Migrating your email from one platform to another can seem like a daunting prospect, and many a business manager might be tempted to put off the job because of its perceived complexity.
The truth is that your destination platform can do most of the heavy lifting for you. Indeed, companies such as Mimecast are well-versed in assisting in the migration process for client email systems, by ensuring all your email is stored in the cloud, and all you really need to do is to give them the thumbs up.
This doesn’t, however, solve the issue of when to migrate your business emails though: picking the right window can save you plenty of time, both before and after the process. No matter how good the platform you’re moving to is, picking the optimal time for the transition is still an important decision to make.
The state of your current email platform of choice is going to play some part in when you decide to make the switch. If you’ve outgrown it, or it isn’t meeting your needs, or it’s on the verge of shutting down, then you need to jump ship sooner rather than later.
Whether you’re looking for a Postini alternative or a replacement for Office 365, weigh up the services that focus on migrating emails from your current provider and take their advice.
Before you make the switch from one platform to another, make sure you have a thorough grasp of the data you have stored with your existing setup: contacts, messages, attachments and so on. Your new provider should be capable of making these checks for you, but you want to ensure that you don’t leave anything behind.
Migrating your email can be a significant undertaking for your business, so you need to assess your company’s current status. You need to have as many staff members on-site and available as possible, in order to manage their individual inboxes, get acquainted with the new system and keep in touch with their clients while the switch takes place. It’s also helpful to have employees on hand to answer any potential questions about passwords, messages and so on that may crop up.
It would be wise to choose a time slot when your company isn’t at its busiest. Doing so immediately before a deadline, when negotiating with a major client or during another big change would not be the best time to be migrating your entire email system from one provider to another. A decent migration service can help to minimize the risk of any bumps in the road, but there’s always the potential for an unforeseen issue or two.
Migration works best when the volume of emails your company is sending and receiving is at its lowest. This could be a particular time of the day, week, month or year — many migrations are carried out at the start of the weekend, for example, when the number of incoming and outgoing messages has begun to drop. Fewer new messages coming in means a smoother migration process.
Check with the provider you’re migrating to and they should be able to offer up more advice on the best time for switching. They’ll also be able to outline exactly what they need in terms of access to your existing platform and accounts.