Moving your VoIP phone system to a new office is generally manageable but requires careful planning to avoid disruptions. Unlike traditional phone lines, VoIP (Voice over Internet Protocol) systems rely on your internet connection and network setup, so relocating means ensuring your new site has the right infrastructure and configuration in place before the move.
Why this matters for Australian SMBs
Downtime during a phone system move can directly affect your staff's productivity and your customers' experience. If calls drop or lines go dead, clients might think your business is unreliable or unprofessional. Additionally, a poorly planned move can expose your system to cyber risks if security settings aren't properly transferred or updated, potentially putting sensitive conversations or customer data at risk.
A typical scenario
Consider a 50-person Australian marketing agency moving to a new office. Their VoIP system is hosted in the cloud but connected through their local network. Without coordinating with their IT provider, they attempt to set up phones on day one of the move but find calls won't connect. The internet at the new office isn't configured for VoIP traffic, and internal firewall rules block necessary ports. After a day of lost calls and frustrated staff, their IT partner steps in, reconfigures the network, tests the system, and sets up a temporary call forwarding solution to minimise downtime.
Checklist for a smooth VoIP move
- Check internet quality: Confirm the new location has sufficient bandwidth and low latency suitable for VoIP.
- Ask your IT provider: How will they handle network configuration, firewall settings, and QoS (Quality of Service) to prioritise voice traffic?
- Confirm IP addresses and phone numbers: Ensure your phone numbers will transfer correctly and that any static IPs or VPNs used by your VoIP system are updated.
- Plan for downtime: Ask about temporary call forwarding or backup solutions during the move.
- Test before going live: Have your IT provider run call quality and connectivity tests in the new office before switching over.
- Review security: Check that encryption and access controls are maintained or improved during the transition.
- Update staff: Communicate any changes in phone usage or extensions to your team ahead of time.
Common pitfalls to avoid
Don't assume your new office's internet will automatically support VoIP. Also, avoid moving on a tight schedule without testing, as unexpected issues can cause longer outages. Lastly, don't overlook security settings—VoIP systems can be vulnerable if firewalls or passwords aren't properly managed during the move.
For Australian businesses, working with a managed IT provider experienced in VoIP transitions can make this process smoother. They can assess your new site's readiness, coordinate with your internet provider, and ensure your phone system is secure and reliable from day one. If you're planning an office move, it's wise to engage your IT advisor early to avoid costly disruptions.