Once you have made the decision to move to G Suite, the next step is to plan for the G Suite migration. Like any type of change in your organisation, planning is crucial to success. Without a good plan, mistakes happen, individuals feel left out, and time is wasted.
It is therefore worthwhile spending time planning the migration, but it’s important to view the planning as more than just a technical process. In fact, dealing with the people and processes in your organisation is just as important as getting the tech right. If your people don’t feel comfortable with the new set up and don’t see the benefits, they may not embrace it.
How do you plan for a G Suite migration, though? A good starting point is to follow these steps:
The Steps to a Successful G Suite Migration
Step 1 – Evaluate Your Current System
You first have to fully understand your current system. This means knowing the platforms, but you also have to know how members of your team use those platforms. Here are two of the main areas to look out for:
- Email – do you use Microsoft Exchange, IMAP, or something else? Also, how do people in your organisation access their emails? They may get them through a web application using their computer, an app on their phone, or software installed on their computer (such as Outlook). You also have to know how they want to access their emails in the future and whether any training will be required to make this happen.
- Documents and files – where are your organisation documents and files currently stored? This could be on a server you own, on a cloud server, or on individual computers. Often organisations have a mixture of all three.
When looking at these areas you should calculate how much data you plan to migrate.
Step 2 – Do You Need to Migrate Emails?
It is possible to make a simple switch from your existing email platform to G Suite. In fact, the switch can be done in minutes with the changes taking effect within a few hours. However, doing so will cause your users to lose their email history (emails previously sent and received). They may also lose their calendar and contact list.
In some organisations this is okay, but for most a full email migration is necessary.
Step 3 – Do You Need to Migrate Documents to Drive?
This step is similar to the previous one. If you don’t need existing documents uploaded to drive then there’s no decision to make. If you do, though, you will have to put a specific plan in place – see the next step.
Step 4 – Select the Right Tools
If you have fewer than 20 people in your organization the import process is fairly simple. If you have more than 20 users, however, you can use one of G Suite’s tools to migrate emails, contacts, and calendars. Google offers options for migrating from Microsoft Exchange, Office 365, IMAP servers, and more.
Third party tools are available in the G Suite marketplace to help you migrate documents and other files to Drive.
Step 5 – Plan Timeline and Appoint a Champion
Finally, put a realistic timeline in place and decide on a champion for the migration. This should not necessarily be a technical person, as it is more about advocating the benefits to users as well as to your organisation. Google offers a number of G Suite change management guides to help key individuals make the switch to G Suite hassle free and successful.
Once these steps are complete, you can put your G Suite migration plan into action.
Considering a G Suite Migration ?
Speak to the experienced G Suite team at Stanfield IT on 1300 910 333