Category Archives: Business Relocation Services

Why Every Company Should Consider Structured Cabling

structured cablingBusinesses often need to take stock of their communications needs, and this includes cabling. The most frequent times for assessment are when a company relocates or experiences consistent technical problems. It’s always best to examine the infrastructure first, because the wiring is the building block of your business phone system. A lot of businesses choose to a mainly wireless system, because they are attempting to keep costs low. However, this option sometimes leads to limited bandwidth, slow connectivity, and limited upgrade options. Structured cabling is a better choice for other businesses.

Structured cabling links the entire business phone system into a streamlined service for all your devices. It can require a onetime investment in hardware and installation, but the advantages typically outweigh the upfront cost.

Advantages of Structured Cabling:
  • Increased Bandwidth – permits faster connectivity to numerous devices
  • Centralized Control – allows quick assessments of issues and adjustments to the network
  • Organized Infrastructure – allows easier handling of all voice, data, and video needs of the business
  • Scalable Network –adapts to growing needs and easy addition of new devices
  • Aesthetic Appearance – streamlined wires to avoid cluttered and unsafe wiring

If structured cabling is right for your business, you then must assess the correct time to make the switch. One of the few drawbacks to structured cabling is the lengthy installation time. A business needs to carefully plan the best time to undergo the installation.

Best Times to Install a Cabling System:
  • When you are planning on relocating
  • If you have time for a little downtime in connectivity
  • When you have a short break on the work calendar (holidays or scheduled shut-downs)
  • If your current system needs repairs or replacements
  • When you are experiencing problems with your current system
  • If you are planning for growth in number of employees, number of devices, or size of facility

The infrastructure needs of businesses are always evolving. Some businesses are better off with a wireless solution, whereas some businesses benefit more from structured cabling. In either event, businesses should plan accordingly to determine which option best benefits them. If you have any questions regarding what solution would best help you, please contact Advanced Communication Systems today at 800-750-3624. You can also follow us on Facebook.

How to Chose the Right Business Telephone System Based on Your Company Size

company sizeTrying to decide on a business phone system can be challenging considering the vast array of options on the market. One of the biggest factors a company should take into consideration is how large it is. Therefore, your company size will largely determine the right business phone system for your company. We’ve listed some of the most popular choices below, organized by company size.

Personal or Small Business (1-5 users)

Popular Options:

  • Consumer VoIP
  • Residential VoIP
  • Dedicated mobile work phone

Most small businesses (or personal home offices) don’t require a complicated business phone system, and they can therefore usually suffice with a limited feature set. In some instances however, you might be able to get consumer or residential VoIP solutions (something like Google Voice) that are simple to maintain and setup.

There is always the option of getting a dedicated smartphone separate from your personal cell phone. If you only have one or two users though, this is an attractive option.

Small and Medium Sized Businesses (SMBs)

Popular Options:

These types of businesses can’t get away with skimping on a business phone system. SMBs usually have moderate call volume and depend on good call quality, reliable service, voicemail management, and scalability for new employees. Many SMBs also have remote employees and multiple office locations.

Thus, SMBs on a budget might want to consider bundling VoIP and Internet services offered by their respective cable companies. These types of business phone systems will frequently have additional features like caller ID, voicemail, and conferencing.

Virtual business phone systems, on the other hand, have higher service reliability and more advanced features when compared to consumer VoIP solutions. These types of services operate directly from your computer, smartphone, or tablet to create a virtual phone network. In addition to inbound/outbound calling, these services also have basic call routing and call handling features.

Cloud phone systems are hosted business phone systems that offer web-based user portals and can be used with compatible deskphones and/or softphone apps. Cloud phone systems are a step up in terms of features, and they have video calling, extension dialing, queues, and conference calling.

On Friday’s blog, we will take a look at the best options for large businesses and enterprises, and then we will offer a few concluding thoughts.

Business Phone System Moving Tips

Planning is the key ingredient to a successful business relocation. Just as your new office space must support your current and future business growth, so must your telephone system. An office relocation is a perfect opportunity to take a serious look at your telecommunications system and its effectiveness in meeting your needs and growth objectives.

The following are tips to help make moving your business telephone system as easy as possible for your business.

  1. Call your phone and Internet providers and check availability of services. Sometimes you may not be able to duplicate services (such as DSL) in a new location. Ask for lead times for installation. This usually will range from 2 to 12 weeks depending on the services you require. Make sure service orders get placed with enough lead time to allow for possible delays due to facilities problems. Document all service order numbers and contacts.  
  2. Call your telephone system vendor to get a quote and make arrangements to move your telephone and voice mail system. They typically need two to three weeks advanced notice to schedule.  
  3. Be sure the wiring you have installed at your new location is of the proper type and uses the proper connectors for phone (and for data if you are having this installed at the same time). Have your phone vendor verify that the telephone jacks are appropriate for the phones. Test all connections before moving your entire office to the new location.
  4. There are several options when it comes to message delivery. Beyond standard voice-mail, there is unified messaging, a feature that allows e-mail, voice mail and fax mail to be delivered to a single “mailbox” on each individual computer. Choosing which feature is best for your business depends on your company’s size and structure. It’s vital to make sure your customers can leave a message that will be returned promptly. Create a floor plan. Label it with the location of all telephones, fax machines, networked computers, printers, scanners, network copiers, time clocks, and any other network appliances. Pick a climate controlled and secure location for your servers and for the control unit of your telephone system. Label all staff locations so your vendor can place phones in the correct place.
  5. Contact your IT vendor – You will need to move your data network, and this may involve changing public IP addresses. Your IT vendor should look at cabling to make sure there are provisions for all your IT gear. If you have a VoIP phone system, then you’ll need the LAN in place before you can activate the phones.  
  6. Determine how you’d like to handle telephone calls, faxes and e-mail during the move. If your move is local, you may be able to get dual service for a week. If the move is not local, you can set up forwarding on your main number and send calls to a voice mailbox or cell phone.  
  7. If the move requires a telephone number change, decide how you want to handle the old numbers. Most phone companies will provide a reference of calls for one year. Contact your phone service provider to make sure that this is provided for all published numbers.  Make sure your telephone number is correct on your Web site and any on-line listings. To avoid last-minute problems on the day of the move, make sure the telephone lines at the new location are working properly before you move your phone system. Most companies tend to not notify their telephone vendor and carrier until the last minute. This can cause major problems especially if you have a T/1/PRI or data circuit that needs to be moved. These circuits can take weeks to relocate and redesign, so you must notify your vendors early on in the relocation process to ensure a hassle-free move. Verify and check individual telephone numbers and their locations, especially for each fax, modem, and any other special devices you have on your system.
  8. Be sure the wiring you have installed at your new location is of the proper type and uses the proper connectors for phone.  The same holds true for data if you are having this installed at the same time. Have your phone vendor verify that the telephone jacks are appropriate for the phones. Test all connections before moving your entire office to the new location.

Moving a business is a difficult chore, but if you plan ahead, organize, and get your vendors on board, the disruption can be minimized.

Summertime…Time to Move that Business Phone System!

20523729_sWhether you’re moving to a new office or opening a brand new one, choosing the right business phone system for your new location is critical. An office move is the perfect time to make the transition to a cloud-based VoIP phone system that puts your company ahead of the curve. Here are a few of the benefits of a cloud-based VoIP business phone system

You are no longer handcuffed to your desk

If you are a salesperson, VoIP is especially helpful. If you’re using a traditional phone system instead of something like VoIP, each morning can find you coming into the office and spending a  lot of time checking messages and calling people back. With a mobile app, you don’t have to be stuck at your desk.  Instead of customers calling your office line and finding a voicemail greeting, you can set it up to have the call come through to your cell when you are not at your desk. Not only does this save you time, but it’s better customer service.

Only one phone number

If you are a service company or a real estate office, your staff is usually out in the field. In this case, they have to use their cell phone. With a VoIP system, you only have to use one phone number, whether you are calling from your office phone or cell phone.


Cost is always a relevant factor in any investment. The best option is to go for a business phone system that does not necessitate out of pocket expenses but still has all of the features you require. Remember, technology is always changing and you don’t want to be stuck with an outdated system after only a few months.

How to Evaluate Business Phone Systems When Relocating

It’s always exciting to move into a new office, however there are decisions to be made; do you buy new furniture? Freshen up the paint? Shop for a new business phone system?37025741_s

Here is a brief guide on some questions you may have pertaining to a new business phone system.

How well is your present business phone system meeting your needs?

The first thing to do when evaluating your current system is to simply ask your staff. The person who is most familiar with the system will most likely be the one who is responsible for answering the line first. After you speak with that person, discuss the system with the “power users” on your team. When discussing your system with these people, be sure to ask about reliability, features they use most, and features they wish they had.

How old is your present business phone system?

Is your business phone system more than a few years old? If it is getting up there in age, it might be time to review your annual maintenance costs and discern how much repairs and service calls are costing you.

Will your current business phone system meet your needs 3-5 years from now?

You know your business better than anyone else–including where it is headed in the next few years. Is your company growing? If so, your current system may not have the capacity to handle the influx of business you expect to have in the future. You may also find yourself with a greater need for mobile workers; for example, email usage has surged in the last five years and can be integrated with the voicemail on your business phone. This feature is just one of many indicative of mobility being a technological trend in business.

Are you leaning toward a new business phone system but don’t know what to do with the old system? Ask Advanced Communication Systems about our popular “Trade In Trade Up” program which  has given significant cost savings to our customers!

Selecting a Business Phone System That’s Right For Your Business

9600_category_474x270It can be complicated finding the right technology for your business. There are a multitude of variables that you have to consider, and business phone technology is no different. Whether you are in the market for a sophisticated phone system or something more basic, be sure to ask yourself these questions:

  • How much are you willing to spend?
  • Is the business phone system compatible with your existing equipment?
  • Does it permit three way conference calling?
  • Does the business phone system allow for expansion as your business grows?
  • Will you be able to record phone calls?
  • Does the system have an auto attendant capability, thereby allowing proper directing of inbound calls?
  • Can you create personal on-hold recordings?
  • Is it accessible from anywhere?
  • Can you use multiple phone numbers from different areas within the system?

If the phone system your business is considering isn’t capable of all this, you may need to widen your search. Remember, your business phone system is likely your company’s foremost link to customers, and it can make a vital difference when it comes to first impressions.

Reducing Stress When Moving Your Business Phone System

One of the quickest ways to get a headache is trying to move to a new office without the proper planning. A lot of businesses don’t realize the multitude of interrelated tasks involved with the moving process and wait until the last minute to get started. Advanced Communication Systems has helped many businesses with this endeavor. One of the most helpful tips we can offer is to have a workable timeline that affords your business enough time to make the move—without the stress. Here is our straightforward checklist to ensure that your business phone system move goes as effortlessly as possible.37025741_s

Your business has secured the lease/purchase of the new building. The hard part is over…and now is the time to place a call to your vendor. It’s never too early to discuss your data network, cabling needs, CCTV and wireless access points. Even if a general contractor is pulling the cable, it’s a great idea to pick your vendor’s brain about the placement.

The contractor has given you a move-in date. The time for talk has passed; if you haven’t already, it’s vital to take action at this point! Finalize an appointment on your vendor’s calendar so that they can assist with the move. If this is your first time transporting a business phone system, it’s important to schedule a meeting with a technician. Your technician will be brimming over with questions regarding whether or not you’ve contacted the dial tone company, do you have order numbers, and where employees will be located within the office. You don’t want to have to decide these things the day of the move.

If you’re going to upgrade, now is the time. Since technology is ever-changing, a move is the best time for your system to undergo any necessary upgrades. Also, don’t forgot that your phone system won’t be operational during the move, so plan accordingly to have calls rerouted or let your customers know in advance.

Any huge change is frightening, and the only way to soothe those over-wracked nerves is to think ahead. With the proper planning, a move can be exciting and opportunity to take your business to a new level!



Are You Making the Most of Your Business Phone System?

Do you only use your business phone system to make and receive calls? If so, you’re limiting your company’s productivity, client communication, and, at the end of the day, your profit margin. Business phone systems have a lot of innovative features that you should be aware of.22636910_s

  • SIP Trunking. Can a traditional business phone system survive a move to a new office? Maybe—but it won’t retain perfect functionality without the help of a technician. With a SIP phone however, all you have to do is unplug it, take it to the new location, and plug it back in. A SIP phone can be moved from location to location without having to alter the extension line.
  • Virtual voicemail & E-Faxing. Not in the office to check voicemail and faxes? Not a problem with virtual voicemail and e-faxes; they’re sent directly to your e-mail, thereby streamlining the communication process.
  • Automatic re-routing. With automatic re-routing, if a call comes in while you are out of service, it will automatically reroute to either another number or a voicemail box.
  • Seamless, cloud-based maintenance. When a traditional phone system goes down, it can cost your business a lot of time and money. With a cloud-based or hosted VoIP business phone system, there’s nothing to break! Your carrier will provide all the routine maintenance and updates your business will need.
  • Efficient administration. If you can’t add a new employee to your business phone system (i.e. their own personalized extension and mailbox) in less than thirty seconds, you’re current business phone system set-up is inefficient.

Relocating Your Business Telephone System

Overwhel37025741_smed with the prospect of relocating your Avaya IPO business telephone system?  Moves were sometimes complicated endeavors requiring at the very least re-patching or even new cabling. With the Avaya IP office system being a Voice over IP based system it becomes a very easy transition. VOIP systems integrate into your existing structured cabling so you can run your phones and computers over the same network.

However, there are many important questions to ask yourself before the big day…

Do the existing services that you have now with your carrier (your local telephone company) offer the best pricing for local and long distance calling? Whether it is by adding new capabilities or scaling back on features that have not been used to their full potential, ACS can determine this on your behalf in order to save your company the maximum amount possible.

Most companies do not think to notify their telephone vendor and carrier until the last minute of their relocation. This can cause major problems if you have a T/1/PRI or data circuit that needs to be moved. These circuits can take weeks to relocate and redesign.

To avoid last-minute problems on the day of the move you will wanServiceSupport1t to ensure that the wiring you have installed at your new location is of the proper type and uses the proper connectors for the phones. ACS will do a site survey to determine if the telephone jacks are appropriate for the phones and test all connections before moving your entire office to the new location.

From the planning stages to the final relocation, put your trust in the ACS professionals!  They will monitor the move by making sure equipment is properly staged, packed, labeled, moved and reinstalled properly.


Baltimore Business Phone System Relocation

Baltimore Business Phone System RelocationHas your small business outgrown your small office? Is it time to relocate to a bigger, better building? If so, how do you minimize downtime during this transition? The answer: Baltimore Business Phone System Relocation from Advanced Communication Systems (ACS). We are able to quickly relocate your small business phone system to its new location, while minimizing downtime. Our technicians analyze your new office space and devise a plan to efficiently move your phone system to your new office. ACS has the necessary resources and knowledge to quickly relocate your business phone system, ensuring it is ready when you need it. We also provide all of the voice and data cabling you need in your new office.

At ACS, we are committed to helping your business grow.

The Impact of Downtime

According to Dunn & Bradstreet reports 49% of Fortune 500 companies experience at least 1.6 hours of downtime per week. This equates to about 80 hours annually. Now this downtime affects different businesses in different ways. Obviously, larger companies are impacted more, as are companies that rely solely on technology – phone system or Internet – to function. Smaller companies and those who can revert to manual processing are not impacted as heavily, though they are still impacted. For instance, even if your employees remain productivity, customer service can take a hit.

You see, downtime differs from business to business. What is certain is that downtime will cost your business in one way or another.

Let ACS help you minimize downtime during your office relocation.

If you have any questions about Baltimore Business Phone System Relocation, please contact Advanced Communication Solutions by calling 1-800-750-3624 or visit today! You can also follow Advanced Communication Systems on Facebook, Twitter, LinkedIn, and Google+.