In the long tradition of business phones, establishing a new office location is notoriously tedious. With old school phones, you would need to cancel the previous service if you were moving offices. Then purchase an entirely new phone plan including complex installation costs for all the lines and phone locations you’d need.
But not anymore. With VOIP rapidly replacing old school PBX phone solutions, setting up phones in a new office location has never been easier. Of course, it’s only natural to ask how this is done, what with the old system being so involved, costly, and tedious. Many businesses who have expanded or changed offices in the past have a whole system that needs to be re-written for VOIP.
So for those of you who are worried about opening a new location, this guide is for you. Rest assured, you won’t need a technician to make it happen and, in fact, can start making VOIP calls in the center of your yet-unfurnished office if you cared to.
Step 1: Secure Your Location
VOIP works no matter where you are, so feel free to pick your office location based on everything except the kind of phone service you need. When you’re working with VOIP, you can secure just about any commercial property that suits your business needs. Your VOIP has no special installation requirements and will work anywhere there is a strong wifi signal.
If you’re looking for VOIP-friendly parameters, then make sure you have access to high-speed internet, though broadband cable or strong satellite internet will both serve the purpose. You can even run a remote office off cell-network hotspot depending on how strong a signal you can pick up. Your new office location can be absolutely anywhere that gets internet service.
Step 2: Bring the Desks and Computers
Once you choose the location, bring in all the usual office furnishings. Desks and chairs, computers and laptops, cashier workstations and mobile device charging stations; any and all of it will do. The one and only requirement of the VOIP phone system in your new office location is that there be some internet-capable end-point devices. Meaning computers, laptops, phones, and/or tablets.
Take a little time to make sure your internal network is properly configured during this stage. Don’t just place the router, optimize it. Test signal and decide where you’ll put wifi repeaters or run internal lines if there are rooms that receive a lower-quality wireless signal, as happens from time to time.
Step 3: Up Your Extensions (If Expanding)
If you are moving your office with all the same staff and the same number of extensions. Don’t even worry about this step. You don’t have to do anything with your account or even tell your VOIP provider that you’re moving locations if you don’t need any changes in service. VOIP is just as capable of being used in a new office location as it is on the road and away on business trips, so no need to worry about any service transferring hassle.
If you are opening a new location and expanding the number of staff making calls, then you will need a few additional extensions to add and configure. Fortunately, this is incredibly easy to do with no installation required. Get in touch with your VOIP provider. All you need to do is request the right number of new extensions and configure them to the use the correct settings. The extensions will be provided, along with new logins, and your bill may not even go up if your just relocating.
Step 4: Install the VOIP Software On Office Computers & Devices
Next, make sure your endpoint devices can access the VOIP cloud service. Simply install the software on each computer and laptop and download the app on any mobile devices. Make sure the software loads correctly and that employees are able to log into the cloud phone platform from each one.
If there is a device that seems to have trouble, reset the device’s app settings and try a fresh install. VOIP platforms are not complex and should work properly on every device. For workstations that will involve a lot of at-desk calling, consider a few VOIP handsets or simply checking to make sure the soft-phone programs are working properly.
Step 5: Have Employees Log Into Their Extensions
Everyone on your team should already know how to manage their VOIP accounts because, as we said, location doesn’t matter a bit. Have each person display that they can still log in, just to be sure. For new employees, you will want to walk them through the very first login, changing their passwords, and the settings/configurations that their team uses to integrate VOIP into the workflow.
Whether your team is in the old office or in the new office; the only thing you need is the software on your devices and an active login for every team member who will be making or receiving calls. IF anyone’s login does not work, go through the usual channels to reset their password.
Step 6: Return to Normal VOIP Workflow
Now you are completely ready to return to your normal workflow or begin innovating your process in the new location. Expanding or transferring your phone service to a new office location is as easy as that. With a VOIP platform, expanding may not even increase your costs unless your adding devices. The only installation is software if you are adding new devices. The only interaction you need with your VOIP provider is to scale your extension count up or down. How’s that for replacing your old PBX relocation process?
Even more interestingly is that your customers need never know the difference because your service numbers won’t have changed. From venders and suppliers to your audience of buyers, changing offices or expanding into new locations is incredibly easy with VOIP.
Ready to make the transition from hardline PBX phones to VOIP or expand your VOIP business to a new location? Contact us today!