Missions deserve smoother systems.
Change is hard—especially when staff are stretched, budgets are tight, and programs can’t pause. This page outlines a simple, people-first way to plan a technology transition without derailing the mission.
Where Transitions Usually Get Stuck
- Competing priorities: staff time pulled between service delivery and “learning the new thing.”
- Unclear ownership: no single place to ask questions, report issues, or track decisions.
- Data worries: donor or client information scattered, duplicated, or at risk during the move.
- Training gaps: tools introduced before people have time to learn and practice.
- Budget surprises: licenses, add-ons, and “hidden” project hours that weren’t forecasted.
None of these are failures—they’re normal. The goal is to plan for them so momentum isn’t lost.
A People-First Transition Plan
1) Listen & Map
Gather how work really happens: who needs what access, which reports matter, and where data lives today.
2) Pick the Minimum Viable Scope
Start with the fewest processes and teams to prove value quickly and reduce risk.
3) Pilot with Champions
Choose a small group, define success, capture feedback, and adjust before rolling out wider.
4) Prepare the Data
Clean, label, and back up. Decide what moves, what archives, and what gets retired.
5) Train in Moments, Not Marathons
Short sessions tied to real tasks; quick guides; office hours for questions.
6) Roll Out & Support
Stage the migration, communicate changes, and keep a simple playbook for common issues.
What “Good” Looks Like
Practical Checklists
Before You Start
- Confirm goals: what must improve for staff or clients?
- List data sources and decide what moves/archives.
- Identify champions and early adopters.
- Set a simple budget (licenses + migration + training).
- Backups verified and restore tested.
During the Rollout
- Weekly update to staff: what’s new, what’s next.
- Office hours for questions; record short “how-to” clips.
- Log issues and decisions in one shared place.
- Measure adoption with 2–3 simple metrics.
Common Questions
How do we avoid downtime during a migration?
Use a phased approach with pilots, work after-hours for high-impact moves, and keep a rollback plan. Communicate timelines in advance so teams can plan around them.
What’s the simplest way to build buy-in?
Show quick wins. Pick one or two tasks a team does every day and make those tasks easier first. Invite champions to share tips with peers.
How much training is enough?
Short, focused sessions work best. Aim for 20–30 minutes tied to real workflows, plus a searchable “how-to” page for later.
How do we protect donor and client data?
Back up before you move, restrict access by role, and turn on basic protections like MFA and least-privilege sharing. Test restores so you know you can recover quickly.
Need a Second Set of Eyes?
If you’d like a quick review of your plan—or a sanity check on scope, timeline, or training—reach out. Happy to help you avoid the common pitfalls.