When buying a new home or moving out on your own for the first time, you’ll quickly face the logistical challenge of relocating all your belongings to the new location. Appointments need to be made with the energy provider, telecom connections need to be arranged, documents signed, subscriptions updated, and so on.

For a business, such a move can have an even greater impact. In addition to the tasks similar to a personal move, numerous boxes containing the entire administration, office supplies, cabinets, chairs, and various materials must also be transported to the new workplace. And that’s not even mentioning the entire staff that needs to be welcomed back into the company. Welcoming staff is one thing, but they also need to be able to get to work upon arrival, which requires significant preparation.

Accessibility

For many businesses, a move is synonymous with a period of inaccessibility. An existing phone connection is disconnected, the physical exchange must be moved and reconnected at the new address, and the internet and telephony provider must perform the necessary technical work to activate the connection.

If you’re moving to a different region, this often means your business will be assigned a new phone number, and your customers won’t immediately be aware of it. You’ll then need to spend extra time and money to communicate this change. Business cards need to be updated, flyers reprinted, the website revised, and so on.

To help you navigate this significant process, we’ve outlined some approaches for relocating your telephone exchange below.

How to Best Handle Moving Your Telephone Exchange

A major operation like a move requires proper preparation. This applies to all aspects of a move but is especially true for all technological components.

Create a Clear Plan of All Connections

When starting your moving plans, it’s a good idea to map out all connections, including internet, telephony, and power supplies, at your current address. This will help you better understand the requirements for implementation at the new location. You can create a diagram on paper or on a computer, and photos can also be helpful.

Clearly assess which of these connections you’ll need or use at the new building. A move can be the perfect time to revamp your server room, choose a new telephone exchange, or switch to a future-proof, flexible, and modern telephony system.

Submit Your Request to Your Internet and Telephony Provider on Time

Keep in mind that a move for your provider involves a significant waiting period. A waiting time of four to six weeks is not uncommon. Only with a timely request and strict planning can you seamlessly transition from one connection to another.

If you’re simultaneously switching from traditional telephony to VoIP telephony, you’ll have one less concern, as you’ll only need to activate your internet connection at the new address. A separate phone connection will no longer be necessary, as it will also run through the internet and internet connections (or wirelessly).

Ensure Quick and Accurate Communication

As a business owner, you’re in daily contact with many entities and individuals, such as customers, suppliers, or producers. During a move, all these contacts need to be informed of your new address, possibly your new phone number if you’re moving to a different region, and the period of unavailability. Make sure to have a plan in place well in advance to notify all involved parties.

Label Equipment Clearly

It’s all too common for boxes to get mixed up during a move, for seemingly identical devices like phones or laptops to end up at the wrong desk, or for a power cable to go missing. Always ensure that each device or accessory is labeled with a unique and recognizable identification sticker. This way, you’ll know exactly where everything belongs when unloading.

Save Yourself a Lot of Work

If you use a hosted telephony package like Belfabriek’s, you can already cross several of the above concerns off your list. Even during your move, you can remain reachable by forwarding your phone number to your mobile phone or answering calls via a laptop or tablet at any location with an internet connection.

Your phone number will no longer be region-bound and can move with you, so there’s no need for extensive communication to promote your new number. Even connecting phones at your new location becomes much simpler and can be set up remotely. Your provider ensures that all devices are pre-configured with the necessary adjustments. Additionally, there’s no need to back up your contacts, texts, and telephony data yourself, as they are securely stored in the cloud as always.