Digital Reviews

Moving business space requires more planning than simply hiring a moving company to haul office furniture, computers, and other odds and ends. Truthfully, that is the least of your concerns. Swiftly relocating phone systems and the running of data cabling takes precedence, for the longer these vital elements are not operational, the more time and money your business can lose. Therefore, a seamless network transfer should be on the top of your list if you are in charge of moving your business. There are some important things to keep in mind as you plan, questions you should ask yourself and have answers for before the transition day arrives.

For as seamless an IT and phone system transfer as possible, note these questions and find answers for them well in advance: 1. How much time do you have before the scheduled transition? 2. What type of structure does the new space provide? 3. Will the cabling run through a plenum space? 4. How many cable drops are required for the new space? 5. Will you use the same phone system or purchase a new one?

Plan the network switch with your provider well in advance. This is perhaps the most important step in the transition planning. You will want to check with your telecommunications provider about their policy, but it is common for firms to require 45 days of notice for the installation of a phone system. If you are 60 days out from the move, contact your provider now to give yourself some room for error. The sooner you plan, the smoother the transition will be, and the fewer problems will arise.

What type of structure does the new space provide? A visit to the new space will tell you what type of ceiling structure the new space has. A drop ceiling will require a different installation process than a hard cap ceiling, for a drop ceiling provides a space above the ceiling panels to install cables, whereas a hard cap ceiling does not. In either case, let your cable installer know so they can prepare.

Know the cabling requirements of the new space. If the data and voice cabling will run adjacent to the circulatory systems for heating, air-conditioning and ventilation, the installer is required to use plenum-rated cable which is sheathed in either a PVC or FEP plastic fire-retardant jacket to safeguard against fire and toxicity. If not, non-plenum cable will suffice. Plenum-rated cable is more expensive, but it is required to be used in plenum spaces.

What is the number of voice/data drops your business needs? A drop is one length of cable connecting a starting point with an end point. The starting point is the server room or wiring station while the end point is an office or work station. Knowing this in advance will help your telecommunications provider with the installation. For every office or work station, one drop each is needed for a computer and a phone line, and don?t forget about the drops for the printers and fax machines.

Will you use the same phone system or purchase a new one? Depending on your business needs and budget, you may be able to have your current phone system reinstalled in the new space. Your cabling installer may be equipped for this task and can include it in their price. If not, hire a subcontractor to do the work instead. Find out from your installer well ahead of time if they are able to do the work but have a contingency plan as a backup.

Knowing your current bandwidth, your network configuration, your budget, and anticipating your future bandwidth will go a long way in helping you plan for the move. Once your business has moved offices, the cable installer will have to plan for other things like the distance each drop has to run from the server, if the size of your new office requires an intermediate distribution point of IDP, and if special fiber optics or induction-reducing cables are necessary. With solid and accurate planning the transition can go smoothly with few setbacks and minimal down time before you?re operational again.