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Through many years experience of working on re-location projects we are well aware of the difficulties facing all companies but in particular the SME in planning and organising a move. With little spare resource and many tasks to consider, it can be a traumatic and testing time for those individuals tasked with managing the process.
Green Lane Solutions have identified the key areas and processes that need to be managed, particularly in relation to IT & Comms. We have created a "Roadmap" to success to assist those responsible and in addition our experts can provide real help throughout the project.
We always take a consultative, non-prescriptive approach, advising throughout the process but leaving decision making to those responsible. Whilst we provide most if not all of the services required we have no exclusive or “tied” arrangements with any manufacturer or service provider and are also prepared to work as consultant managers for our clients with multiple suppliers and service providers.
Our relocation roadmap follows this course:
Click here to download a printable PDF version.
1. Circuits & Contracts
One of the most frustrating aspects of any re-location is the discovery that the voice and/or data circuit you need is on a 6 week or even 12 week lead time and you want to move in less. You must plan your new circuits in time for re-location even though you can’t commit to the order until the lease on the new premises is signed.
Check cancellation clauses it might be worth the risk of ordering early. It is also important to place cancellation notices on all operating contracts, you may have an extended contract with BT or a tariff provider (CPS) frequent 90 day clauses exist.
What about Number transfers? Most geographic numbers can only be transferred within an exchange. If you have a new number should you transfer calls for a period or put a simple announcement on your existing number giving the new number? All need to be considered and decisions made, there are cost implications with each decision.
2. System & Equipment Audits
Now is the time for an Audit of all hardware in particular and probably a good time for housekeeping on software in use and licensing. You have to plan the new Comms/IT Room, what will be in there, is it an opportune time to upgrade servers or implement Virtualisation; perhaps it’s time to consider Hosted services with the cost effective solutions now on offer.
It’s also the time to consider your network infrastructure, the type and level of switches; do you need to upgrade to layer 3? Are you implementing any new operating system or software that might need an improved infrastructure? The time of the move is a great time for switchover to upgraded infrastructure.
3. Telephone Systems
Do you have a system, are you moving it or replacing it. You need to organise a competent contractor if you are keeping your existing and plan for as little downtime as possible. Remember the move weekend will be extremely busy and telephones working Monday morning is essential so this must be planned effectively.
If you are buying new or moving to a Hosted Platform there is much planning to do well in advance but at least you will have selected a competent supplier on terms that guarantee the system is ready in advance of the move weekend.
How do you go about selecting a new system or method of operating telephony – consult Green Lane Solutions.
4. Building Plans & Comms Room Design
Whilst you have been working on your systems and contracts others within the business have by now agreed on new premises and probably selected a fit-out contractor. You now need to survey the building to be able to plan a Comms Room location, your cabling infrastructure and how you will deliver service to workstations.
When you meet your fit-out contractor they will want to know:
It will take time to gather this information but the move can’t happen effectively without it.
5. Workstation Resource Plan
Perhaps the easiest part of the process, how many power points and data ports do you require and where. Your cabling specialists should help you with this.
Consider all facilities areas (Fax/Print/Copy), WiFi, Hot Desking & Courtesy Phones.
When considering Power remember desktop chargers, separate power for screens and system units and any other personal items that may be essential to users.
6. Cabling Planning
An immediate follow on from item 5, when you know the amount of cables required to floor ports you can decide on numbers of wiring closets and therefore if any backbone links are needed. What about inside the comms room, are there multiple racks that need inter-connections. What standard cabling do you need? – Can you reasonably forecast the highest data rates you will need to the desktop 10Mb. 100Mb or 1Gb. We are currently being asked for quotes for Cat6A and Cat7 systems that support 10Gb – perhaps a bit more than necessary for traditional desktop use but it all needs consideration.
Also plan for the number of patch cords and fly leads needed or can you take existing with you. Always remember that existing equipment cannot be in two places at once so you cannot prepare a new site whilst the old one is operational.
Will your telephones be VoIP and use the same cable as a data connection or will you have a separate cable for each. This will have an impact on cost of cabling but you must consider the level of switch you use if you are implementing VoIP. You will need good quality Power over Ethernet (PoE) switches preferably layer 3 to allow effective management of the network at switch and port level.
7. Move Project Plan
We are only touching on the major items in this document there are a host of other issues relevant to individual companies that won’t appear here. When we undertake a Project Management role we always have discovery meetings with all IT staff and department heads before committing to a Plan.
We have suggested plans and discovery procedures and these are available for review and discussion by contacting us.
The plan should have fixed dates for achieving all the key items noted above as well as any items added to suit your company. It is essential that all key items have been identified and the process necessary to achieve timescales is fully planned at least 3 months before projected occupation of new space. It will be a difficult time as all items are outside of your day to day responsibilities and only you know how busy you are!
8. Allocation of Resources
You now know the scale of the task in front of you, is it possible to fully resource the project internally, should you bring in outside help to take control of the planning or perhaps enlist the help of Green Lane Solutions to become part of your Team. We work with you to ascertain the right way for you to achieve you goals, taking on as much or as little as you need us to and acting as managers of other provider’s where you see fit.
9. Project Implementation
We have already begun implementation and what starts as perhaps once a week meetings to plan, engage contractors and prepare internally changes to a daily requirement when fit-out begins. You will need weekly meetings with the fit-out contractor and regular contact with your individual service providers.
Who needs access to site and when? Does that fit with the construction programme? You (or your appointed representative) will need to liaise with all and coax agreements with all interested parties.
10. Testing & Commissioning
The works have been completed but everything must be tested and commissioned. There should be a sign-off schedule that includes witness testing to ensure all aspects of the IT & Comms system are working effectively together.
If possible this should be complete a week before occupation to ensure any last minute issues can be resolved without negative impact on the business.
11. Home & Dry!
Only if you have followed all the necessary steps will you have successful completion and fully operational systems day one. We always suggest attendance from key partners to be included in the contract you may just need an engineer for 10 minutes but if he’s not there it’s a problem to get the right man at short notice.
If the above list seems troublesome you should engage the services of Green Lane Solutions to work with you to prevent you meeting any of the obvious pitfalls. The right team will ensure you get Home & Dry!
Green Lane Solutions are a cost conscious, cost effective service provider with the experience and knowledge to take you through a relocation project.
Most IT Re-location specialists look after your asset management and the actual move but do they consider your current contracts, cancellation notice periods, lead times for new circuits or the plethora of decisions to be made if relocation is to be successful. We become part of your team, adding the necessary expertise and knowledge of complete office relocation projects.
We work with your fit-out contractor to ensure Comms Rooms are designed to house all your current and planned Equipment with suitable access to all We ensure they plan the installation with adequate power and Air-Conditioning and allocate the most suitable location. Perhaps even better we can advise you on the practicalities of Virtualisation Hosting to save power and space (& Money!).
Remember it will take months to properly plan & organise an effective re-location giving adequate thought to opportunities for new systems, methods & providers. This is a great opportunity to improve you IT & Comms service but you must allow the time and find the resource – Green Lane Solutions is your ideal partner.
For more information please fill out the form below and we will contact you.
Green Lane Solutions have identified the key areas and processes that need to be managed, particularly in relation to IT & Comms. We have created a "Roadmap" to success to assist those responsible and in addition our experts can provide real help throughout the project.
We always take a consultative, non-prescriptive approach, advising throughout the process but leaving decision making to those responsible. Whilst we provide most if not all of the services required we have no exclusive or “tied” arrangements with any manufacturer or service provider and are also prepared to work as consultant managers for our clients with multiple suppliers and service providers.
Our relocation roadmap follows this course:
Click here to download a printable PDF version.
1. Circuits & Contracts
One of the most frustrating aspects of any re-location is the discovery that the voice and/or data circuit you need is on a 6 week or even 12 week lead time and you want to move in less. You must plan your new circuits in time for re-location even though you can’t commit to the order until the lease on the new premises is signed.
Check cancellation clauses it might be worth the risk of ordering early. It is also important to place cancellation notices on all operating contracts, you may have an extended contract with BT or a tariff provider (CPS) frequent 90 day clauses exist.
What about Number transfers? Most geographic numbers can only be transferred within an exchange. If you have a new number should you transfer calls for a period or put a simple announcement on your existing number giving the new number? All need to be considered and decisions made, there are cost implications with each decision.
2. System & Equipment Audits
Now is the time for an Audit of all hardware in particular and probably a good time for housekeeping on software in use and licensing. You have to plan the new Comms/IT Room, what will be in there, is it an opportune time to upgrade servers or implement Virtualisation; perhaps it’s time to consider Hosted services with the cost effective solutions now on offer.
It’s also the time to consider your network infrastructure, the type and level of switches; do you need to upgrade to layer 3? Are you implementing any new operating system or software that might need an improved infrastructure? The time of the move is a great time for switchover to upgraded infrastructure.
3. Telephone Systems
Do you have a system, are you moving it or replacing it. You need to organise a competent contractor if you are keeping your existing and plan for as little downtime as possible. Remember the move weekend will be extremely busy and telephones working Monday morning is essential so this must be planned effectively.
If you are buying new or moving to a Hosted Platform there is much planning to do well in advance but at least you will have selected a competent supplier on terms that guarantee the system is ready in advance of the move weekend.
How do you go about selecting a new system or method of operating telephony – consult Green Lane Solutions.
4. Building Plans & Comms Room Design
Whilst you have been working on your systems and contracts others within the business have by now agreed on new premises and probably selected a fit-out contractor. You now need to survey the building to be able to plan a Comms Room location, your cabling infrastructure and how you will deliver service to workstations.
When you meet your fit-out contractor they will want to know:
- How much space is needed for your Comms/IT Room.
- How much Power will it need & in what configurations (i.e. 13A, 16A, 32A. Single Phase or Three Phase).
- What level of cooling do you require, how much resilience (i.e. N+1?).
- Will you have an UPS, does it require an outgoing disboard or bypass panel.
- How heavy is the equipment, do they need to strengthen the floor or to engage a Structural Engineer.
- How do you plan on moving the equipment and how much access to the Comms Room will you need prior to the fit-out being completed.
It will take time to gather this information but the move can’t happen effectively without it.
5. Workstation Resource Plan
Perhaps the easiest part of the process, how many power points and data ports do you require and where. Your cabling specialists should help you with this.
Consider all facilities areas (Fax/Print/Copy), WiFi, Hot Desking & Courtesy Phones.
When considering Power remember desktop chargers, separate power for screens and system units and any other personal items that may be essential to users.
6. Cabling Planning
An immediate follow on from item 5, when you know the amount of cables required to floor ports you can decide on numbers of wiring closets and therefore if any backbone links are needed. What about inside the comms room, are there multiple racks that need inter-connections. What standard cabling do you need? – Can you reasonably forecast the highest data rates you will need to the desktop 10Mb. 100Mb or 1Gb. We are currently being asked for quotes for Cat6A and Cat7 systems that support 10Gb – perhaps a bit more than necessary for traditional desktop use but it all needs consideration.
Also plan for the number of patch cords and fly leads needed or can you take existing with you. Always remember that existing equipment cannot be in two places at once so you cannot prepare a new site whilst the old one is operational.
Will your telephones be VoIP and use the same cable as a data connection or will you have a separate cable for each. This will have an impact on cost of cabling but you must consider the level of switch you use if you are implementing VoIP. You will need good quality Power over Ethernet (PoE) switches preferably layer 3 to allow effective management of the network at switch and port level.
7. Move Project Plan
We are only touching on the major items in this document there are a host of other issues relevant to individual companies that won’t appear here. When we undertake a Project Management role we always have discovery meetings with all IT staff and department heads before committing to a Plan.
We have suggested plans and discovery procedures and these are available for review and discussion by contacting us.
The plan should have fixed dates for achieving all the key items noted above as well as any items added to suit your company. It is essential that all key items have been identified and the process necessary to achieve timescales is fully planned at least 3 months before projected occupation of new space. It will be a difficult time as all items are outside of your day to day responsibilities and only you know how busy you are!
8. Allocation of Resources
You now know the scale of the task in front of you, is it possible to fully resource the project internally, should you bring in outside help to take control of the planning or perhaps enlist the help of Green Lane Solutions to become part of your Team. We work with you to ascertain the right way for you to achieve you goals, taking on as much or as little as you need us to and acting as managers of other provider’s where you see fit.
9. Project Implementation
We have already begun implementation and what starts as perhaps once a week meetings to plan, engage contractors and prepare internally changes to a daily requirement when fit-out begins. You will need weekly meetings with the fit-out contractor and regular contact with your individual service providers.
Who needs access to site and when? Does that fit with the construction programme? You (or your appointed representative) will need to liaise with all and coax agreements with all interested parties.
10. Testing & Commissioning
The works have been completed but everything must be tested and commissioned. There should be a sign-off schedule that includes witness testing to ensure all aspects of the IT & Comms system are working effectively together.
If possible this should be complete a week before occupation to ensure any last minute issues can be resolved without negative impact on the business.
11. Home & Dry!
Only if you have followed all the necessary steps will you have successful completion and fully operational systems day one. We always suggest attendance from key partners to be included in the contract you may just need an engineer for 10 minutes but if he’s not there it’s a problem to get the right man at short notice.
If the above list seems troublesome you should engage the services of Green Lane Solutions to work with you to prevent you meeting any of the obvious pitfalls. The right team will ensure you get Home & Dry!
Green Lane Solutions are a cost conscious, cost effective service provider with the experience and knowledge to take you through a relocation project.
Most IT Re-location specialists look after your asset management and the actual move but do they consider your current contracts, cancellation notice periods, lead times for new circuits or the plethora of decisions to be made if relocation is to be successful. We become part of your team, adding the necessary expertise and knowledge of complete office relocation projects.
We work with your fit-out contractor to ensure Comms Rooms are designed to house all your current and planned Equipment with suitable access to all We ensure they plan the installation with adequate power and Air-Conditioning and allocate the most suitable location. Perhaps even better we can advise you on the practicalities of Virtualisation Hosting to save power and space (& Money!).
Remember it will take months to properly plan & organise an effective re-location giving adequate thought to opportunities for new systems, methods & providers. This is a great opportunity to improve you IT & Comms service but you must allow the time and find the resource – Green Lane Solutions is your ideal partner.
For more information please fill out the form below and we will contact you.
