It’s Not About Getting to the Cloud, it’s About Leveraging the Cloud
Service
Cloud & Infrastructure
Industry
Healthcare
Platform
Office 365
Key Terms
Migration Wave Planning, Organizational Change Management (OCM)
Quick Snapshot
Moving beyond simply rolling out a platform
Challenge
A major medical device manufacturer, known for its innovative solutions to enhance quality of life, faced a significant challenge in modernizing its productivity toolset. While they had long relied on the Microsoft Office platform, they struggled to fully leverage its productivity features. Adding complexity, they had recently acquired a large medical device manufacturer, bringing thousands of new employees into their organization. This created an urgent need for a seamless onboarding process for new users while simultaneously improving the platform experience for existing employees. The goal was not merely to implement a new technology but to prepare the organization for meaningful change and adoption.
Solution
RBA partnered with the client to deliver a strategic, user-focused approach to modernizing their communication and productivity infrastructure. RBA migrated the client’s email system to the cloud to enable more efficient communication and collaboration. We leveraged RBA’s proven methodology and toolset to orchestrate a seamless migration of users, accounting for dependencies like email delegation to minimize disruptions. We developed a comprehensive strategy to train and communicate with employees, ensuring they could fully adopt and take advantage of the new Office 365 capabilities. By prioritizing user engagement and addressing potential barriers, RBA laid the foundation for a successful transformation.
Impact
The combination of well-executed migration waves and an ongoing focus on organizational change management enabled the client to successfully roll out Office 365 Exchange Online as a central component of their productivity and communication ecosystem. This strategic approach emphasized user adoption, minimizing common challenges associated with platform transitions and enhancing the experience for both existing and new employees. With over 100,000 users onboarded, the organization now enjoys streamlined workflows, improved productivity, and a stronger infrastructure to support future growth.
Process
To address the challenges of modernizing a productivity toolset while seamlessly onboarding thousands of new users, RBA implemented a structured, user-centric process. The first step involved migrating the organization’s email system to Office 365 Exchange Online, a foundational component of the Office 365 suite. This migration was designed to enhance communication and collaboration through a cloud-based platform. RBA’s Migration Wave Planning methodology was integral to the process, ensuring a smooth transition for over 100,000 users. By identifying and addressing dependencies, such as email delegation, RBA minimized disruptions and avoided common pitfalls associated with large-scale migrations.
Equally critical was Organizational Change Management (OCM), which focused on preparing the organization for meaningful adoption rather than merely rolling out a new platform. RBA developed a comprehensive strategy to train and communicate with employees, helping them understand and fully leverage the new capabilities of Office 365. This approach ensured that both existing employees and those from the recently acquired company could navigate the transition effectively.
By combining technical precision with a focus on user experience, RBA’s process ensured a successful implementation. The result was a fully modernized productivity toolset that supported the client’s growth strategy, improved user satisfaction, and laid the groundwork for future innovation. This holistic approach not only addressed immediate challenges but also equipped the organization to maximize the long-term value of its investment in Office 365.
Office 365 Exchange Online
Migration Wave Planning
Organizational Change Management (OCM)
Solution
RBA’s solution focused on addressing the client’s challenges by delivering a tailored, user-focused strategy to modernize their productivity toolset and enhance organizational readiness. Central to this solution was the migration to Office 365 Exchange Online, a cloud-based platform designed to streamline communication and collaboration. To ensure the transition was seamless, RBA employed its proven Migration Wave Planning methodology. This approach accounted for critical dependencies, such as email delegation, to minimize disruptions and ensure users were migrated in the optimal order.
Recognizing that technology alone would not drive success, RBA incorporated a robust Organizational Change Management (OCM) strategy. This included developing and implementing comprehensive communication and training programs to prepare employees for the change, equipping them to fully utilize the new productivity capabilities. By prioritizing user adoption and engagement, the solution went beyond a simple technology rollout to deliver meaningful transformation.
Through this comprehensive approach, RBA provided the client with a scalable, efficient productivity toolset that supported both their existing workforce and the thousands of employees from a recent acquisition. The solution enabled the organization to reduce common migration challenges, enhance user experiences, and maximize the benefits of Office 365, positioning them for continued growth and innovation.
Office 365 Exchange Online
Services
Office 365 Exchange Online
Our client chose to move to Office 365 and one of their first priorities was to migrate their users to Exchange Online for email.
Migration Wave Planning
RBA has created a methodology and toolset to improve the migration of users during a large scale migration in Office 365. Often mailboxes and accounts are migrated that have dependencies such as email delegation which can cause challenges if accounts aren’t synced in the appropriate order.
Organizational Change Management (OCM)
RBA helped define the strategy on how to communicate and train the organization to take full advantage of the new capabilities. Often overlooked in projects of this type, this has been one of components to ensure success for their users.
Impact
RBA’s approach to modernizing the client’s productivity toolset delivered significant organizational impact, seamlessly transitioning over 100,000 users to Office 365 Exchange Online. By leveraging a combination of meticulous Migration Wave Planning and robust Organizational Change Management (OCM) strategies, the client achieved a smooth rollout of their new communication and productivity platform.
This transformation not only improved the onboarding experience for thousands of employees from a recent acquisition but also enhanced the daily workflows of the existing user base. By focusing on user adoption, the organization reduced common challenges associated with large-scale migrations, such as disruptions and resistance to change. Employees were equipped with the tools and training needed to fully leverage the new platform, leading to increased productivity and satisfaction.
The successful implementation of Office 365 as a core component of the organization’s infrastructure provided a scalable solution that supports their growth strategy. It enhanced collaboration, streamlined communication, and ensured that both new and existing employees could thrive in a modern, cloud-based environment. The result was a stronger, more connected organization positioned for future innovation and success.