Part 2: No Address Book(s), Calendar(s), Tasks and Notes Will Be Migrated from GroupWise to Office 365
Market:
I have not seen the approach of not migrating address books or calendars in
the marketplace or in our experience with an organization that has migrated in the hundreds of thousand seats to Exchange. This is not to say that this approach has not been
used, but it is not considered a best practice or a common strategy. The
migration of tasks and notes really depends, but generally the varying adoption
and low importance assigned to this data doesn’t make it critical factor during
most engagements.
Challenge:
This approach would definitely keep the migration costs low but would
have a higher risk and cost to the organization. The factors would be similar
to not migrating email but would have a higher impact.
Address Books:
End-user productivity loss from not having convenient
access to their address book contacts or the ability to leverage their frequent
contacts would definitely slowly down productivity and affect performance over
a longer period.
If users manually migrate their address books (if
that option exists in Office 365), more valuable productive time could be spent
in the clean up, review and merging of contacts across multiple address books
and frequent contacts. The average time lost per employee would certainly be
more than 1 hour. If contacts need to be created manually then the indirect
cost to the organization would be staggering.
Calendars:
Historical appointments not being migrated from a
user perspective is an easier case to support but future appointments are a
legitimate business requirement and will impact productivity, especially if
they have to be create manually. This seems to be a recurring theme.
Example
of productivity loss:
·
One
hour lost per employee during this period used to manually add email addresses
on all new emails to send information, addition of users to the Exchange
address book, time spent identifying users to port over to the new address
book, creating appointments in the new calendar, some users will move data to
personal address books and calendars such as Google to maintain data in these
uncertain times, etc…
·
(1hr
* 10,000 employees) * average hourly wage
·
10,000
man hours * $25 = $250,000 Indirect
Costs
Calendar items can also be considered evidence
within legal cases and should be maintained under certain regulations as well. What
is the risk of deleting them and is that included in your current destruction
policy?
Key
Questions to Ask
- How much productive employee time will be impacted during this period as a result of this approach?
- What higher margin activities or projects could that 10,000+ man-hours or the time of 8 full-time employees for 1 one year have been directed to rather than email administration?
- Do we have the resources to address the potential increase in support calls to help employees through the initial transition period?
- Have we evaluated or determined staff augmentation options?
- Have we determined the support staff and end-user training costs for this approach depending on the options we have provided?
- Risk:
- Will users start
using external address books to manage contacts outside corporate control
as a result of this choice?
- Risk:
- What is the legal and
compliance implication, if any, by the deletion of these items?
Part 2: No Address Book(s), Calendar(s), Tasks and Notes Will Be Migrated From GroupWise to Office 365
No comments:
Post a Comment