Move
At Geckotech, our goal is to provide you with the best overall communications experience. As a provider of Hosted Phone service, we strive to make your office relocation as simple as possible. The timeline below includes some useful tips to help you plan accordingly and avoid loss of productivity during your move.
Ø Decide who will be moving the equipment in your network closet including router, switch, firewall, UPS, servers etc.
Ø Decide who will be moving the physical phone handsets.
Ø Determine the person that will be responsible in meeting new vendors and utility contacts at the new site.
Ø Confirm the contact provided for new installations will have access to the building network closet.
Ø Confirm the contact for new installations can be reached if not present on site to provide alternate access.
Ø Gather new building management including contact names and numbers as well as site access hours.
Ø Verify lease is secure and new site move in date is firm.
Ø Make a list of office items to be moved, given to charity, sold or newly purchased.
Ø Determine the moving company as well as getting rid of items not being moved.
Ø Contact provider of physical POTS lines to determine time needed.
Ø Decide how much time is needed for overlap in office space to prepare for unplanned delays.
Ø Determine backup plan in case new office is not ready and remote work is necessary.
Ø Contact your Geckotech Account Advocate at 6111 to notify of your move and decisions of responsibilities.
Ø Geckotech will send you a move quote for $499 for your T1, $100 for your directory listing and an optional $399 for a
Ø full onsite network move
Ø Fax back to us and work with your PM to coordinate the details
Ø Provide contact information and hours of operations to Geckotech to avoid unnecessary delays of no access.
Ø Get a change of address kit from the post office.
Ø Start a file for notes, receipts and other details of your move.
Ø Make a list of all important contacts and vendors related to your move in case the date will need to be changed.
Ø Make a list of everyone who needs to be notified of the move –
· Relatives, friends, customers, vendors, creditors, newspapers, magazines, banks etc.
Ø You will need separate equipment at the new site to test the internet connection prior to the move. Don’t worry Geckotech takes care of it!
Ø Contact insurance companies to make sure your belongings are covered during the move.
Ø If belongings are not covered during the move, find out what the mover covers.
Ø Have an appraisal of expensive items you want shipped by the mover.
Ø If you're moving into or out of a building, reserve the elevator for moving day.
Ø If your phone numbers are changing, confirm new phone number assignments for employees. Don’t worry Geckotech takes care of your phone numbers!
Ø Send change of address cards to the post office.
Ø Cancel magazine subscriptions or have them forwarded to the new address.
Ø Select a cabling company to run network cable to each desk. A network jack is required for each phone/pc.
Ø If the new space is large and needs an overhead paging system, confirm necessary components needed for the installation. Geckotech can assist in integration with your phones.
Ø Schedule office access for site survey needed for network, voice and cabling companies in the new office.
Ø Begin packing and organizing for the move.
Ø Work with new office building on finalizing plans for the space.
Ø Confirm with post office that it received notification of your address change.
Ø Send a change of address and phone number to vendors and customers. Let them know why you are moving. It is a great reason to get back in touch as well. Don’t worry with Geckotech you keep your phone numbers!
Ø Provide finished floor plan to movers and other vendors that will be placing furniture, phones or cabling in the new space.
Ø Arrange to have utilities shut off. Be aware, movers need light, so have power cut off the day after you move.
Ø Schedule installation of voice and data services with Geckotech.
Ø Schedule training refresh at your new office with Geckotech.
Ø Order any POTS service for fax, alarm or credit card machines.
Ø Submit directory listing change to Geckotech.
Ø Remind employees of what items they are responsible to move on their own and any special circumstances to take into consideration.
Ø Confirm date and other arrangements with mover.
Ø Confirm date with IT Consultant if necessary.
Ø If there is a front door entry system, notify Geckotech to receive a number and provide to the building management.
Ø Confirm that extensions are completed from the building network closet to your suite network closet.
Ø Confirm that the network closet is equipped with a patch panel for cabling and necessary electric, as well as a rack for the equipment.
Ø Confirm building network closet access for move in date and network installation date.
Ø If you ordered new furniture, confirm that the furniture is to be delivered on time and will not conflict with any other scheduled visits.
Ø Confirm that any/all painting and constructions is scheduled to be ready on date of move.
Ø Place stickers next to jacks that will be used for phones and are connected to the phone network to avoid confusion.
Ø SimpleVoIP allows computers to be plugged into the back of the phone.
Ø Confirm dates with any remaining contacts from your list.
Ø Make sure utilities and voice and data service has been connected.
Ø Ensure that all necessary employees have keys to access the new space.
Ø Contact your old provider to schedule forwarding of number to temporary number(s) or confirm port date. Don’t worry with Geckotech your numbers move with you!
Ø Change your voicemail to reflect that you will be away from the office and let people know you are moving as well.
Ø Place Instructions for plugging in phones on desks for employee reference provided by Geckotech.
Ø Check your directory listing to ensure that it provides the accurate phone number and address.
Ø If you host your own website and email, verify that it is functioning properly.
Ø Add an email signature letting people know that you moved. It may take a few times for contacts to update their address books.
Ø Send out an email with a v-card so contacts may easily update their outlook. Look into options of merging in order to personalize.
Ø Order new business cards, stationary and envelopes if necessary as well as update your contact information on your website.
Ø Use Find-Me-Follow-Me to prepare and receive calls on your cell phone during the office transition.
Ø Voicemail Distribution Groups make it simple to forward your communication to all employees.
Ø The Web Portal Personal Contact List is a simple way to manage contacts.
Ø Ask Geckotech to update your Web Portal Corporate List to include employee’s fax and mobile numbers to be accessible in one place.
Ø Email Forwarding of Voicemails allows you to forward a message to any email address. It would be a great tool to send a message announcing your move to all your contacts in your Web Portal Personal List.
Ø Avoid missing important calls while planning the move by adding specific numbers as Urgent alls to ring through DND.
Ø Call Treatment in the Web Portal gives you the ability to manage incoming calls by the phone number.
Ø Remote Phone provides the opportunity to call from a cell phone while appearing to be calling from an office phone. Even the usage charges are billed to the office in the event of making an International Call.
Ø Extension Direct Assignment makes it simple to re-assign a phone if they are mixed up in the move and end up on the wrong desk. Save time relocating phones.
Ø Contact your Gecko Account Advocate to find out how to use the above features or if you have any other questions about the capabilities of your Geckotech services.