Monday, May 28, 2012

Office365 Migration Series: Email Migration

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.


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

  1. How much productive employee time will be impacted during this period as a result of this approach?
  1. 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?
  1. Do we have the resources to address the potential increase in support calls to help employees through the initial transition period?
  1. Have we evaluated or determined staff augmentation options?
  1. Have we determined the support staff and end-user training costs for this approach depending on the options we have provided?
  1. Risk:
    Will users start using external address books to manage contacts outside corporate control as a result of this choice?
  1. 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

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