Moving from one email platform or server to another can be a daunting task for any individual or organization. In the simplest of scenarios, there are still tasks to accomplish and it can be beneficial to have some sort of plan and there are a number of other migration tips that could be useful too. Here are 3 migration tips to note, if you plan to or are involved with the migration of email systems, platforms or servers.
1. Have a plan! Yes, this seems exceedingly simple and for very small email migration projects, this may seem like an unnecessary step. If the migration is truly simple, then this can be a good thing and may imply that your migration plans could be simple and straightforward as well. Nevertheless, regardless of if the resulting plan is a mere number of words or sentences, it is advisable to write it down or make a note of it mentally and then review it for completeness. For more complex email migration projects, individuals and organizations may want to create migration teams that would collectively work on this plan together. Once the plan is finalized and tasks ahead are verified, next steps could begin.
2. Understand the different email platforms. Another way to target successful migration between systems is to first understand what each email system is and what it implies to move data or emails from one system to another. For instance, you could be moving email from a Lotus Notes email platform to an Outlook email platform or from an integrated Blackboard system email account to Google. It would be wise to understand the intricacies associated with each relevant email system and how best to achieve the intended migration. For instance, Google may have its own best practices associated with specific Google-types of migration. The research and preliminary work done to understand the email platforms should be part of the migration plan document.
3. Communication. This area should not be underestimated. Communication is a key part of any migration or deployment project. If you doubt the need for communication during such projects, simply reflect on the following questions. What is being migrated? Who will this migration affect? How will or could people be impacted by the intended migration? When will the migrations occur? How long will the migration be ongoing? Indeed, you need to communicate if you desire success in carrying out migration tasks. People need to be ready for what is coming and the best way to prepare the impacted population is through communication. Using the objective or goal for the migration as part of the communication message can be useful too. For example, you could refer to continuing efforts to provide the best possible tools for email management. Also be clear regarding what the transition to the new email service would involve.
Moving from one email platform to another can be a successful endeavor. However, there are tips and best practices that could help ensure that the migration project occurs successfully. Before migration, an archive could be created. For example, if the previous email platform is Lotus Notes, a Lotus Notes archive could be created before migration.