Office Move. The essential guide to moving your communications.

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1 Office Move. The essential guide to moving your communications.

2 The next step on your journey It s time to change your comms and connectivity So you ve found the perfect office. That s great! Now is the time to take action in order to change your communications and connectivity for the better. Moving to a new office is a huge milestone in any company s timeline, it s also a high risk project with many things to consider. There will be lots of interdependent tasks that have to be managed and, unfortunately, a lot that can go wrong. You re now under tremendous pressure. There will be a lot of decisions that have to be made to successfully deliver the new work environment, and these decisions have to be made quickly. It s time to begin the transformation The key to any successful office move is proper planning. Having reviewed your current comms setup, you ve probably identified gaps, frustrations and costs that have given you doubts about taking it with you. At the same time, you may have discovered features that you want in newer technologies. Ultimately, you may have decided that your move provides the perfect opportunity to transform your business communications. Getting your house in order This is a critical time in your moving journey. Over the coming weeks, yes weeks, not months, you need to identify the right solutions and the right partners, define the connectivity that you will need, identify how both will work in your new office and be ready to order even before the lease is signed. What will your office look like? It is important to consider what impact your communication solution will have on how you set your new office up. For example, there will be little need for a comms room if you select a cloud-based solution while you will need one if you implement an on-premise solution. How you see your team collaborating will also influence your layout. If you re introducing more flexible working, do you need everyone to have their own desk or can they hotdesk? If you re looking to create huddle rooms, should they be equipped with voice and video conferencing facilities?

3 Planning your journey to better communication You will have a lot to consider throughout your relocation process to make sure all the different elements of your move come together correctly. It is likely you have not managed an office move before, or if you have it is likely to have been very different, so let us help point you in the right direction. We ve written this ebook to help you make some of the decisions on your communication infrastructure, removing the risk and making certain that this element of your project is delivered successfully. Our Guide Preparing for the journey ahead Get a trusted team behind you Get yourself connected Don t let anything trip you up Getting in gear Pulling it off without a hitch How can we help?

4 Preparing for the journey ahead Defining the right solution After what we discussed in our first ebook, you should have clarity on what you re trying to achieve and what brilliant communication looks like to you. Now it s time to turn plans into reality. Embrace your people power Perhaps you are moving office because you need more space for a growing team to deal with increasing volumes of customer enquires. Having the people to answer these calls is a good first step but you should be considering how you can make your team more agile and responsive, to further improve your customer satisfaction. You want a system that offers better call routing and makes your people available through a single number, giving your customers instant access to those who can answer their queries first time, every time. For a brilliant customer experience you also need to be thinking about the different channels of communication: , social media and web chat. By adopting a cloudbased communications platform, you let customers connect with you how they want to. Joining the dots Perhaps you have a geographically dispersed team, remote offices or remote workers. In this case you need to ensure that everyone is in sync and working as efficiently as possible, that the teams efforts are co- ordinated and that the entire business is informed and connected. To do this you should be thinking about deploying an integrated collaboration environment that embraces voice, video, presence, instant messaging and conferencing, and unifying these communications to provide a seamless experience across each of these channels. You need to define the capabilities and functionality you must have in order to create your new working environment this forms the basis of your request for proposal. Take a look at our Identifying your communication and collaboration needs checklist for more information.

5 Get a trusted team behind you Review your needs and select the right partner If you have decided to make the move to upgrade your communications, you re likely to have found several potential partners who you could work with around your telephony and connectivity, and we hope that babble is one of these. Whilst talking to your prospective partners about your new solution, we strongly recommend that you conduct a thorough evaluation that covers several key areas: A review of your potential partners Establish if they have the experience you re looking for, if they ve helped organisations like yours before, if they re able to support the type of solution you require and if they will be able to meet your timescales. Now is also the time to see how quickly they respond to queries and possible faults, and what their other customers think of their service. A review of their proposed solution Make sure any proposal covers all of your requirements in detail and do your due diligence around each area they address. Has the partner given you all your options? Do they have a thorough understanding of your business and your priorities? Do you feel confident that the solution will meet your long- term needs? A detailed cost review Ensure that you fully understand all of the costs involved with your communications project. Is there any capital expenditure? What are the ongoing support & maintenance costs? And, crucially, make sure that you re comparing apples with apples. From that, you can establish your total cost of ownership. There are literally hundreds of small start- ups in the UK alone, all reselling a hosted telephony service. Every week these appear, disappear or consolidate. When subscribing to a hosted telephony solution, the long- term financial stability of your provider is more important than it has ever been.

6 Get yourself connected Understanding lead times and choosing your connectivity While you may be reluctant to place any orders before you sign your lease, there are certain elements of your move that will have significant lead times. One of these will be your voice and data connection, which can take weeks or even months to provision and install. Leaving this to the last minute will be to the detriment of your move date so now is the time to talk to your potential partner around connectivity options. What do you need from your connectivity? Does it need to support voice through VoIP or SIP? Does it need to support your cloud IT infrastructure such as Office 365, hosted desktops, CRM and cloud computing? Does your organisation transfer large amounts of data that you need sufficient bandwidth to support? Do your needs fluctuate, and is your usage likely to grow over the short to medium term? Addressing connectivity at this stage will also flag any cost or availability issues with your new office, it is important that you are aware of these before you contractually commit to your new premises. Making the right call Making sure you really understand the connectivity service you opt for lets you make an informed decision. Don t forget that the cheapest way is not often the best and that compromising on your requirements will do damage in the long- term. You need to understand how reliable the service is, what service levels it offers you and the support wrapped around it. Talk to your potential partner around connectivity options. With an office identified they will be able to do quick checks on what options are available and provide you with indications on lead times for services.

7 Don t let anything trip you up What you should look out for When you re starting out in your moving process, it can be easy to miss something that can interrupt your project and cause unnecessary hassle both in the short-term and in the future. We find the most common mistakes to be: Not checking contract end dates/notice periods It s clear that the focus of your move will be your new office, but it s also important to not forget your existing workplace. Failing to check when you re out of contract for services could land you with early termination charges. At the same time, not realising how long your notice periods are means you ll be paying for services you don t need beyond your move date. Focusing on short-term requirements at the expense of long-term capabilities Be assured that the functionalities you ll need next year won t be the same ones you re looking for now. Think ahead, have a roadmap in your mind and keep all of your options open by selecting solutions that can scale both in terms of capacity and capability. It s not just about price Although hosted telephony is a proven solution, it is delivered in many different ways by a vast range of potential providers. If you are focused too much on price you will be compromising on things like capabilities, reliability and SLAs. Not planning for downtime Failing to plan for downtime could lead to missed conversations and confusion for your customers. Keep your downtime to a minimum by working closely with your partners, put a continuity solution in place while you manage the transition and make sure that stakeholders are notified before- hand. Today you re not just buying a new phone system. You re buying a very different, and dramatically more powerful, entity altogether. How do you select a business accelerator rather than another technological millstone? Read our guide Hosted Telephony: Ten Traps to Avoid

8 Getting in gear Ensuring maximum adoption and minimum risk When you have chosen your solution and addressed connectivity, it s time to turn to the logistics of your move. Having a clear plan in place before you sign your lease means you know exactly what to do once you get the go- ahead. Business continuity Moving office gives you the perfect opportunity to build business continuity into your structure from the ground up. When it comes to your connectivity, ask your partner what the options are for having backup circuits that you could fail- over to if your primary connection goes down, or if you could utilise 4G as a backup. User adoption and training When it comes to staff buy-in, we find the best way is to be open and honest with your people and involve them from the outset. You should think about how to introduce the new solution to them, train them on all its elements and make sure they are comfortable and confident with it from the start. You should also establish how you will monitor adoption and what a healthy take-up level looks like. In terms of your telephony, check how your service will work is it dependent on a single local exchange or does it rely on a single circuit? Ask what options there are to build in contingency without disproportional cost. To make sure your transition goes smoothly, you need to make sure it s planned and managed correctly. Think about if it s better to move everyone at the same time or adopt a staged approach, what you are doing with your existing phone numbers and how you plan to decommission your old equipment.

9 Pulling it off without a hitch Implementation & configuration that suits you perfectly With modern business telephony you have many options in terms of the way you configure the solutions to meet the needs of your business and your people. Now is the time to define how things should work. Define how calls enter the business and how these are going to be routed. Are you going to use direct dial numbers? And if so how do these flow throughout the business? How do you integrate your business telephony with mobiles? Do you want single number reach, single , unified communications? Do you have a formal or informal contact centre? How should this work? What is the desired customer experience? Who is responsible for implementing and configuring your solution? What is the process for user acceptance testing? What is the timeline and do you have sufficient contingency built in? Address the complexities An office move is not a simple project. There are so many things that you need to think about and many moving parts that need to be planned and co- ordinated in order for things to run smoothly. We always recommend that you think of your move as a series of sub- projects like, lease, fixtures & fittings, communications and people. This will allow you to manage the overall project while ensuring that each element of the project is managed to the right level of detail. Don t be afraid to ask for help Don t feel you have to do everything, after all, this is not your normal day job and if you have done a similar project before, it is likely to have been a while ago and also very different. Leverage the experience of your partners. A good partner will be doing this for their customers every day of the week so will know what to manage, what can go wrong and how to navigate any bumps along the way. With much to consider, it can difficult to monitor your progress. Our office move checklists help keep you on-track at every stage of your move.

10 How can we help? You see a move once or twice We see them all the time At babble, we bring businesses and communications technology together in unexpected ways to make them more accessible, more responsive and more effective. We work primarily with large and mid-sized UK enterprises and are a recognised leader in helping organisations move office, as well as in the deployment of UCaaS and CCaas solutions. Our specialist relocations team know the pressures and complexities you will face during your moving process, and will think about what you will not. We draw from our extensive experience to establish what you need to do now, help you discover what will suit your new working environment, and will manage the communication and connectivity elements your move every step of the way. What makes us different is that we are not just fanatical about the technology we work with, but also the endless possibilities that these solutions create for our customers. This is why we start by making sure we get under the skin of your reasons for moving office, as well as your employees and customers expectations. By doing this we can bring the technology and the business possibilities together and offer you a choice of uniquely joined up communications solutions that achieve exactly what you need...in ways you probably never imagined. And that s how we make you business brilliant. We would love to talk to you Whether you have a simple question, or want us to help you with your office move, we would love to hear from you: W: E: officemoves@babble.cloud T:

11 babble cloud Limited Bury House 31 Bury Stree t London EC3A 5AR For more information, contact the babble team Web: Tel babble cloud. All rights reserved

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