Switching your business phone and internet provider can help you to cut costs and get better service. Here’s how to make the change while minimising disruption to your business. 

Review your current setup

Before starting your search, it’s important to make a note of the telecoms services you’re currently using, their costs, and your contract end dates. Remember to include broadband, mobile contracts, phone lines, and any hosted phone systems.  
 
It’s also worth looking at how you and your team are using the current set up. The rise of remote working might have changed how you work since you last switched providers, or you might have hired more people.  

Check your contract terms

Business telecoms agreements often have longer notice periods than consumer ones, sometimes reaching 90 days or more, while others might automatically renew each year. So, check the small print to make sure you don’t get caught out.  

Business telecoms contracts often have longer notice periods than consumer deals - sometimes 90 days or more. Some contracts automatically renew for another full term if you don't give notice on time. Check for early termination fees and when you can switch without penalties. 

Research providers

In addition to looking at national telecoms firms like BT, Sky, Virgin and EE, you should also consider specialist business providers. It’s also important to look at the whole package, and not just the headline offer, as reliable service and customer support might be more important to a business user than a domestic one. 

Get detailed quotes

Business telecoms pricing and agreements can be more complicated than domestic ones, so it’s important to get a detailed quote together, outlining setup fees, line rental, charges, and equipment costs. You’ll also want timelines and information about the installation so you can minimise any disruption. You’ll also want to find out if prices suddenly jump after the initial offer period,  

Plan the switch

Switching will require both the old and new providers to coordinate and guarantee a smooth transition. The process itself with vary, depending on whether you’re keeping the same phone lines or getting completely new connections. 

If possible, it’s best to keep your existing phone numbers, otherwise existing customers might not be able to contact you, and you may find yourself having to update online listings and directories, along with your own paperwork and contracts. 

Time your switch carefully

You should aim to switch over during quieter periods, such as weekends, or bank holidays. This can help to minimise disruption to business and impacting customers. 

Prepare your team

Let your team know about the switch in advance, especially if phone numbers or systems are changing. It’s also worth letting you customer support team know, so they can arrange extra support.  
 
You’ll also need to provide training on any new equipment and software before the switch date, and update any business cards, marketing material, and your website. 

Handle the transition day

On the day of the switchover, take detailed meter readings and make a note of the exact time of the transition for billing purposes. 

Once the switch has taken place, you’ll need to monitor everything closely, and act quickly if any problems arise. You'll need to report them immediately, notifying both your new and current provider so they can fix any issues.  

Monitor costs and service quality

Once you’ve switched providers, it’s important to keep track of the quality of service, including internet speeds and call quality. Make a note of any issues with times and details, and question any charges that don’t look right.  

Plan for future needs

It’s important to make sure your agreement adapts with your business, along with changes to working patterns, and shifts in the size of your team. Providers and packages that can scale with your business will often save you time and money.  

It’s likely you’ll have a personal account manager, so build a good relationship with them, so they can help resolve any issues quickly, and make sure you’re on the best package for your needs.