Google Workspace Migration Checklist: Your Step-by-Step Guide

There’s something that Uber, Spotify, Equifax, Verizon, Etsy, and Salesforce all have in common: they run on Google Workspace.

Some of the world’s most recognized brands rely on Google’s cloud-native platform to simplify IT management and empower teams to work and collaborate faster and smarter. But you don’t have to be a Fortune 500 company to see those same benefits. 

At Wursta, we’ve helped thousands of small and medium-sized businesses make the move to Google Workspace. Our expertise comes from years of managing complex migrations and guiding teams every step of the way – streamlining the process from start to finish.

If you’re not already using Google Workspace, there’s never been a better time to make the switch. With a clear migration plan and the right support, the transition can be a lot less painful than you might think! Here’s how.

From Planning to Launch: Your Google Workspace Migration Game Plan

So, where do you start? And how can you make sure that nothing slips through the cracks along the way? This Google Workspace Migration Checklist will walk you through the steps to plan and execute a successful transition for your organization. 

Step 1: Assess Your Current Environment & Migration Goals

At this initial stage, you’ll need to take stock of the environment you’re using now and decide what will come with you:

• Audit things like your email system, file storage, shared drives, and user accounts, and ensure your current setup meets system requirements for migration.
• Identify what needs to move – reviewing both active and inactive user accounts – and what should be archived in Google Workspace or left behind.
• Note any licensing or third-party integrations that may need to be updated or adjusted after the migration.
• Decide which departments or teams will move first.
• Establish a timeline and internal communication plan.

Tip: Create a complete inventory of user accounts and aliases, shared mailboxes, distribution lists, forwarding and filtering rules, and file locations that you can refer to as needed.

Step 2: Prepare Your Users and Data

Once you’ve outlined your Google Workspace migration plan, focus on getting your users and data ready for the move:

• Set up your new Google Workspace account.
• Communicate early and set clear expectations for timing and training.
• Clean up existing data to prevent unnecessary transfer.
• Back up critical data (very important!).

Tip: Make sure that all permissions as well as shared files and calendars will transfer with the right visibility and ownership settings.

Step 3: Choose the Right Migration Tools and Approach

There’s more than one way to migrate to Google Workspace. Your choice will depend on your current setup and the complexity of your migration plan. 

Select the migration tool that best fits your needs:

• Google Workspace Migration for Microsoft Exchange (GWMME)
• Google Workspace Migrate (for complicated environments and large corporate data sets)
• Google’s Data Migration Service (for migrating email data from another Google Workspace account, Microsoft Exchange Online, an IMAP account, or a single Gmail account)
• A third-party tool of your choice (for hybrid or multi-source setups)

Most importantly, make sure your chosen migration tool works well with your existing systems, so everything runs smoothly with as little downtime as possible.

Step 4: Select a Migration Partner (Optional)

The right tools can take you far, but having an experienced partner for guidance and support makes the process even more seamless!

Teaming up with a Google Premier Partner like Wursta ensures your Google Workspace migration runs efficiently and securely, with every detail accounted for and minimal disruption to your business. For small and medium-sized businesses especially, the right expertise can make all the difference – helping you migrate efficiently without overextending your resources or interrupting day-to-day operations.

For instance, our experts help you:

• Develop a migration plan and timeline aligned with your goals (e.g., unique migrations that leverage Google Drive without fully transitioning to Google Workspace and Gmail).
• Manage company-wide communication in the leadup to migration.
• Train your team for the switch to Google Workspace and its suite of AI-integrated productivity tools.
• Handle data transfer, permissions, and post-migration troubleshooting.
• Optimize your new Google Workspace environment for continued success.

Whether you partner with Wursta or another provider, these are the types of capabilities and support to look for in a migration partner. 

Step 5: Execute Your Google Workspace Migration

Ready to make the move? Here’s how to make sure your Google Workspace migration runs smoothly:

• If possible, run a test project first before beginning the full migration. 
• Schedule cutover times to minimize disruption.
• Keep users informed of the switchover date and post-migration access steps.
• Ensure DNS settings are updated so new emails are routed to the correct destination.
• Migrate your data to Google Workspace!

Tip: Have your IT team on standby so they can resolve any issues as quickly as possible. 

Step 6: Post-Migration Review and Optimization

You’re almost done! After you’ve migrated all your data, run through these final checks to confirm a successful transition:

• Verify all data transferred correctly and resolve any permission issues.
• Provide user training to bring everyone up to speed on Google Workspace.
• Gather feedback and make adjustments as users settle in.

Now that your migration is complete, it’s time to focus on helping your team adapt, collaborate, and make the most of Google Workspace every single day.

Ensuring Long-Term Success with Wursta’s Change Management Team

Change can be hard. Migrating to a new system is no exception – but you don’t have to navigate the process alone.

Wursta’s change management team can design a unique Google Workspace migration plan tailored to your business needs, with our ongoing support every step of the way. 

Together, we’ll set you up for success far beyond just moving to Google Workspace. Our team will empower you to adapt to a smarter, more collaborative way of working that positions your organization to be even more agile, connected, and forward-thinking in the years ahead.
Ready to plan your migration with Wursta? Contact us for a consultation today!