IT Setup for Success in Your New China Office

Please continue reading for more on each point.

1. Office Lines (WAN / Phone) Internet access is critical for modern business communication. While major hotels offer reliable connectivity, local ADSL and fiber options can be underwhelming compared to international standards. Researching available options like MPLS, FTTB, and BGP is essential. Note that bandwidth costs in China are significantly higher. Some businesses choose their office location based on available WAN connections.

Phone lines in China are called PRI and Analog. Analog lines are standard trunk lines, while PRI lines are digital and can support advanced functionalities, reducing costs by incorporating VOIP services.

Tips and Best Practices

• • • • Research and compare internet service providers before committing.
      • Consider your business’s long-term needs and potential growth when selecting phone systems.

2. Structured Office Cabling.  Make sure a reputable cabling or IT company handles this task, not a decorator! Unbelievable as this seems, it has happened way too often and we’ve been called in to help fix the problem. Proper cabling should include port testing, come with a guarantee, and professional documentation. 

Tips and Best Practices

• • • • Choose high-quality cables to ensure reliability and performance.
      • Request a detailed cabling plan and documentation from your provider.

3. Hardware & Software Hardware and software availability and pricing in China can be tricky due to counterfeits. While the situation is far better today, always use reputable retailers or direct distributors and insist on full China-applicable warranties.

Tips and Best Practices

• • • • Verify the authenticity of products before purchase.
      • Maintain a list of trusted suppliers for future needs.

4. Phone System Phone systems (PABX) in China range widely in functionality and price. Even basic units offer standard extensions and automated operators, while advanced systems support call billing, voice messaging, and IP connectivity. Discuss your needs with an experienced provider to choose a system that fits your goals and budget.

Tips and Best Practices

• • • • Evaluate the scalability of the phone system.
      • Ensure compatibility with your internet and other communication tools.

5. Backup Regular and secure backups of corporate data are vital for risk management. Options range from portable hard drives to tape storage. The best backup system depends on the type and quantity of data and the frequency of backups. Consult a systems provider to select a solution that meets your needs and budget.

Tips and Best Practices

• • • • Schedule regular backup tests to ensure data integrity.
      • Consider cloud-based backup solutions for added security.

6. Video Conference Video conferencing is crucial for international business communication, and the performance of these systems depends heavily on the type and speed of your internet connection. Choose a system that matches your connectivity capabilities to ensure smooth communication.

Tips and Best Practices

• • • • Prioritize internet bandwidth for video conferencing.
      • Train staff on using video conferencing tools effectively.

7. Office Security Office security systems control access to and from the office. These systems often use access cards, key codes, or fingerprint scanners. Additional features can include CCTV, recording, and remote access via the internet. What do you need?

Tips and Best Practices

• • Implement multi-factor authentication for access control.
  • Regularly update security protocols and systems.

8. Email / Exchange and Hosting Email and hosting are closely related. There are numerous hosting providers in China, but service quality varies. If your target audience is in China, hosting locally is beneficial despite additional regulatory requirements like ICP licenses. Remember, you don’t need to host on-premise; online solutions like MS365 are efficient. Options include AliYun, Tencent email, and NetEase email.

Tips and Best Practices

• • • Choose a hosting provider with a strong reputation and reliable service. Don’t save money here.
    • Ensure compliance with local regulations for data hosting.

9. IT Support  This is so important when you set up a new office in China as service quality and technical capabilities vary. Make sure you vendor communicates in both English and Chinese. The better IT service companies also offer full help desk and remote support services for outlying areas.

Tips and Best Practices

• • Establish clear communication channels with your IT support provider.
  • Regularly review and update your IT support agreements.

Conclusion

With our guide, you can avoid the usual IT pitfalls for your new office in China and lets you focus on growing your business!