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Migration Playbook

Step-by-step guide for migrating to {ORG_NAME} Google Workspace

Pre-Migration Checklist

  • [ ] All users created in Google Workspace
  • [ ] All groups configured
  • [ ] All shared drives created
  • [ ] Access permissions set
  • [ ] Backups of old system completed
  • [ ] Communication sent to users
  • [ ] Training completed or scheduled
  • [ ] IT team ready to support

Phase 1: User Preparation (Before Migration)

Step 1: Announce Migration

Send email to all users: - Migration date and time - What's changing - How to access Google Workspace - Support contact information - FAQ document link

Email Template: See templates/migration-announcement.html

Step 2: Create User Accounts

# Create all users in Google Workspace
.\automation\create-all-users.ps1

Checklist: - [ ] All users created - [ ] Initial passwords set - [ ] Verification email sent - [ ] Users can log in

Step 3: User Training

Provide training before migration: - How to access Gmail - How to use Google Drive - How to access shared drives - Security (passwords, 2FA) - Support process

Training Materials: See docs/QUICK_START.md

Step 4: Setup User Devices

  1. Add Google Workspace account to phones/tablets
  2. Uninstall old email client (if applicable)
  3. Test email/calendar sync
  4. Verify Shared Drive access

Phase 2: Data Migration

Step 1: Export Old Data

From your previous system, export: - All emails (if retaining) - All documents - All file attachments - Contact lists - Calendar events (if applicable)

Step 2: Organize Exports

Organize by: - User - Department - Date range

Example structure: 

Migration_Exports/
├── User1/
│   ├── Email/
│   ├── Documents/
│   └── Calendar/
├── User2/
│   └── [same structure]
└── Shared_Documents/

Step 3: Import to Google Workspace

Gmail Import

For each user: 

# Note: Google provides tools for this
# See: https://support.google.com/workspace/answer/140294

Drive Import

Upload documents to Google Drive: 1. Go to drive.google.com 2. Click "New" → "Folder upload" 3. Select exported files 4. Upload to appropriate shared drive

Shared Drive Organization

  1. Create folder structure
  2. Upload department documents
  3. Set appropriate permissions
  4. Share with relevant groups

Phase 3: Parallel Running (Optional)

For critical organizations, run both systems temporarily:

  • Keep old system active for 1-2 weeks
  • Use new system for all new work
  • Monitor for issues
  • Allow users to reference old system if needed

Timeline: 1-2 weeks

Phase 4: Cutover

Step 1: Final Verification

# Verify all data is in place
.\automation\verify-migration.ps1

Checklist: - [ ] All users can log in - [ ] All emails accessible - [ ] All documents in place - [ ] All shared drives accessible - [ ] All groups configured - [ ] 2FA working

Step 2: Decommission Old System

  1. Stop accepting new email in old system
  2. Communicate to users: "Now using Google Workspace"
  3. Update email signatures
  4. Update website/business cards

Step 3: Archive Old Data

  1. Back up old system completely
  2. Store in secure archive
  3. Document location and access procedure
  4. Set retention policy

Phase 5: Post-Migration Support

Week 1: Intensive Support

  • Monitor user feedback
  • Address issues immediately
  • Provide hands-on help
  • Document common problems

Week 2-4: Active Support

  • Monitor usage
  • Troubleshoot issues
  • Collect feedback
  • Fine-tune settings

Month 2+: Standard Support

  • Regular check-ins
  • Performance monitoring
  • Security reviews
  • User training updates

Common Migration Challenges

Challenge: "Where's my email?"

Prevention: - Train users before migration - Provide clear migration checklist - Offer support during transition

Solution: 1. Verify user can log in 2. Help find email in Gmail 3. Verify email forwarding if needed 4. Escalate if still missing

Challenge: Users Can't Access Shared Drive

Prevention: - Verify all access before cutover - Communicate drive structure - Test access for each user group

Solution: 1. Verify user is in access group 2. Check permissions 3. Provide step-by-step access guide 4. Reset access if needed

Challenge: Users Forget Passwords

Prevention: - Send password reset links before migration - Have users set recovery options

Solution: - Provide password reset link - Verify recovery email is set - Help user set up 2FA recovery options

Rollback Plan

If migration fails:

Immediate (First 24 hours)

  1. Communicate: "We're rolling back, please wait"
  2. Stop new work in Google Workspace
  3. Point users back to old system
  4. Investigate what went wrong

Short-term (Next 1-2 weeks)

  1. Analyze failure root cause
  2. Fix identified issues
  3. Plan corrected migration
  4. Retrain users if needed

Re-migration

  1. Address root causes
  2. Run through phases again
  3. Increase testing
  4. Increase support availability

Post-Migration Verification

Day 1-2

  • [ ] All users can access email
  • [ ] All users can access Drive
  • [ ] All users can access Shared Drives
  • [ ] Email receiving/sending works
  • [ ] No major data loss
  • [ ] Support requests being handled

Week 1

  • [ ] 80%+ of users actively using system
  • [ ] Critical issues resolved
  • [ ] Usage patterns normal
  • [ ] Performance acceptable
  • [ ] Security controls active

Month 1

  • [ ] 95%+ user adoption
  • [ ] All data properly migrated
  • [ ] No outstanding issues
  • [ ] Documentation updated
  • [ ] Feedback incorporated

Success Metrics

Metric Target How to Measure
User login rate 95%+ in 1 week Check admin reports
Data completeness 100% Audit file counts
User satisfaction 80%+ Survey users
Support time/issue <2 hours Track tickets
System uptime 99.9%+ Google Workspace status

Resources

Migration Manager: {ADMIN_NAME} ({ADMIN_EMAIL})
Support: {SUPPORT_EMAIL}