Overview.

Stephen Jones used Google Workspace for email across a large number of devices, with each user having a laptop, iPad, and smartphone. The synchronisation of email data across these devices was unreliable. Stephen Jones engaged with Atomyc to solve this problem. We recommend moving to Microsoft 365 Exchange Online for robust enterprise email services and synchronisation across multiple devices.

Objective.

• HCB Group needed to renew their Cyber Essentials Plus certification as part of their ongoing commitment to security. This certification is a government-backed scheme designed to demonstrate that an organisation takes cyber security seriously and has the necessary measures to protect sensitive data. Furthermore, HCB always opts for Cyber Essentials Plus, not Cyber Essentials Standard. Cyber Essentials Plus is a more robust version of the assessment that involves additional third-party external testing.Having just changed MSP’s, HCB now partners with Atomyc for security and compliance and another MSP for day-to-day IT support and management. As a result of this recent change, HCB commissioned Atomyc to ensure their systems firmly align with the standards set out in the Cyber Essentials scheme.

Challenges.

• Google Workspaces email synchronisation across multiple devices was not working well. Emails appearing on one device did not appear on the next.
• The tagging system in Google Workspace was confusing and a simpler ‘folder structure’ was required to make organising emails across devices easier.

Solution.

Licensing

Microsoft 365 Business Standard licensing is all that’s required to provide enterprise-grade email services and robust device synchronisation. Business Standard also includes Microsoft Office 365, SharePoint, OneDrive and Teams. Making Business Standard a great option when advanced security services are not required. We recommend that customers upgrade to Business Premium or augment Business Standard with an EMS E5 license if advanced security services are required.

Data Migration

Historic email data needed to be moved from Google to Microsoft’s Platform. We utilise a cloud based tool called ‘Bittitan’ to ensure data is migrated quickly and in full. This software has proved to be the most reliable tool for migrating emails from a wide range of sources.

Device Setup

Once the data had been migrated, all the user devices needed to be set up for Microsoft 365 connectivity. Part of our approach is to help users with this directly, providing phone support, documentation, and training.

Project Approach.

Framework

We use the PRINCE2 approach for all our projects. This ensures that projects are structured correctly and have strong stakeholder alignment. We focus heavily on planning, preparation and user adoption to decrease the likelihood of unknowns on go-live day.

Project Plan

Our projects always follow the same stages – initiation, design, delivery and closure. Sign-off is required before we move from one stage to another. A project plan is created detailing the project management team, communication plan, quality management, risk management, key dates, important details and impact. Sign-off on this plan is required before moving to the delivery stage. This ensures there is strong stakeholder alignment before the project commences.

User Adoption

User adoption is key to the success of any project. All affected users receive easy-to-understand documentation explaining what is happening, why, when and how it will impact them.

To bolster the written user adoption material, all projects have the option of a video briefing. During the video briefing, we run through the project plan with the users and it is also a great opportunity to ask any questions. We believe in working closely with stakeholders and impacted users to deliver a smooth project.

Conclusion.

The migration was completed successfully in the agreed-upon time scales with no significant challenges. Stephen Jones now has an enterprise grade email systems with fully functioning synchronisation across all their devices.

Feedback.

Expert knowledge and skill combined with a high level of professionalism and strong interpersonal skills, allowed the project to be completed seamlessly, on time and well within budget.

-Stephen Jones