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In order to stay on the cutting edge of communication technology, it is necessary to maintain and upgrade phone cabling to keep up with changing needs. When relocating your office, relocating your phone system becomes a priority. Down time in communications can be costly for your business, so when moving you should have a plan of action that will enable you to lose as little time as possible. There is already time lost with the physical move, so don?t add to that expense by improper preparation.

To make a seamless transition into your new office space, prepare wisely and try to head off any problems that may arise. Let your telecommunications provider know well in advance what your plans are so they too can prepare. Are you moving into a multi-storey facility or is it smaller than your current location? Any questions you can answer now will help later. The movement of physical things is certainly a part, but you really should be concerned with is the relocation of phone cabling so that your phone system is operational ASAP. Ask yourself these five questions as you prepare, and the transition will be easier in addition to better bracing you for unforeseen problems.

? Will your telecommunications provider offer service in the area you are to move? You had better ask this question first, for if not, you will have to find another service provider which could add to your timeline and potentially add to your budget.

? When do you plan on moving? If the move is within 60 days, be sure that you have set up your phone lines with your telecommunications provider and made all the necessary appointments for the installation, setup and system check. Often it is the case that telecommunications firms require 45 days notice for the installation of phone cabling. Factor that in to your timeline so you are not caught unaware.

? Does it require plenum or non plenum cabling? Plenum space houses circulation systems for heating, air conditioning and ventilation, and often is positioned above a drop ceiling. If your phone cabling will run in the same space, you?ll need plenum rated cable with either a PVC or FEP fire retardant jacket to guard against fire. Plenum rated cable is more costly than non plenum cable, but code requires it.

? What is the number of voice 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 is needed for a phone line, and one will be needed for a fax machine.

? How many voice drops does your new office need? A drop is one length of cable connecting a starting point with an end point, typically starting at the mainframe and ending at each work station. Indicating this to the provider will help them with their preparation. Every office or work station requires one drop for a phone line, and one will be needed for a fax machine along with any auxiliary lines present.

Preparing for the relocation of your phone system is one series of steps. The process itself will present other challenges. The phone cabling must be reconfigured to your network and computer system after the move, during which time you may have to divert calls to another line. The system will have to be checked to make sure it functions properly in sync with your network. Amidst all of these considerations, you have to remember the budget. Having to relocate your phone system because of an office move probably means your business is growing, but you want to keep costs as low as possible. By giving yourself ample time, and with the right preparation, phone cabling issues will be quickly resolved, the relocation will go smoothly, and your communications will be back online without losing a step.

Author: Kirby Whitehall is a phone systems specialist from Infiniti Telecommunications, who are market leaders in business phone systems and phone system services.

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