Email migration is a necessary task that many businesses often have to perform. Simply put, email migration is the process of shifting mailboxes from one platform to the other. Depending on the scenario, this can also include shifting files, calendars, tasks, and contacts.
For organisations, emails are essential resources for tracking communication and progress, among other things. Loss of data resulting from a botched migration can mean months of backlogs and angry clients.
However, that doesn’t mean you can continue using your outdated email software that’s not supported anymore. Instead, make sure you manage the process thoroughly to ensure a smooth transition.
Ensure Internal Communication
The first thing to do with an email migration is to look at your internal structure. Most of your employees likely perform extremely valuable tasks via email, and a change in the protocol can be inconvenient for them.
Talk to departments such as Finance, HR, Marketing, and Legal to gain a sense of what each team needs. They’re likely to have thoughts about your current system’s flaws and advantages. If you attempt to change their whole system without talking to them, you could be overlooking some important aspects and needs.
Create Your Team for Implementation
Once you’ve decided that internal support for email migration exists, you need to set up your response team for all things related to this project. This includes your in-house technology employees, briefed managers,and support team for the new email platform.
These key personnel will interact with the IT consultants who you’re working with to ensure that any problems that pop up are addressed immediately.
Get in Touch With IT Consultants and Create a Timeline
The next step is to find a professional IT service for businesses, and create a comprehensive plan with them. The decisions you need to make at this stage are the time frame allotted to the project, what needs to be moved, how data security will be ensured, what migration technique is being used, and so on.
Your in-house team, which represents the concerns of the organization at large, can help you come up with details that need to be hammered out with the consultants you’ve hired. A good IT consultancy will be willing to work with you to address all of these concerns.
Ensure That Your Client Interactions Won’t Be Affected
One thing you need to be sure about is that your front-end customer communications aren’t disrupted irreparably. Continuity is critical, and if you lose data or emails in the shift, you could be looking at months of backlog.
Test the Efficacy of the New System
Ensure the new system works by testing out all the features. If there are issues, highlight them immediately to your IT consultants. Work with them until they get it right because there’s no point in trying to use a faulty system.
However, if you choose the right company, you shouldn’t face this issue. Look for a firm like VIXTRO in Melbourne, Australia to get tailored IT services for small and medium businesses (SMB). They perform a range of IT tasks and long term solutions for companies that need extra help!