Is your company migrating to Google Apps? Google gurus weigh in on how to grow Google Apps adoption in your organization.

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18 Tips for successful Google Apps
migration & change management
Google gurus weigh in on how to grow Google Apps adoption in your organization
(now part of )

2. Google Apps migration =
serious change management at
your organization

3. Prepare the soil
Organizational transformation
starts at the top

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We have a set of email communications that go out at specific times
outlining the change, but the first one should always come from
someone as high up in the organization as possible – the CIO or CEO
preferably. That immediately eliminates it being labeled an ‘IT Project.’
If the CEO communicates that you are moving to Google Apps, that’s a
statement. That tells everyone “this is serious”.
Fintan Murphy, CEO and Co-Founder, Damson Cloud

5. Plant the right seeds
Communication is crucial along the way

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What we always do is identify the current internal communication
methods the organization is using, and analyze how well these work
for them. Based on this, we may then recommend other channels for
them to use, which we think would have a higher engagement rate
with users. What is important is that we identify the value in keeping
everyone in the organization informed, as we believe this leads to a
more successful implementation when the users feel involved and
part of the process.
Andrew Martin, Director of Sales, Netpremacy

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Communication is crucial. You need to create a positive atmosphere
around the initiative to minimize negative chatter. Develop key
messages and create collateral for your campaign. Create an “elevator”
speech about why the organization is moving to Google Apps. Develop
a marketing plan with a consistent, positive message and sell it every
chance you get.

8. Tending a huge “Google Apps”
garden can be daunting
Take small steps

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People are very personal about the look and feel of their software.
They’re very connected to that. Going to full Google Apps right away
was going to disrupt their workflow too much. I found that email and
calendar were separate pieces that really could be extracted from the
environment. This allowed us to still have department drives and shared
drives and slowly move our way as the benefits became clearer to use
Google Apps. We’re heading down that path.
Doug Perry, IT Manager, Marie Selby Botanical Gardens

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The key is to find the right balance between minimizing the time where
different users are on different systems, but also making sure that
everyone feels supported throughout the transition.
Andrew Martin, Director of Sales, Netpremacy

11. Your garden won’t
grow overnight
The right training strategy makes
the transition smoother

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We did a video training series that dives into each aspect of Google
Apps. These were recorded through Google Hangouts and published
internally for later training sessions. Subsequent new features are
announced via Google+ as well as through our internal intranet.
Tim Dickson, Director of Technology, Auberge Resorts

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Another effective addition to a training program is to create a training
website. This is a great way to promote all the training content you’ve
developed. Add videos where people can brush up on the basics. This
is a good place to add a training calendar where users can click on a
particular training course, get information about it, and sign up. Add a
link to your home page to drive traffic to the training site.

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I do a monthly tips and tricks piece and many of them don’t come from
Google. I’ll pick something that’s very practical. As an example, the most
recent one was about a feature that allows Gmail to automatically email
your daily agenda to you every morning.
Doug Perry, IT Manager, Marie Selby Botanical Gardens

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We find that providing regular tips and further updates is key. As Google
is constantly updated and new applications are developed, users need
to understand that their learning path will never end, and they will
always continue to be able to find new ways of working. Encouraging
a culture of information and tip sharing internally within an organization
is vital to ensure that users continue to learn and embrace the idea
of collaboration.
Andrew Martin, Director of Sales, Netpremacy

16. Get your hands “dirty”
in the Google Apps soil
Keep the Google Apps migration
fresh and interesting

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You want to make it fun. There’s a little bit of Googliness to it, but it
helps you take it from an ‘IT Thing’ to more of an introduction to new
technology to the business. Show them they’ll be able to do Hangouts
and be better able to communicate with staff and customers. It should
be exciting and transformational.
Fintan Murphy, CEO and Co-Founder, Damson Cloud

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Use Google Guides. One of the keys to the success of a Google Apps
implementation is to develop a core group of committed Google
Guides. These are specially selected people – many times volunteers
– who will serve as your on-the-floor ambassadors, counselors,
advocates, trainers, and your front line of support.

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We did Google Advocates Training. Each department nominated
a Google Advocate who would do deep training with myself on
all aspects of Google Apps. They would then be the primary point
of contact within the department to help push the department as
a whole forward.
Tim Dickson, Director of Technology, Auberge Resorts

20. Weed aggressively
Make a clean break from your old system

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Making a clean break with your old system is the first step in heading off
negativity. Trying to run two systems at the same time will only cause
confusion and breed more resistance.

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It’s a challenge and you will get resistance, but having a clear cutoff is
definitely good. We’ve had customers that have done it in batches with
some users on one system and others on another. That doesn’t work
as well. Google calls the single day rollout a Global Go Live date.
We call it the Big Bang Rollout. That’s definitely the most successful.
The least amount of time you have employees on multiple systems
the better.
Fintan Murphy, CEO and Co-Founder, Damson Cloud

23. The sweet smell
of success is coming
Patience is key when addressing
concerns and challenges

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I committed to meet with each department as a group personally
both before and after the implementation. It really helped mitigate any
resentment, fear, and anxiety. It helped me as well. I knew what the big
takeaways were going to be as a result of that training.
Doug Perry, IT Manager, Marie Selby Botanical Gardens

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I ran a customized Google training session where I went around
the room and asked everyone to give me the top three things they
wanted to know. I listed them on a white board and trained them on
all those things. They completely converted and now they’re probably
the most positive group in the company. It was all about training and
communication.
Fintan Murphy, CEO and Co-Founder, Damson Cloud

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Each year we met with the General Managers to show the advantages
of a given feature of Google Apps. I did a one hour presentation
showing the improvements that could be made with Google Apps vs.
our current way of doing things. Then each GM brought up an idea.
We started with buy in at the top of each location.
Tim Dickson, Director of Technology, Auberge Resorts

27. Display the beauty of your
Google Apps garden
Share the success

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Google stresses celebrating success along the way. Here’s how:
• Have your executive sponsor send a message describing the success
of the deployment. Explain the progress made toward achieving the
project goals.
• Recognize the contributions of your project team and the Google
Guides through email or a post on the intranet.
• Reward users who have embraced Google Apps. Set up a contest to
come up with the most innovative new uses of Google Apps.
• Reinforce your Google Apps vision. Reuse your original marketing
campaign tying it to the successes achieved.

29. Stay vigilant and keep focused!
Good luck in your Google Apps migration
from our Google gurus
Fintan Murphy, CEO and
Co-Founder, Damson Cloud
Doug Perry, IT Manager,
Marie Selby Botanical Gardens
Tim Dickson, Director of
Technology, Auberge Resorts
Andrew Martin,
Director of Sales, Netpremacy

30. Migrating to Google Apps?
Download the eBook “Growing Google
Apps” and learn how to increase Google
Apps adoption at your organization
Growing
Google Apps
How to Increase Google
Adoption in Your Organization
(now part of )