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Once you've gone all-in on a big productivity suite, it may feel insurmountable to switch to a smaller, more targeted or cheaper alternative.
Switching productivity suites can present various challenges, it's true. But the difficulty of the transition depends on several factors, including the size of the organization, the extent of the integrations with the current suite, and the specific suite in question.
Why Change Productivity Suites?
A 2023 Adaptive Shield report highlighted the challenges. It found that organizations with an average of 10,000 employees using Microsoft 365 and Google Workspace typically have over 4,371 additional connected apps — apps that the security teams are unaware of.
As the number of employees grows, the number of connected apps rises substantially. Of these apps, 39% of those connected to Microsoft 365 and 10% connected to Google Workspace have "high-risk" permission access.
While the issue of security is an enormous challenge, the number of integrations and resulting siloes in any given organization highlighted in the report speak more to the question of migration. It is no wonder that workplace leaders are reluctant to move. But there are many arguments in favor of changing platforms, namely:
- Cost Savings: Some of the bigger suites are very expensive.
- Enhanced features and functionality: Newer or alternative suites may offer advanced features that better meet the needs of the organization.
- Improved collaboration: Tools, integration capabilities and user-friendly interfaces can enhance productivity.
- Security and compliance: Organizations may seek a suite with stronger security measures and better compliance.
- Integration with other tools: Seamless integration with other software and systems used by the organization can streamline workflows.
- Scalability: As organizations grow, they may need a suite that can scale more effectively with their increasing demands.
Related Article: Data Migration Problems in the Digital Workplace
Avoiding Vendor Lock-In
Companies on Microsoft 365 or Google Workplace, for example, may seek to migrate to another productivity platform for any of the above reasons, WinSavvy CEO Adhip Ray told Reworked.
One of the key benefits is avoiding vendor lock-in, which ensures greater flexibility and potential cost savings. Additionally, some companies might find that alternative suites offer tools or integrations better suited to their specific needs.
He cites the example of Google. Google Workspace, he said, offers highly prized seamless collaboration solutions available in creative businesses and educational institutions. Its connectivity with many outside apps and real-time collaboration tools can boost output in ways Microsoft 365 might not be able to accomplish.
Conversely, Zoho Workplace provides a reasonably priced substitute with an all-inclusive toolkit, without compromising performance.
“Making such a change, though, presents difficulties. Data migration, retraining people, and assuring fit with current systems and procedures are some of the biggest problems,” he said. A stepwise strategy helps with projects of this magnitude.
Ray recommends starting with a small pilot, by identifying a key team or department and moving them to the new space. To ensure an effective move, digital workplace managers need to:
- Evaluate: Leaders need to identify the needs of the company, their reasons for changing and verify that the new suite is compatible with current tools and procedures.
- Trial program: Start with a trial program with agreed upon metrics to identify progress and issues. Once you've worked the kinks out, plan and execute a phased migration before a complete rollout.
- Training: Give staff members thorough training courses and continuous support to enable them to fit the new instruments.
- Track and improve: Track the performance of the new system constantly by means of comments gathered to enable required changes.
Related Article: Your Digital Workplace Needs a Shepherd. Here's How to Find One
Change Can Be Good
Moving away from Microsoft 365 or from one of the other productivity suites can be well worth it, said MSP Blueshift co-founder and managing director Jan Chapman.
“I understand the challenges of shifting to the cloud. While M365 has long been the productivity suite of choice for organizations, I believe that adopting other platforms might be advantageous for some,” he said.
As an example, he cites content-heavy organizations, such as a marketing agency. Here, he said, you may find that Microsoft 365 does not fulfill all your content management needs and that you need to use a combination of platforms like Google Workspace and Airtable.
The challenges of shifting productivity suites go beyond simply adjusting, as firms will need to consider training and assistance required for adopting an unfamiliar platform. Businesses must also ensure the new platforms are secure and address potential security and privacy concerns when switching productivity suites or employing several ones.
Related Article: Minimizing the Fallout When a Vendor Sunsets Your Digital Workplace Product
Work With Stakeholders
When thinking about switching from Microsoft 365 or another productivity suite, it's important to consider factors like cost, features and how it fits with your company's goals. Workplace leaders also need to think about how it will affect workflow, security and employee training, Gatis Viskers, founder and CEO at Ambition Digital, told Reworked.
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To transition smoothly, first, take a good look at the software you currently use and what you need. Look into other productivity suites that work well for your business and can easily connect with your current systems. Come up with a plan to gradually move everything over without causing too much chaos, making sure your employees are well-prepared and supported.
Managers need to talk openly with stakeholders about why they are making the change and what they hope to gain from it. Keep an eye on how things are going during the transition and get input from users to fix any problems right away. "Overall, the choice should fit in with your business's long-term plan and your goal of making your operations run better and more efficiently," he said.