Migration Communication – Key Considerations….


Since I wrote the article Office365 – Migration Framework around 3 months ago, I have received quite a few mails and contacts, asking me to write about Communication and what are the key considerations around it, that the migration teams need to focus upon.

First of all, communication is as critical as discovery and planning for any successful migration. Communication is not only restricted to users, there are many other stakeholders that need to be kept informed like key Application Owners, Network, Security, Datacenter, Storage, Backup, Monitoring, Reporting, Service Desk, Onsite Support teams within the organization apart from Senior Management, and Partners absolutely. Why is this important – you need to have right contacts ready in case you need to open a P1 with Microsoft or need some bandwidth increase from you network service provider to name a few.

A proper communication strategy is the key to happy and proaductive employees

It is important to formalize and lay out the entire migration and communication plan in a very structured manner. The key considerations, though this is absolutely not the complete list ….

  • Overall Communications Management Strategy for the migration plan
  • What information will be communicated including level of detail and format to be used
  • How the information will be communicated—in meetings, email, telephone, web portal, etc.
  • When information will be distributed—the frequency of migration communications both formal and informal
  • Who will be responsible for communicating migration information
  • What are the Communication requirements for all migration stakeholders, ex: what information they need to receive, and preferred contact methods.
  • Which resources will be allocated to carry out communication activities
  • How sensitive or confidential information will be communicated and who will authorise
  • How changes in communication or the communication process will be managed
  • Identify constraints, internal or external, which will affect project communications
  • What templates, formats, or documents will be used for communicating
  • What will be the escalation process for resolving any communication-based conflicts

Based upon the above a detailed communications plan define following key features for every communication:

  • Communication type
  • Stakeholders & scope
  • Timelines
  • Objective of communication
  • Expected outcome from the communication
  • Follow-up plan
  • Ownership of any actions (if any)
  • Tracking

This should give you a good starting point to all of you out there to focus upon….Happy Migrations!