In the world of competitive business, companies are moving their email from mail servers to the cloud, where they receive a host of benefits. These benefits include:
- Substantial cost savings
- Removing in-house IT maintenance
- Unlimited growth potential
Substantial Cost Savings – By not having to pay for hardware, software, and IT personnel to maintain the email servers, companies are saving money. Furthermore, because upgrades are handled on the cloud level, the cost is predictable and managers can rely on a certain budget for the service.
Removing In-House IT Maintenance – Removing the extra burden of hardware maintenance and software upgrade frees up resources which can be used for business enhancement instead of on computers. Having another company handle the day-to-day tasks of managing email safely and securely allows companies to move those resources as necessary.
Unlimited Growth Potential – Companies with IT departments know how hard it is to handle growth. What worked in IT just a few years ago no longer works, which creates problems even when there are detailed plans in place to handle growth. As a company’s email system is seminal to its success, such problems must be avoided at all costs. Migrating email to the cloud means that their maintenance experts can worry about issues like scalability. Companies no longer have to purchase, upgrade, or maintain extensive equipment.
Planning the Migration
Once a company decides to migrate its email to the cloud, there are several factors to keep in mind, such as:
- The type of data being transferred to the cloud
- The company’s network capacity
- The users of the new email service
Let’s look at each aspect in detail:
What Type of Data is being Transferred?
It’s easy to think that all email is the same, but it’s not. The number of items within the mailbox will greatly impact how quickly the data will transfer over. The number and size of attachments will also impact the speed of migration. Companies need to take these factors into account when planning the migration so they can time the data transfer properly and ensure that everything remains on schedule.
What is the Company’s Network Capacity?
Before beginning the migration, companies need to be aware what their network is capable of handling and whether there are tasks that will be impacted once the migration starts. Many programs, such as backups, rely on using the network, and could seriously impact, or be impacted by, large data transfers. It is wise to contact the company’s internet service provider and confirm the network’s bandwidth before beginning the email migration procedure. Companies might consider increasing the available bandwidth temporarily to ensure a smooth transfer.
Who is Using the Email Service?
There are a few things to keep in mind:
- Who is going to use the email service?
- Are these users tech-savvy or do they need help learning new programs?
- Do they need training?
- What kinds of computers do they use to access their email?
- Do their computers need upgrades before switching to the new email service?
Once companies have the answers to these questions, they can start planning a successful email migration, and soon reap the benefits of cloud-based communications.