When choosing a location for your equipment there are some things you may want to consider. Will there be ample ventilation? How many electrical outlets should be installed? Don't forget to include outlets for telephone system, voicemail, paging, music-on-hold, data routers, switches and alarm systems. Are the outlets dedicated to the room or shared with other offices? Dedicated outlets prevent accidental shutdowns and usually stop unnecessary surges. Is the room located under pipes that can burst. Are there water sensors in ceiling and floor? In the event of a water emergency will someone be notified immediately? Is there enough room for expansion? Consider some space for battery backups. Is there a fire suppression system? Check local building codes. Consider security. Who will have access to this room?
Review furniture locations. It is always a good idea to have dual Cat 5/6 runs. With two cables you will be able to run two networks or add IP in the future without using connections to your PC. You want to leave your current systems running while working out the functionality details of your new system. You may also want to add or move a network printer to a new location. This procedure will eliminate downtime.
CREATE A FLOOR PLAN
How much time and money is spent on moving furniture? Developing a final blueprint with all workspace locations identified by number will make moves and changes less complicated in the future.
ORDERING VOICE AND INTERNET SERVICES
The average T1 or PRI installations take 45 days or longer. Things like a survey and facilities check must be completed before your services are designed and installed. Leave ample time as these oversights can turn a simple move into a nightmare. It is a best practice to have a turn up date prior to the day of the move. Porting the numbers usually takes 14 days. Are you using IP? Do you have enough public IP addresses? You need to have your IP address, Subnet Mask and Default router numbers ready for your vendor.
You should schedule your vendor to certify the cabling before the final construction is complete. If something must be changed your contractors will still be on site to do the patch up work. In some cases ceiling tiles may need to be opened or walls need to be cut. There is no reason to leave these tasks to the last minute.
DATA ROOM DESIGN
If you are moving your existing system you should have your racks, shelves and panels in place. Having the cabling and floor layout of your switchroom in place will eliminate chaos on the day or night of your move.
NEW PRODUCT OR UPGRADE
During a move is the best time to consider an upgrade or new systems. Additional new systems can be installed and running for your move date. Vendors will have ample time to implement the new platform without affecting your current business.
Setting up training classes before the move allows your employees to learn about the new systems and have a great understanding of system functions prior to going live.
It seems obvious to mention this but you spent a lot of money on technology. The last thing you need is a glob of paint in your keyboard or a phone covered in dust. Use one phone and one computer to test every location. Keep all of your other devices in the original boxes until the construction is 100% completed.
INSTALLING DESKTOP UNITS
TESTING THE APPLICATIONS
Will all of your new applications work the way they were promised? Test calling out. Call overseas, long distance and local. If using PRI check to see if the 911 address is set up correctly. Does all the call routing work? Can ACD agents log in/out? Can you dial 0 and get to the correct place? Leave messages and see if message lights come on and go out. Many errors can be corrected in just one hour of testing. Correct these issues before going live with your new systems.