Message system migration planning

At Creative Networks we often have the opportunity to interview IT professionals who are going through the process of migrating from one messaging system to another.

In a recent study conducted by Creative Networks, the roll out of a new messaging system took longer than expected in 25% of the organizations we surveyed. Twenty-six percent of organizations experienced an increase in downtime - those that did cited a mean increase of about 39%. And that doesn't take into account the diversion of IT resources, the delayed projects, and all the other nonquantifiable problems that occur when migration runs too long.

The people we talk to in surveys are the folks who have to answer to management about why a migration is taking more time and money than was budgeted for.

Why is migration such an arduous task and what can we learn from the people who are in the IT trenches?

During a roll out, of course, IT staff members are trying to manage multiple mail systems and to keep everything operating smoothly while at the same time trying to teach end users how to check their e-mail in the new system. Staff members are pulled in different directions while they try to maintain adequate information flow so that business can operate even while trying to move people off the systems on which they depend.

One of the most important lessons learned, according to 61% of the companies surveyed in the study cited above is the need to plan the migration thoroughly before beginning the effort. One respondent, who was managing a large migration effort, told us, "Have a detailed plan of what you want to do and how you are going to do it. Plan for schedules, procedures, resources and the impact the migration will have."

Inadequate planning is by far the most important common thread that runs through the migration stories we hear about.

It may sound simple, but in order to withstand the rapid fire pace of IT, planning may be the key ingredient to surviving a major change in messaging systems.

Kathy Donnelly is a research analyst in Creative Networks, Inc.'s Market Research department.

Michael D. Osterman is the principal of Osterman Research, a market research firm that helps organizations understand the markets for messaging, directory and related products and services. He can be reached by clicking here.

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