IT projects can look different from one business to another. It doesn’t matter if you plan to replace an aging server, migrate to a new platform, or upgrade software. The most important part of the process is making changes without losing company data or creating problems for employees.
Before any server migration begins, reliable backups should be in place in case something doesn't go according to plan.
There also needs to be a plan for downtime, employee impact, and what happens if the project doesn't go exactly as expected.
This is usually one of the first questions a business should ask.
During a file server migration, there may be a large amount of data to move that employees need regular access to. So, we often take the server offline during non-busy hours, often on weekends or in the evening.
Ideally, employees leave at the end of the day and come back to their files in the same places they expect to find them. However, there are times when printers or mapped drives need to be reconnected. This is why planning major IT changes around business operations matters. Both business leadership and your IT company need to understand what operational priorities are.
There are situations where we may keep an old system running while the new one is brought online. When keeping the old system around while setting up a new system, people can start using the new environment, issues can be addressed, and the old server remains available until everyone is comfortable removing it.
The downside is, of course, that you're supporting two environments, and that can add work and cost. This may be the best option when downtime is expensive or disruptive.
Businesses with more complicated server environments may also benefit from ongoing managed IT infrastructure services to help maintain servers and other critical technology while keeping business operations in mind.
Sometimes software can't go directly from an old version to the current one, as it may need to be upgraded first. Sometimes an application that has been running for years may not work on the new server.
We highly recommend getting to know critical systems before any changes occur. Obviously, finding a critical system (that no one thought of) during the migration would be problematic.
It also helps to have employees test the new environment before everything moves over. We recommend not just using your most technical employees during testing. Someone who isn't comfortable with technology may catch something that a more technical user might simply find a workaround for.
You don't need to know every technical aspect of a server migration (that's what your provider is there for, after all), but you do need to know when the server will be unavailable and what happens if it doesn't come back as planned.
When planning a server migration, ask which parts of the business could be affected and work with your IT provider to plan accordingly.
At 4BIS, we plan IT projects around the people and business operations that depend on technology. That means we consider downtime, employee impact, potential complications, and any specific support needs before changes are made.
We also provide second opinions on an upcoming or ongoing IT project. If you've experienced a difficult migration in the past, having another IT provider review the plan can help identify potential problems before they affect your business.
Contact 4BIS if you'd like another set of eyes on an upcoming server migration or IT project.