of larger companies or organisations with dozens of employees and a clear need for a highly reliable telephony setup.

3 – Keyless and key-based systems

For small scale companies a key-less system could be the best option when it comes to business telephone setups and they tend to be the least expensive option available. However, they do require a considerable amount of oversight and maintenance from their users and they are not very well-supported by their suppliers.

Key-based systems tend to involve more support from the telecoms companies who create and supply them which can offer some worthwhile peace of mind for their users.

Both the key-less and the key-based systems are designed to offer all the most fundamental features that a small or medium-sized business might want from a telephony system at affordable prices.

There is no one-size-fits-all solution when it comes to business telephony and it’s very important to properly assess your existing setup and the options available to you before making what could be a significant switch to a new system. However, it is certainly advisable to seriously consider where upgrade opportunities could lie for your business if you are planning to move offices at any point in the future.

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