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Relocating Office?

Relocating Office?

Six Things You Should Consider Ahead of the Move

+ Bonus Moving Checklist

Are you planning to move to a new office and are unsure where to start? We can help you prepare with this short moving checklist and with our IT & phone system & web services, you will be quickly moved in and carrying out business as usual.

Moving to a new office can be an exciting and stressful time. Some new offices are not equipped with enough data and electricity points or can only get a certain NBN type so it is important to consult your IT and Phone company as early as possible to ensure a smooth move.

Below are some things to consider as you plan and schedule the various details of your move.

Key Tech can setup and test your new office network

Check if your new office network is VoIP ready.

When you move to a new location, one of the first things that will need attention is getting connectivity set up and verified. Your IT contractor should take care of this for you by making sure all labels on sockets match what’s been installed in order before testing each cable from end to end as well as ensuring there are ports available for desk phones to operate properly along with printers or other IP devices such intercoms which may also be needed during setup time. Ensure that core switching and routing hardware are properly configured.

If your business is very phone-centric or your staff make a lot of video calls, a typical business bandwidth should easily support your VoIP phone system. If you’d like to be sure, our team can test your current VoIP network load.

Keep the phone lines active during the move.

Cloud phone systems have been around for a long time and are proven to be convenient and provide a great user experience. They allow businesses to have multiple extensions on any IP-connected device of choice. You will be able to take calls and not worry about being unreachable. The advantages of cloud phone systems continue when we look into the functions of a virtual receptionist!

If you have an on-premises phone system, however, you won’t be able to take calls while your phone system is packed up and in transit on the truck. You must notify your phone company or SIP provider to keep your number active and ask them to temporarily forward your number to a mobile number or a voicemail box until your phone system is set up in the new location.

Packing and moving your IT equipment.

Even if there’s not much gear to move, it can save time and headaches if you hire professionals to pack, ship, install and configure your networked equipment, including your phone system. If moves are local, they are typically scheduled during a weekend to minimise business disruption.

If your servers contain sensitive data that is subject to security regulations, you may need to hire special services to transport and secure the servers during the move.

Test voice quality and extensions at the new location.

You should back up any data stored on your system before moving, such as voicemail messages or recordings. After the move is complete have all employees test their phones immediately when reconnected to make sure there are no issues with connectivity and functionality in the new location.

It is important to include instructions in an email so they know to test things like inbound/outbound calling, leaving voicemails, and internal extensions and conference bridges. By testing early, problems can be dealt with sooner rather than later.

When you’re moving, it’s important to consider the different ways your employees can stay connected to one another and your customers. If you have a cloud phone system, you could introduce your team to a softphone application. They will be able to stay online during the move and be able to receive calls to their extensions while away from their desks. Softphone applications can also function as a backup phone if your office is ever snowed in, out of power, flooded or otherwise unreachable.

Update announcements, greetings, and contact information

Don’t forget to update quickly:

Dispose of unused or outdated hardware properly

If you replace any of your hardware, there are several ways to properly dispose of the old hardware. If your PBX phone system is in good condition, you can call any local and national vendors and they will purchase your used telecom equipment. You can also donate it to a local non-profit organisation or charity. There are also IT recycling services that can take your outdated or retired computers, servers and equipment.

Please note: It is good to practise, particularly in a regulated industry such as healthcare and finance, to ensure that any old company and customer data is irretrievable on hard drives and devices before disposing or donating the items.

The move of your business can be stressful, but it’s also an opportunity to get rid of unnecessary equipment and outsource tasks that are better performed by cloud service providers. By consulting and planning your move with your telecom service, your move will go smoothly with no disruption to your supplier or customer communications and no unpleasant surprises.

Relocating Office Checklist

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Virtual Receptionists Increase Productivity

Virtual Receptionists Increase Productivity

Any business can benefit from a virtual receptionist. No matter your industry, business size or budget, a Virtual Receptionist can reduce the costs of hiring call centre staff, and save your staff time by answering and directing your calls, taking messages and even scheduling appointments!

Low cost for a small business

Low Cost, 24/7 365-day Service

A Virtual Receptionist can deliver an excellent and proficient customer service experience that offers 24/7, 365-day service. A Virtual Receptionist costs a fraction of the cost to hire and train a traditional in-house receptionist.

No Call will go unanswered

Virtual Receptionists can be customised to suit specific company and industry requirements and can also speak different languages.

The most advanced Virtual Receptionist solutions can request customer information and simulate an actual conversation.

Virtual Receptionists can execute some business administrative tasks such as taking messages and scheduling meetings at any hour of the day.

Savvy Customer Support

Customers will not have to wait to receive assistance with common topics because Virtual Receptionists can perform a range of basic customer service tasks and also offer more evolved customer support through other channels, such as live chat. They can chat with potential and returning customers on social media channels and on the website. They can also direct tickets to the right customer agent, saving time and reducing staff workloads.

Lead Generation

A Virtual Receptionist with marketing skills can help in your lead-generating campaigns. Whenever they talk to new leads, they can add their details to your CRM so you can walk them through the steps to converting them into customers.

How to Get a Virtual Receptionist

To get started with your very own Virtual Receptionist, an established and trustworthy phone system provider can help you set up a reliable virtual receptionist. The provider will likely have subscription plans to choose from that will vary in price depending on your call volume and size of business.

The provider might ask you a few questions to understand your business model to help them understand your business’ call flow.

Round 3 of Small Business Basics Grants

Round 3 of Small Business Basics Grants

Attention, Small Business owners! New opening dates have been announced for Business Basics Grants!

Round 3 opens for applications as follows:

Regional Queensland funding stream: 9 am, Monday 16 May 2022

South East Queensland funding stream: 9 am, Tuesday 17 May 2022

Grant information can be found on the QLD government website.

This grant is for START UPS and small business owners just getting back on their feet. It offers $5,000 cash upfront to go towards things like:

  1. Coaching and Training
  2. Creating or updating your website
  3. Business planning and advice
  4. Strategic marketing planning and advice
  5. Cyber Security tools and training

We are here to help your local small business succeed by understanding your goals and the essence of your brand. Please give us a call if we can help you with any of your digital marketing, I.T Support, and communication needs.

Annual Telco Embargo 2020-21 | What You Should Know

Annual Telco Embargo 2020-21 | What You Should Know

End of year is coming, and with it comes the Telco Embargo

As we approach the end of the year, we also approach a period where major Telcos including Telstra stop setting up phone lines over the holiday season. This information is especially important if you’re thinking of moving offices as it makes it doubly important that you contact us well in advance to make sure the new lines get installed before the date of the embargo. With that in mind we have created this page with all the information you need to know for the Telco Embargo this summer.

What does the embargo mean for my business?

The annual Telco embargo is a period (this year, December 14, 2020 to January 14, 2021) during which telecommunications carriers won’t be providing new copper, fibre, nbn, or broadband cabling and connections. Additionally, network reconfigurations, relocations and hardware or software upgrades on their networks won’t be carried out. This is especially important if you are planning on relocating offices and need to set up your internet and phone systems before the deadline.

How do I avoid business interruption or other aversive impacts?

First and foremost, if you’re relocating offices, this information is especially important for you. Make sure you plan ahead and connect any new phone lines, and set up networks before the deadline (again, December 14). It is especially prudent to contact Key Technologies as early as possible to ensure the process is as easy and non-laborious as it can be.

There is likely to be a high volume of orders so it is especially important that you contact us as soon as possible.

Will support services be affected?

Support and maintenance services will thankfully be operating as usual during the embargo period, though you should be mindful of the fact that there will likely be fewer admin and technical staff working during this period (especially Christmas, Boxing Day, and New Year’s Day) so service delays are to be expected.

How will Key Technologies services be affected?

For the most part Key Technologies will be running as usual, although with fewer staff onboard. So make sure to contact us early to get ahead of the curve.

Call us on: 1300 755 615
Or email us: info@keycomm.com.au

ISDN Cut-offs and nbn: How not to get left behind!

ISDN Cut-offs and nbn: How not to get left behind!

Date
30 June 2018Services will not be available for purchase by new customers.
30 June 2018Services will not be available for purchase by existing Telstra customers who already receive the services as at that date. However, such existing customers will continue to be able to make configuration, software and record changes to services for each of the services, as outlined in Required Measure 5(D)).
From 30 September 2019
  • services will be disconnected in areas where the area’s rollout region disconnection date falls on or before 30 September 2019; or
  • for areas in which the rollout region disconnection date falls after 30 September 2019, services will disconnect as per the rollout region disconnection timetable.
By 2022the final exit date for any services that have not been disconnected in accordance with the above will occur by 2022. We shall communicate the date in due course.
Small Business Tax Deduction

Small Business Tax Deduction

There is no better time for small business customers to invest in the tools that will help them to achieve their big ideas.

Budget 2017 – Small Business Tax Deduction of $20,000

The government announced an extension to the 2015-16 Budget measure providing an instant asset write-off provision for small businesses.

New laws have passed that allow small businesses to claim an immediate deduction for assets they start to use – or have installed ready for use – provided each depreciable asset costs less than $20,000. This will temporarily replace the previous instant asset write-off threshold of $1,000.

This measure starts 7.30pm (AEST) 12 May 2015 and will end on 30 June 2017.

The balance of the general small business pool is also immediately deducted if the balance is less than $20,000 at the end of an income year that ends on or after 12 May 2015 and on or before 30 June 2017 (including existing general small business pool).

The current ‘lock out’ laws will also be suspended for the simplified depreciation rules (these prevent small businesses from re-entering the simplified depreciation regime for five years if they have opted out) until the end of 30 June 2017.

Assets excluded from these depreciation rules include horticultural plants and in-house software allocated to a software development pool. In most cases, specific depreciation rules apply to these excluded assets.

Assets that cost $20,000 or more (which can’t be immediately deducted under other provisions) are deducted over time using the general small business pool. Under the pooling mechanism, a deduction for 15 per cent of the cost is allowed in the first income year with a diminishing value rate of 30 per cent deduction on the opening pool balance allowed for each income year thereafter. This includes the purchase of a business phone system.

It’ll be extremely tax-effective for small businesses to purchase phone systems before the end of this financial year.

With the End of the Financial Year fast approaching, small business customers should look to take advantage of this tax deduction scheme and purchase Panasonic Phone systems before the 30th of June 2017. You can also look at upgrading the phone system to Panasonic KX-NS700/1000 this financial year and claim an immediate tax deduction.

The information gained from the ATO website.