"Seamless" is The Word for User TransitionMay 20, 2014
When migrating your email – whether to a new version or to the cloud -- you want the transition to take place as seamlessly as possible. Most users in general don’t like change (I know I don’t!) Why? It’s disruptive and fearful. Questions will inevitably arise such as: What will happen to my data? Will my experience be different? Will I have a learning curve to overcome? What about my productivity?
Let’s face it: moving from your legacy messaging environment to a new one is no simple matter. It involves rerouting emails, invitations, and user requests, as well as properly displaying addresses in all of your directories. Any permissions and authorizations you had previously been assigned must be preserved in the new environment. As a user, you need to continue to function without interruption—we call this workflow preservation or the productivity continuum. Mail delivery must still occur; all calendar scheduling should behave normally; users need to be displayed accurately in respective mail directories; and look-ups must work properly. In summary, in the new environment the user should be redirected and reconfigured with all the same properties, attributes, permissions and access to all the applications they previously used.
No wonder the typical user is reluctant to embrace change! We at Binary Tree have a tremendous amount of experience working with enterprise clients with complex needs, so we’d like to share two over-arching principles to make change more palatable to your users:
- Leverage Organizational Enforcement: Users need to be convinced that the change is being made by the corporation for good reasons
- Conduct a Non-disruptive Migration: The more transparent or seamless the migration, the more users will accept and embrace the change
For example, let’s say that a corporation decides to move email to the cloud and selects Microsoft Office 365 as its platform of choice. The corporation needs to communicate a clear explanation for the transition, especially if the migration resolves a problem or creates a benefit (such as lowering expenses) or adds functionality, like introducing SharePoint or other cloud-based technologies.
Another example is if an organization switches their back-end to Exchange on Office 365. The Outlook client reconfiguration occurs automatically without any extra effort by an end user. There’s no pain and no burden—the migration simply occurs in the background. If the transition cannot occur seamlessly, then it must be properly documented and communicated to all constituents.
Bottom Line: When an enterprise decides to migrate its email, it must do everything in its power to minimize the disruption and downtime for end users, and maximize the benefits in productivity and functionality. An expert provider like Binary Tree is the best choice for an enterprise who wants to provide a seamless migration experience to its users and help its users embrace change in the organization.