The one thing that most people can collectively agree on is ‘that change isn’t always easy,’ and when it comes to migration, no matter what kind, adapting is tough. As a company grows and diversifies, it must adjust to modernized in-house communication channels.

As emails remain a primary source of communication within organizations, email migration is gaining more potential each day, as thousands of companies are switching to cloud-based email systems.

To understand clearly, email migration refers to moving emails from one system to another and is usually conducted to improve the email capabilities of the system and organization. For example, an organization can migrate from its existing mail service to Microsoft 365 because it offers them more security, compliance, and ease of usage.

Other reasons for email migration can be user experience, enterprise mergers, acquisitions, and more. If you’re looking to migrate your mailing system, how do you decide which is the right fit for you?

Here are some key factors to consider when choosing a provider:

Compatibility

One of the primary things to look out for when thinking of email migration is compatibility. To ensure business communications remain seamless and effective, you must consider switching to a user-friendly, collaborative service with all the features you need.

The new email system should positively impact your business operations and user experience and reduce complexity.

Security and Privacy

If you are migrating to a new mailing service, one of the most important things to consider is the privacy and security features. With an increasing threat of cyber-attacks, phishing scams, and malware, safeguarding data is crucial for businesses.

Therefore, choosing an email service provider with a multi-layer security system and firm privacy policy is optimal.

Dynamic Controls

If you’re considering email migration, it means your company is growing. Upscaling comes with necessary upgrades, which means your new email service provider should offer you better control features, such as creating reports, setting up policies, creating custom admin roles, informing you about spam guidelines, and more.

Once you’ve considered these guidelines and understood the know-how of email migration, the rest should be a breeze. If you are migrating to a new email service provider, here are the best practices to engage in for a seamless migration:

Decide What to Migrate

Any move is an opportunity for cleaning up and trying new things. Organizations must consider the necessary data with email migration and clear the clutter by deleting old and duplicated data.

The best way to ensure the correct data is migrated is to make the departments analyze what data is right for them and make backups of critical and time-sensitive information. By clearly outlining the data you want to move, you can avoid data loss and prepare for a smooth migration.

Prepare Thoroughly

Nobody likes coming to a meeting unprepared and finding themselves confused and out of the loop. Similarly, preparing employees and users with email migration is essential, making navigation easier.

Informing your employees about the email migration process, their new login credentials, how to use the new email service provider, and more would help for better migration.

Run Test Migrations

Once you’ve decided what data to migrate and explained the process to your employees, run a test migration to ensure the migration process runs without minimal disruptions.

Two or three test migrations can ensure the entire email migration process is seamless, with all the correct data migrated and no data lost.

Email migration can help businesses with better internal and external communications. At Metnology, our skilled IT team can help you with an easy email migration with Microsoft Office 365 and any other email migration queries.

For a seamless email migration, contact us today.