Moving an office is a bit like changing the tires on a car while it’s still rolling. You’re trying to keep customers supported, sales flowing, and internal teams productive, all while desks, routers, and conference-room TVs are getting packed into boxes. And in the middle of that chaos, your phone system has to keep working—because missed calls don’t care that you’re “in transition.”
This guide is here to make the phone-number and VoIP side of an office move feel way less intimidating. We’ll walk through how number transfers actually work, what to ask your provider, how to avoid downtime, and what to do if you’re changing internet service or switching phone platforms at the same time. The goal: you move offices, but your customers never notice.
Since you’re reading this on lascena.ca, I’ll keep things practical and step-by-step, with plenty of real-world considerations that often get skipped in short checklists. Whether you have a single main line and a few extensions or a full call center setup, the same principles apply—just at different scale.
Start with a simple question: what “phone system” do you actually have?
Before you can transfer anything, you need to know what you’re transferring. “Our phones” can mean a few totally different setups: traditional landlines, SIP trunks, hosted VoIP, Microsoft Teams calling, a contact center platform, or even a mix of all of the above. Each one has a different moving timeline and different failure points.
A quick way to sort it out: look at your bill. If you’re paying a local telco for “POTS lines” or “business lines,” you may be on traditional service. If you’re paying a provider like RingCentral, 8×8, Dialpad, Zoom Phone, or a managed IT firm for “seats” or “users,” you’re likely on hosted VoIP. If your phones register to an on-prem PBX in a closet, you’re running an on-site system (which can still use VoIP/SIP, but you own the equipment).
Once you identify the model, you’ll be able to decide whether you’re just changing the service address, porting numbers to a new carrier, or redesigning the system completely. That clarity is what keeps moves from spiraling into last-minute panic.
Traditional landlines (POTS) and why they’re tricky during moves
Traditional lines are tied to a physical service address and local infrastructure. That’s why “moving” them can be more like canceling and re-installing than simply “taking them with you.” In some cases, you can move the number if you stay within the same rate center (a telecom boundary that doesn’t always match city limits). In other cases, the number can’t be moved and you’ll need to port it to VoIP or forward it.
Also, POTS timelines can be slow. If you’re on older services, you may face longer lead times for installation at the new location, and fewer technicians available. The upside is that POTS can be reliable in power outages, but the industry is steadily migrating away from it, so planning ahead matters.
If you suspect you’re on POTS, treat your phone move as an early milestone—something you start weeks before the moving trucks arrive.
Hosted VoIP and why it’s usually easier (if your internet is ready)
Hosted VoIP is generally the simplest to move because your “phone system” lives in the cloud. Your numbers, call routing, auto-attendant, voicemail, and extensions are managed in a web portal. Your desk phones (or softphones) just need a working internet connection.
The catch is that VoIP depends heavily on network quality. If your new office internet isn’t installed, stable, and properly configured, it doesn’t matter how perfect your VoIP portal is—you’ll still get choppy audio, dropped calls, or phones that won’t register.
So yes, hosted VoIP is move-friendly, but only if you treat the network as part of the phone system (because it is).
On-prem PBX systems: moving the “brain” of your phones
If you have an on-prem PBX, you’re moving hardware that acts as the central switching brain for your phones. That can mean a server, an appliance, a gateway, and sometimes a battery backup. When you relocate, you’ll need to think about physical rack space, power, cooling, and cabling in the new office.
On-prem systems can work beautifully, but they’re less forgiving during moves. If the PBX is unplugged and transported, you need a plan for downtime. Many companies set up a temporary call-forwarding scheme or run a parallel configuration at the new site before cutting over.
It’s also a great moment to decide whether keeping the on-prem system still makes sense, or whether you’d rather port numbers to a hosted service and simplify long-term.
Map your phone number inventory (it’s always bigger than you think)
Most office moves go sideways because someone remembers “the main number,” but forgets about the other numbers that quietly matter: fax lines (even if they’re virtual), alarm panels, elevator phones, door buzzers, payment terminals, conference room lines, and old DIDs that still receive calls from long-time customers.
Start by building a simple inventory spreadsheet. List every phone number, what it’s used for, who “owns” it internally, and what should happen to it after the move (keep, port, forward, retire). If you have a VoIP admin portal, export your DIDs and extensions. If you don’t, ask your provider for a full list of numbers on the account.
This inventory becomes your master plan. It prevents the “surprise number” problem where a critical line goes dead on move day because nobody knew it existed.
Don’t forget the numbers customers see in the real world
Phone numbers live in more places than your phone system. They’re on your website, Google Business Profile, invoices, email signatures, social profiles, business cards, truck wraps, and directory listings. If your number changes (or even if you only add temporary forwarding), you’ll want to note everywhere it appears.
Even if you’re keeping the same number, your move can trigger updates in local listings. It’s worth assigning someone to update address and phone details across platforms, and to verify that calls route correctly after the move.
If you want to sanity-check what the public sees, it helps to find their location on Google (in this case, your own business listing) and confirm the phone number and address are accurate before and after the move.
Identify “special purpose” lines early
Some lines have regulatory or safety implications. Fire alarms, security systems, elevator emergency phones, and building entry systems can require dedicated lines or specific configurations. In many cases, these services are managed by separate vendors, not your primary phone provider.
These are the lines you want to flag immediately in your inventory, because they may require site visits, inspections, or coordination with the landlord. If you’re switching from POTS to VoIP, you’ll also need to confirm whether the device supports VoIP or needs an analog adapter or cellular alternative.
It’s not glamorous work, but it’s the kind of detail that prevents expensive last-minute scrambles.
Understand the three big options: move, port, or forward
When people say “transfer phone numbers,” they often mean one of three things. Knowing which one you’re doing helps you ask the right questions and set realistic timelines.
Move usually means keeping the same carrier and updating the service address, possibly with new equipment or a new circuit. Port means transferring the number from one carrier to another. Forward means leaving the number where it is but directing calls to a different number temporarily or permanently.
Each option has pros and cons, and many office moves use a combination (for example, forwarding the main number during the cutover window while porting DIDs in batches).
When “moving service” is the best fit
If you’re happy with your current provider and they can service your new location, moving service can be the cleanest approach. You keep billing consistent and avoid porting paperwork. For hosted VoIP, this might be as simple as updating your emergency address settings and plugging phones into the new network.
For internet and circuits, “move” can still involve lead time. Fiber installs, for example, can take weeks or months depending on construction needs. The key is to treat the internet install as a prerequisite for voice reliability, not a separate task you’ll “get to later.”
Ask your provider what changes (if any) will be made to your account: new contracts, new equipment, new router requirements, or changes to your rate center.
When porting is the smarter long-term move
Porting is common when you’re switching carriers or moving from landlines to VoIP. The big benefit is portability: once your numbers live with a modern VoIP provider, future moves are usually easier, and you can add features like call queues, auto attendants, and analytics without major hardware.
Porting also lets you keep the numbers your customers already know. That’s huge. Number changes can cause lost calls, confusion, and trust issues—especially for businesses with long-standing clients.
The downside is that porting has rules and timelines. You’ll need accurate account info, you may need a Letter of Authorization (LOA), and you’ll need to avoid canceling the old service too early (more on that in a minute).
When forwarding is your safety net
Forwarding is often the best “bridge” during a move. If you’re worried about downtime, you can forward your main number to a temporary line, a cell phone, or a call center while your new system is being finalized.
Forwarding is also useful if a number can’t be moved due to rate center restrictions. In that case, you might keep the old number and forward it to your new main line. It’s not perfect (caller ID and E911 considerations matter), but it can protect you from losing inbound calls.
Just be sure you understand the cost: some carriers charge per forwarded minute or require specific features on the line.
Porting phone numbers without downtime: what the process really looks like
Porting sounds like it should be instant—“just move the number over”—but telecom is paperwork-heavy. The process is predictable, though, and once you know the steps, it’s easier to plan around them.
At a high level: you submit a port request to the new provider, the old provider validates the request, a port date is scheduled, and then the number “cuts over” on that date. The key is making sure your business can receive calls during that cutover window.
For office moves, the best approach is often to port numbers before you physically move (so you can test everything), or to port after the move while using forwarding in the meantime. Which is better depends on your internet readiness and how complex your call flows are.
Information you need before you submit a port request
Port requests fail most often due to mismatched information. Carriers are strict: the business name, service address, and account number must match exactly what the current carrier has on file. Even small differences (like “Suite” vs. “Ste.”) can trigger a rejection.
Gather these items: a recent bill, account number, service address, authorized contact, PIN/passcode (if applicable), and a list of numbers to port. If you have multiple numbers, confirm whether they’re part of a “hunt group” or other bundled service that needs special handling.
It’s also smart to ask your current provider if there are any “free” numbers on the account that will be lost if you change plans, or any contract terms that affect timing.
Timing: how far ahead should you start?
For many VoIP ports, a simple number can port in 7–15 business days. Complex ports (large batches, multiple rate centers, or numbers tied to legacy services) can take longer. If you’re moving offices, build in buffer time—because your move timeline is already full of dependencies.
If you have a hard move date, work backward. Aim to submit port requests at least a month ahead for anything complicated, and at least two weeks ahead for simpler ports. If your move is large, consider porting in waves: start with a small group of numbers to validate the process, then port the rest.
And if you’re also changing internet providers, don’t schedule the port for a day when your network is untested. Port day is not the day to discover your firewall is blocking SIP traffic.
What happens on port day (and how to stay calm)
On the scheduled port date, the number will stop working on the old carrier and start working on the new carrier—sometimes within minutes, sometimes over a few hours as routing updates propagate. During that window, some callers may reach the old destination while others reach the new one.
The best way to reduce risk is to have a temporary routing plan. For example, set the new provider to route calls to a staffed answering group, and keep a backup forward on the old carrier until you confirm inbound calls are landing correctly. Your provider can often help you design this “belt and suspenders” setup.
Also, test from multiple external phones and carriers (cellular, landline, different mobile networks) so you’re not fooled by cached routing on one network.
VoIP during an office move: treat the network like part of the phone system
VoIP quality is mostly a networking story. The phones are just endpoints; your internet connection, router, firewall, switches, and Wi‑Fi determine whether calls sound crisp or like a robot underwater.
When you move offices, you’re often changing internet circuits, changing internal cabling, and sometimes changing the physical layout in ways that affect Wi‑Fi coverage. That’s why VoIP planning should be integrated with your IT and facilities planning, not handled as an afterthought.
If you want a smooth cutover, aim to have the network installed and tested before you bring phones into the building. Ideally, you can stage a few phones early and run test calls while the office is still empty.
Bandwidth is only part of the story
People often ask, “How much bandwidth do we need for VoIP?” It’s a fair question, but it’s incomplete. VoIP doesn’t use a ton of bandwidth per call, but it’s sensitive to latency, jitter, and packet loss. A fast connection can still produce bad calls if the network is unstable.
As a rough planning baseline, many codecs use around 80–100 kbps per call in each direction when you include overhead. But rather than guessing, ask your provider what codec you’ll be using and what their recommended network targets are.
Then run real tests at the new office: speed tests are fine, but VoIP-specific tests (MOS scoring, jitter measurement) are better.
QoS, VLANs, and the “why do calls break when we’re on Zoom?” problem
Quality of Service (QoS) is what prevents a big file upload or a video meeting from ruining phone calls. In many small offices, everything shares the same network without prioritization, and it works… until it doesn’t.
During a move, it’s a great time to implement a voice VLAN and QoS rules on your switches and router. That way, voice traffic is segmented and prioritized. Even if you don’t go full enterprise, a basic configuration can make a noticeable difference.
If you’re working with a managed IT provider, ask them to document the settings so you’re not stuck troubleshooting a mystery configuration later.
Wi‑Fi calling and softphones: convenient, but plan for reality
Many teams now use softphones on laptops and mobile apps instead of desk phones. That’s great for flexibility during a move—people can take calls from anywhere. But it also increases your dependence on Wi‑Fi coverage and device performance.
In a new office, Wi‑Fi dead zones are common until access points are tuned. If you’re going heavily wireless, do a quick site survey (even a lightweight one) and test calling in the spots where people actually work: open areas, offices, conference rooms, and the lobby.
For critical roles (reception, dispatch, sales), consider wired phones or wired computers as the “known good” baseline, then layer Wi‑Fi and mobile options on top.
E911 and compliance details you don’t want to discover after the move
When you move offices, your emergency address information must be accurate. With VoIP, E911 settings are often managed in the provider portal, and it’s your responsibility to update them. This is not the kind of task to leave until “after we’re settled.”
Many organizations also have compliance requirements around call recording, retention, or customer data. If you’re changing phone systems during the move, verify that those features are configured correctly before you go live.
Think of this as the “boring but important” category: it doesn’t feel urgent until it suddenly is.
Updating E911 for each location (and sometimes each device)
Some VoIP systems allow a single main address for the account; others support per-user or per-device emergency addresses. If you have multiple suites, floors, or remote workers, you may need more granular settings.
During an office move, confirm how your provider handles emergency calling. If you’re using softphones, ask how the system determines the caller’s location. If you’re using desk phones, confirm whether moving a phone to a new jack requires any updates.
Document who is responsible for E911 updates and how you’ll verify them (some providers offer test procedures).
Alarm systems, elevators, and analog devices in a VoIP world
Analog devices often don’t behave well on VoIP without the right adapter or a dedicated solution. Fax machines can be especially temperamental, and alarm panels may require specific signaling that doesn’t translate cleanly over VoIP.
If you’re modernizing during the move, consider whether it’s time to replace analog dependencies with cellular or IP-based systems. For example, many alarm vendors now offer cellular communicators that remove the need for a phone line entirely.
Coordinate early with your building and vendors so you’re not stuck trying to solve it the week you move in.
Design your call flows for “moving week,” not just the final office setup
One of the best tricks for a smooth transition is to create a temporary call-handling plan that assumes chaos. People will be away from their desks, teams may be split between locations, and the front desk might be operating from a folding table for a day or two.
Your phone system should match that reality. You can always refine it once everyone is settled, but you can’t get back the calls you missed during the move.
Think of this as a special “move mode” for your business communications.
Use auto-attendants and call queues to protect your main line
If your main number rings a single desk phone at reception, that’s a single point of failure during a move. Instead, route the main number to a small call queue that can ring multiple people (reception + office manager + backup). If one person is unplugging monitors, someone else can still catch calls.
Auto-attendants can also help set expectations. A brief message like “Thanks for calling—our office is relocating this week, and we may be away from desks” can reduce frustration without sounding unprofessional.
Keep the message short, and avoid over-explaining. People mainly want to know they reached the right place and someone will help them.
Forwarding rules that don’t turn into a permanent mess
Forwarding is great—until nobody remembers it’s turned on. If you forward calls to personal cell phones during the move, document it and set a calendar reminder to revert settings afterward.
Also consider caller ID behavior. Some forwarding methods preserve the original caller’s number; others show the main line, which can make it harder for staff to screen calls. Test it before relying on it.
If you’re concerned about privacy, use VoIP mobile apps rather than raw call forwarding to personal numbers. That keeps business calls inside the business system.
Voicemail and transcription: small features that matter during disruption
During a move, missed calls are more likely. Voicemail-to-email and transcription can be a lifesaver because it lets staff triage messages quickly while they’re in transit or working from temporary spaces.
Review voicemail greetings too. If your greeting mentions your old address or office hours that won’t apply during move week, update it.
These small touches reduce confusion and make your business feel steady even when everything is in boxes.
Coordinating internet, IT, and movers so your phones aren’t the last thing plugged in
Phone transfers fail most often because teams work in silos: IT is focused on networks, facilities is focused on keys and furniture, and leadership is focused on the move date. Meanwhile, the phones sit in a box because nobody knew who was responsible for plugging them in first.
The fix is simple: assign one person to own the communications cutover plan. They don’t need to do all the technical work, but they do need to coordinate timelines, vendors, and testing.
If you’re working with professional movers who understand office logistics, it can be helpful to align phone/network milestones with the physical move plan so critical equipment is accessible early.
Stage the network before move day if you can
If the lease overlaps, try to get access to the new space early. Even a few days can make a huge difference. You can install internet, configure the firewall, set up switches, and test VoIP with a handful of devices before the full move.
This staging approach turns move day into a “plug and play” event rather than a troubleshooting marathon. It also gives you time to fix surprises like dead wall jacks, mislabeled patch panels, or weak Wi‑Fi coverage.
When possible, keep the old office operational until the new office is verified—especially for customer-facing teams.
Labeling and packing: treat phones like critical infrastructure
Desk phones can look interchangeable, but they’re not always. Some are assigned to specific users, some have sidecars, and some are provisioned differently. As you pack, label each phone with the user name, extension, and destination desk/location.
Also pack power supplies, Ethernet cables, and any headset adapters together. Missing one small component can delay a whole department’s ability to take calls.
If you’re using PoE (Power over Ethernet), confirm your new switches support it and that the correct ports are patched to the right desks.
Where office move logistics and communications planning meet
Office moves go smoother when the physical and technical plans are integrated. If you’re looking for a reference point on how organized move coordination can look, you can read about Modern Moving Solutions and how they approach commercial relocations as a structured project rather than a one-day event.
Even if you’re not using the same providers, the mindset is what matters: define responsibilities, build a timeline, and treat communications as mission-critical. Phones aren’t “just another box.” They’re your front door.
When everyone shares the same plan, it’s much easier to avoid the classic scenario where the internet tech arrives after the movers, who arrived after IT, and nobody has the right keys.
Testing your phone system in the new office: a checklist that actually catches issues
Testing is where you turn assumptions into confidence. It’s not enough to see a phone light up and assume you’re good. You want to validate call quality, routing, voicemail, and edge cases—because customers will hit those edge cases immediately.
Plan to test in two phases: a small “pilot” test as soon as the network is live, and a broader test right before you go fully operational. Document results so you can see patterns if something fails.
Also, test from outside the office. Internal calling can work even when inbound routes are broken.
Inbound, outbound, and the “can customers reach the right team?” test
Test inbound calls to your main number, direct lines, and any published department numbers. Verify the auto-attendant options route correctly and that call queues behave as expected.
Then test outbound calling to multiple destinations (cell phones on different carriers, a landline, and an international number if you use them). Confirm caller ID displays correctly—especially if you have compliance needs or if customers rely on recognizing your number.
Finally, test transfers: attended transfer, blind transfer, and transfer to voicemail. Transfers are where many systems break due to misconfigured extensions or device provisioning.
Voicemail, greetings, and message delivery
Leave voicemails on the main line and on a few user extensions. Confirm that messages arrive where they should (email inbox, app notification, desk phone indicator) and that transcription is readable if you use it.
Check greetings for accuracy. Moves are a common time for hours to shift temporarily, and your greeting should match reality. If you have bilingual greetings or multiple departments, test them all.
If you use shared mailboxes (like a general sales voicemail), confirm who gets notified and who can access the messages.
Call quality and stability over a real workday
Do at least a few longer calls (10–20 minutes) and pay attention to audio consistency. Short test calls can miss intermittent jitter issues that show up under load.
Try calls while other people are using the network heavily—video meetings, file syncing, cloud backups. If quality drops, you may need QoS tuning or bandwidth adjustments.
If you’re on Wi‑Fi, walk around while on a call to see if roaming between access points causes audio drops.
Changing providers during a move: how to avoid a “double migration” headache
Many businesses use an office move as the moment to switch phone providers. Sometimes that’s a great idea—especially if your current setup is outdated or expensive. But switching providers while moving adds complexity, so you want to be deliberate.
If you’re changing providers, try to avoid changing too many variables at once. For example, keep your call flows similar at first, then optimize after you’re stable in the new office.
Also, confirm who is responsible for what: the new provider, your IT team, and any third-party consultants. Clear ownership prevents gaps.
Parallel run: keeping the old system alive while the new one ramps up
A parallel run means both systems exist at the same time for a short period. You might have the old system still receiving calls while the new system is tested, or you might route certain numbers to the new platform first.
This approach reduces risk because you can fall back if something unexpected happens. It does cost more temporarily, but it can be worth it if your phones are revenue-critical.
Parallel runs work best when you have a clear cutover date and a clear rollback plan.
Porting in batches for larger organizations
If you have dozens or hundreds of numbers, batch porting can keep your business functioning while changes happen. For example, port a small set of numbers for one department first, validate everything, then port the remaining numbers.
This also helps you refine your internal documentation: user setup steps, headset compatibility, training needs, and common troubleshooting issues.
Just make sure your call routing accounts for split environments so calls reach the right people regardless of which platform they’re on that week.
Training the team so the new system doesn’t feel like a disruption
Even a “better” phone system can frustrate people if they don’t know how to use it. During a move, patience is already thin, so keep training simple: how to answer, transfer, check voicemail, use the app, and set status.
Create a one-page cheat sheet and share it in advance. If you have power users, train them first so they can help others on move week.
And set expectations: there may be small hiccups, but there’s a plan, and there’s a point person to contact.
Common mistakes that cause lost calls (and how to dodge them)
Most phone move disasters come from a handful of predictable mistakes. The good news is that they’re easy to avoid once you know what to watch for.
Think of this section as your “what experienced admins wish they could tell past them” list. If you avoid these, you’re already ahead of the curve.
And if you’re coordinating a move with multiple vendors, share this list—because it keeps everyone aligned on what matters.
Canceling old service before the port completes
This is the classic. If you cancel service with the losing carrier before the port is done, you can lose the number. Sometimes it can be recovered, but it’s painful and not guaranteed.
Keep the old service active until the port completes and you’ve confirmed inbound and outbound calling works on the new provider. Then cancel.
If you’re worried about overlapping billing, consider it insurance against losing a number your business has used for years.
Assuming the new office internet will be “ready on time”
Internet installs slip. Construction happens. Permits take longer. Hardware arrives late. If your VoIP depends on that circuit, your phone cutover depends on it too.
Have a backup plan: a secondary internet connection, a 5G router, or at least the ability to route calls to mobile apps until the primary circuit is stable.
Also, confirm the handoff type and equipment requirements with the ISP so you’re not surprised by missing fiber modules or incompatible routers.
Forgetting about faxing, door systems, and other “quiet” dependencies
These are the lines that don’t ring often, so nobody notices until they fail. But when they fail, it’s usually urgent: a vendor can’t send documents, the door buzzer doesn’t work, or the alarm panel can’t dial out.
That’s why your number inventory matters so much. If it’s on the inventory, it gets planned. If it’s not, it becomes a crisis.
Do a final sweep by asking department leads, “Is there any number you rely on that isn’t part of normal calling?” You’ll be surprised what comes up.
How professional office-move planning supports smoother telecom transitions
Phone transfers and VoIP cutovers don’t happen in a vacuum. They’re part of a larger move project with schedules, building access, vendor coordination, and physical logistics. When those pieces are managed well, telecom work becomes dramatically easier.
For example, if movers label and place furniture correctly, IT can set up phones and network gear faster. If the move plan includes early access for cabling and ISP installs, you can test VoIP before staff arrive. It all connects.
If you’re coordinating a relocation and want to see what a structured approach looks like, exploring company move planning in St. Louis can be a useful reference for how timelines, responsibilities, and on-site execution can be organized to reduce downtime.
Build a shared timeline with dependencies
Your phone cutover depends on internet readiness. Internet readiness may depend on landlord approvals or construction. Desk phone placement may depend on furniture installation. When you put those dependencies on a shared timeline, you prevent last-minute surprises.
A simple project board works fine. The key is that everyone can see what’s blocking what. That visibility is what turns “we’ll figure it out” into “we’re on track.”
Include milestones like: ISP install date, network staging date, VoIP pilot test, port submission date, port confirmation date, and final cutover window.
Assign a single owner for the communications cutover
Even if multiple people do the work, one person should own the outcome. That person coordinates with the VoIP provider, IT, and the move team, and they’re the one who can say, “Yes, we’re ready to port,” or “No, we need to delay.”
This is especially important if you have multiple locations or remote staff. Someone needs the full picture so decisions aren’t made in isolation.
When ownership is clear, issues get resolved faster because there’s no confusion about who is driving.
Plan for day-one operations, not perfection
On day one in a new office, you don’t need perfection—you need functionality. Calls should come in, route to the right people, and sound good. Everything else can be optimized in the following weeks.
That mindset reduces stress and helps you prioritize. It also keeps you from over-engineering call flows while you’re still figuring out where teams will sit and how the space will be used.
Once you’re stable, you can refine greetings, add advanced routing, and improve reporting.
A practical move-week playbook you can copy
If you want a straightforward way to put all of this into action, here’s a simple playbook you can adapt. It’s not tied to any specific provider, and it works whether you’re keeping your current system or switching.
Use it as a checklist, but also as a communication tool. Share it with leadership so they understand what “ready” looks like, and share it with IT/movers so everyone knows the sequence.
Most importantly, build in time for testing. Testing is what turns a plan into a reliable outcome.
Two to six weeks before the move
Finalize your number inventory and decide which numbers will be moved, ported, forwarded, or retired. Identify special-purpose lines (alarm, elevator, entry systems) and contact the relevant vendors.
Order internet service for the new office and confirm install dates and equipment requirements. If you’re switching VoIP providers, submit port requests early and confirm documentation is correct.
Draft your temporary “move mode” call routing plan: who answers the main line, what the auto-attendant says, and what the backup path is if something fails.
One week before the move
Stage and test the network at the new office if possible. Provision a few phones or softphone users and make test calls. Confirm QoS/VLAN settings if you’re using them.
Update E911 addresses and verify emergency calling procedures with your provider. Update voicemail greetings if they reference the old address or if hours will shift during move week.
Label phones and equipment clearly. Prepare a “first-open” kit with the essentials: router/firewall, switches, a few test phones, patch cables, power strips, and any ISP handoff accessories.
Move day and the first business day in the new office
Bring up the network first, then phones. Validate inbound and outbound calling from multiple external devices. Confirm the main number routes correctly and that the front line is staffed.
Monitor call quality throughout the day. If you see issues, check network load and Wi‑Fi coverage, and adjust QoS or access point placement as needed.
Keep a backup plan active (like forwarding) until you’re confident everything is stable. Then document final settings and remove temporary rules so they don’t linger for months.
If you follow the steps above, transferring phone numbers and VoIP during an office move becomes much less of a gamble. It’s a project—one with a timeline, dependencies, and testing—so you can keep serving customers while your team settles into the new space.