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G Suite Admins Blog > G Suite Business

3 Simple steps to ready users for a switch to G Suite

g-suite-trainingG Suite provides access to a wide selection of apps designed to help organizations boost productivity. The services also allow entities to communicate and collaborate more efficiently. It comes as no surprise that thousands of small, medium and large organizations rely on the platform to improve operational efficiency. However, transitioning to the cloud requires proper planning. Doing so ensures that all employees are well-informed and prepared for the migration process.

1. Communicate with users

Communicating with your organization's users more effectively is a crucial starting point when aiming to achieve a successful migration to G Suite. It is vital that your users understand the value of the services. This provides a viable way to reduce resistance and ensure the success of the transition. As a Google Admin/G Suite Admin, you can keep employees motivated by launching an internal marketing campaign.

The campaign should be guided by an effective communication plan. Ensure that users understand the features and the role of G Suite apps in the smooth operation of the business. Google provides access to a number of templates designed to help your company migrate with ease.

Some the templates include:

  • Company announcement template – enables Google Admin/G Suite Admin to inform users about the plan to migrate calendar and email to the G Suite platform. You can send the announcement after deciding to make the transition.

  • Email notification template – it is recommended that you send this template roughly 14 days before activating your G Suite account. The template informs your employees that their email accounts will be moving to G Suite.

  • Training email – allows you to broadcast the training schedule for G Suite migration.

  • Google Posters – you can take advantage of tailor-made posters that display relevant details about the transition process.

You should customize messages in the template in a way that makes your users understand and prepare for the process better.


2. Educate your users

The G Suite Learning Center is filled with useful tutorials that provide tips and guidelines on how to handle the migration process. You users can learn about G Suite through e-learning videos and users. The information contained in the guides enables users to understand the importance of G Suite services when it comes to data storage, efficient communication and much more.

The platform provides reliable and secure tools that allow users to communicate using a variety of devices from any location. The services have been shown to speed up the decision-making process, thus boost operational efficiency. Services like Google+ improve information sharing between various parties, including coworkers. In addition, they can be used to communicate with customers.

Detailed knowledge of these services allows your users to become more enthusiastic about migrating to G Suite.

Some of the key topics covered in user guides and e-learning videos include:

  • Creating effective proposals
  • Optimizing mailboxes
  • User onboarding
  • Going paperless
  • Adding appointment tabs to the calendar
  • Using G Suite Creating dynamic project plans
  • Creating a calendar for the entire team
  • And more

Users can take advantage of localized resources and improved accessibility to learn about G Suite. The wide range of localized resources includes help centers, user guides and video captions. This make it easier for your users to understand specific service functionality and benefits.


3. Support your users

Providing ongoing support to team members keeps them on the track when preparing to transfer data and activate your domain in the G Suite ecosystem. As a Google Admin/G Suite Admin, interact with all employees to identify any issues or concerns. You can always refer them to appropriate guides when they are faced with technical challenges.

Be Patient throughout the migration process.   For some of your users this is a huge deal and will disrupt the very core of their work being!   Always be mindful of the users, your customers, at all times.   Having provided all the right resources, training and communication you are still needed.  Help your clients to transform their use and overcome the hurdles to success.