{"id":74126,"date":"2020-03-14T14:42:11","date_gmt":"2020-03-14T11:42:11","guid":{"rendered":"https:\/\/prohoster.info\/blog\/administrirovanie\/kak-my-pereveli-na-saas-raspredelennuyu-komandu-iz-neskolkih-soten-chelovek"},"modified":"2020-03-14T14:42:11","modified_gmt":"2020-03-14T11:42:11","slug":"kak-my-pereveli-na-saas-raspredelennuyu-komandu-iz-neskolkih-soten-chelovek","status":"publish","type":"post","link":"https:\/\/prohoster.info\/en\/blog\/administrirovanie\/kak-my-pereveli-na-saas-raspredelennuyu-komandu-iz-neskolkih-soten-chelovek","title":{"rendered":"How we migrated a distributed team of several hundred people to SAAS","gt_translate_keys":[{"key":"rendered","format":"text"}]},"content":{"rendered":"<p>Collaboration is a pain point for traditional office tools. When ten people work on a file simultaneously, more time and effort are spent not on edits but on searching for changes and their authors. This is complicated by numerous applications that are not always compatible. One way to solve this problem is to switch to cloud office suites. There aren't many options, and we'll explain how we overcame the conservatism of Forex Club employees and managed to transition a distributed company with a hundred offices to G Suite in just a few months.<\/p>\n<p><img decoding=\"async\" alt=\"How we migrated a distributed team of several hundred people to SAAS\" src=\"\/wp-content\/uploads\/2020\/03\/bc4aa59768428aa9d4fbcb57101b1213.png\" style=\"display:block;margin: 0 auto;\" \/><br \/>\n<noindex><a rel=\"nofollow\" name=\"habracut\"><\/a><\/noindex><\/p>\n<h2>Why We Decided to Make the Switch<\/h2>\n<p>\nForex Club is usually remembered in the context of online trading in currency rates. However, this company operates with several types of currency instruments in different countries around the world. This results in a very complex IT infrastructure with its own client platform.<\/p>\n<p>At the time we met, the company's back office was using several different platforms and applications. The main working tool for most employees was the Microsoft office suite and email on Zimbra. Over all this loomed an overlay of additional storage, backups, antivirus, numerous connectors and integrations, as well as the management of Microsoft and Zimbra licenses with periodic audits.<\/p>\n<p>The IT department of Forex Club found it costly to maintain this system. The complex infrastructure required leasing a large number of <a class=\"wpil_keyword_link\" href=\"https:\/\/prohoster.info\/en\/server\/\"   title=\"servers\" data-wpil-keyword-link=\"linked\"  data-wpil-monitor-id=\"1470\">servers<\/a>, DRP plans in case of server outages or internet connection failures, and backups. To ensure uninterrupted operation, a special team of administrators was formed over time, with the additional task of conducting license audits.<\/p>\n<p>Due to the abundance of different programs, ordinary Forex Club employees faced problems as well. Without tools to track document versions, it was difficult to find the author of certain corrections and the final version of a text or table.\u00a0<\/p>\n<p>In an effort to reduce maintenance costs, Forex Club sought a way to address the same tasks more simply. This is where our collaboration began.<\/p>\n<h2>Searching for an Alternative<\/h2>\n<p>\nTo implement full-fledged collaborative work, it was necessary to change the very approach \u2014 to move from local storage to the cloud. Forex Club began looking for a common cloud solution for all office applications. There were two candidates: Office 365 and G Suite.\u00a0<\/p>\n<p>Office 365 was prioritized since Forex Club had purchased many Microsoft licenses. However, Office 365 only transfers part of the office suite's functions to the cloud. Users still need to download the application from their personal account and use it to work with documents in the old way: sending and resaving copies with versioning.<\/p>\n<p>G Suite from Google Cloud offers more collaboration features and is also more cost-effective. With Microsoft products, an Enterprise Agreement would have been necessary, which entails a completely different level of expenditure (even considering the purchased software). The implementation of G Suite, with our assistance, proceeded under a Google program that reimbursed large customers for the costs of transitioning to the company\u2019s services.<\/p>\n<p>The plan was to migrate most of the services used by employees to G Suite:<\/p>\n<ul>\n<li>Calendar and email (Gmail and Google Calendar);\n<\/li>\n<li>Notes (Google Keep);\n<\/li>\n<li>Chat and online conferences (Chat, Hangouts);\n<\/li>\n<li>Office suite and survey generator (Google Docs, Google Forms);\n<\/li>\n<li>Common storage (GDrive).\n<\/li>\n<\/ul>\n<p><\/p>\n<h2>Overcoming negativity<\/h2>\n<p>\n<img decoding=\"async\" alt=\"How we migrated a distributed team of several hundred people to SAAS\" src=\"\/wp-content\/uploads\/2020\/03\/350a04ddd6d5aa235574b3256c7ec629.png\" style=\"display:block;margin: 0 auto;\" \/><br \/>\n<br \/>\nThe implementation of any tool, no matter how convenient, always faces backlash from end users. The main reason is conservatism, as people are reluctant to change and adapt to new approaches in their work. The situation was complicated by the specific perception of web presence as mere browsing rather than working on these sites, which was widespread among non-IT staff. They simply didn\u2019t understand how to work with it.<\/p>\n<p>Dmitry Ostroverhov was responsible for project implementation from the Forex Club side. He monitored the implementation phases, collected user feedback, and prioritized tasks. Joint preparation, employee surveys, and explanations of the company's rules made it easier for us to get started.<\/p>\n<p>The primary task for Softline in this project was to train users and system administrators and provide technical support during the initial phase. We explained how the product should work through a series of trainings. In total, we conducted 15 training sessions lasting 4 hours each. The first session\u2014before the pilot\u2014for system administrators who were preparing the groundwork for transformation. The subsequent ones were for regular employees.\u00a0<\/p>\n<p>As part of the main training program, we focused on the benefits that helped end-users overcome the challenges of adapting to the new tool. At the end of each training session, employees could approach with their questions, which eliminated potential pitfalls at the start of their work.<\/p>\n<p>Although Forex Club conducts training seminars for its own clients, the company could not independently launch training on G Suite due to a lack of instructors with the necessary competencies. To assess the impact of our training, Forex Club conducted surveys of participants before and some time after the training. The first survey mainly showed a negative perception of the upcoming changes. The second, on the contrary, indicated a surge of positivity. People began to understand that this was applicable to their work.<\/p>\n<h3>Pilot Office<\/h3>\n<p>\nThe project started at the end of 2017, when ten system administrators transitioned to G Suite. These individuals had to become pioneers, identifying the pros and cons of the solution and laying the groundwork for transformation. We took their feedback and recommendations into account and in January 2018 selected mid-sized branch with a local system administrator for the first test transition of employees outside of IT.<\/p>\n<p>The transition was made all at once. Yes, it is difficult for people to switch to new tools, so when given the choice between a cloud solution and a desktop application, users tend to lean towards the more familiar desktop, which slows down global upgrade plans. Therefore, after the training for the pilot office, we quickly transitioned everyone to G Suite. There was still some resistance in the first couple of weeks, which was addressed by the local sysadmin who explained and demonstrated all the complex aspects.<\/p>\n<p>Following the pilot office, we fully transitioned the entire IT department of Forex Club to G Suite.<\/p>\n<h2>We are changing the branch network<\/h2>\n<p>\nAfter analyzing the experience of the pilot project, we worked with the IT department of Forex Club to develop a transition plan for the rest of the company. Initially, it was planned that the process would occur in two stages. In the first stage, we intended to train only the most loyal employees of Forex Club who would promote the project in their offices \u2014 helping their colleagues transition to the new platform during the second stage. To select the 'evangelists' in the company, we conducted a survey, the results of which exceeded all expectations: about half of the entire Forex Club responded. This led us to decide not to prolong the process and skip the stage of 'implementation through employees.'<\/p>\n<p>As in the pilot project, we initially migrated the headquarters, where there is a local system administrator \u2014 who helped tackle arising challenges. In each office, training sessions preceded the transition to new tools. Training had to be planned on a flexible schedule that took into account different time zones and work schedules. For example, for the offices in Kazakhstan and China, training sessions had to start at 5 AM Moscow time (by the way, G Suite works great in China, despite everything).<\/p>\n<p>Following the headquarters, the branch network \u2014 about 100 locations \u2014 transitioned to G Suite. The peculiarity of the final stage of the project was that these branches primarily comprised salespeople, who work a lot with spreadsheets. For them, we conducted training sessions for two weeks to help transfer data.<\/p>\n<p>Simultaneously, our specialists worked 'behind the scenes' to support Forex Club itself, as right after the transition to G Suite, the number of requests to technical support predictably increased. The peak of requests coincided with the transition of the branch network, but gradually the number of requests began to decrease. Requests regarding office products and email, software license management, working with <a class=\"wpil_keyword_link\" href=\"https:\/\/prohoster.info\/en\/server\/dts-dusseldorf\/\"   title=\"servers\" data-wpil-keyword-link=\"linked\"  data-wpil-monitor-id=\"3429\">servers<\/a> network equipment, and backup communication channels especially shrank. Thus, the implementation reduced the burden on the first line of support and the back office.<\/p>\n<p>In total, the office transitions took about two months: the work in the headquarters was completed in February 2018, and in March \u2014 throughout the entire branch network.<\/p>\n<h2>Pitfalls<\/h2>\n<p>\n<img decoding=\"async\" alt=\"How we migrated a distributed team of several hundred people to SAAS\" src=\"\/wp-content\/uploads\/2020\/03\/6ec67fa9ee1d47185938979e2ce67381.png\" style=\"display:block;margin: 0 auto;\" \/><br \/>\n<br \/>\nA significant issue was the speed of email migration. It took 1 second to transfer one email from Zimbra to Gmail using IMAP Sync. With around 700 employees working in Forex Club's hundred offices, each with thousands of emails (collectively serving over 2 million clients), we needed to speed up the migration process. Therefore, we used the G Suite Migration Tool, which accelerated the email copying process.\u00a0<\/p>\n<p>There was no need to transfer data from calendars and tasks. Although there were some solutions in the old infrastructure, they were not fully utilized by the employees. For instance, corporate calendars were implemented as a portal on Bitrix, which was inconvenient, leading employees to use their own tools while data transfer was handled by themselves.<\/p>\n<p>Additionally, users were responsible for transferring operational documents (referring only to current work data, as a different solution was used for the company's knowledge base). Here, there were no questions. At some point, an administrative boundary was established \u2014 the responsibility for information stored locally shifted to the users, while the IT department monitored the preservation and security of data on Google Drive.\u00a0<\/p>\n<p>Unfortunately, it wasn't possible to find analogs for all work processes in G Suite. For example, shared mailboxes, which Forex Club employees were accustomed to using, lack filters in Gmail, making it difficult to find a specific email. A similar issue arose with SSO authentication in Google Chat, but we managed to resolve this through a support request to Google.<\/p>\n<p>The main problems users faced were related to the fact that Google services still lack some features found in competitors like Skype or Office 365. Hangouts only allows for calls, Google Chat lacks the quoting feature, and Google Sheets does not support Microsoft Excel macros.<\/p>\n<p>Moreover, Microsoft and Google Cloud products approach spreadsheet editing tools differently. Word files containing tables sometimes opened in Google Docs with formatting errors.<\/p>\n<p>As the team got accustomed to the new infrastructure, some challenges were resolved through alternative approaches. For instance, instead of using macros in spreadsheets, scripts were employed, which the Forex Club staff found even more convenient. However, no suitable alternative was found for the Finance Department of Forex Club, which deals with 1C reports (with scripts and complex formatting). Therefore, they only transitioned to Google Sheets for collaborative work. For other documents, the office suite (Excel) is still in use.\u00a0<\/p>\n<p>Overall, Forex Club retained about 10% of Microsoft Office licenses. For such projects, this is standard practice: a smaller portion of employees utilize advanced features of office suites, so others easily accept the replacement.<\/p>\n<p>It\u2019s worth noting that no major changes were made to the rest of the infrastructure. Forex Club has not abandoned Jira and Confluence, although it implemented Google Keep for operational tasks. To integrate Jira and Confluence with G Suite, we deployed plugins that facilitate quick data transfer. The monitoring system was maintained, along with numerous additional tools: Trello, Teamup, CRM, Metrics, AWS, etc. Naturally, system administrators remain in the branches.<\/p>\n<h2>The Chromebook Experiment<\/h2>\n<p>\nIn search of ways to cut costs, Forex Club considered transitioning everyone to mobile workstations based on Chromebooks. The devices are extremely affordable, and using cloud services made it possible to quickly set up a workspace on them.<\/p>\n<p>We tested mobile workstations with a small group of 25 users from the sales department. Employees in this department had no tasks that would prevent them from working solely through the web, so this migration was supposed to go unnoticed for them. However, the test results revealed that the inexpensive Chromebook hardware was insufficient for the proper functioning of all corporate applications of Forex Club. Additionally, the pricier models that would meet the technical specifications turned out to be comparable in cost to traditional Windows-based laptops. Consequently, the project was abandoned.<\/p>\n<h2>What has changed with the arrival of G Suite?<\/h2>\n<p>\nDespite all the prejudices and distrust, just three months after the training, 80% of employees reported in surveys that G Suite really made their work with documents easier. After the transition, employee mobility increased as they began working more from portable devices:<\/p>\n<p><img decoding=\"async\" alt=\"How we migrated a distributed team of several hundred people to SAAS\" src=\"\/wp-content\/uploads\/2020\/03\/78a449150ebd56f64809f75d16060986.png\" style=\"display:block;margin: 0 auto;\" \/><br \/>\n<i>Mobile device usage statistics from Forex Club<\/i><\/p>\n<p>Google Forms has gained significant popularity. Within departments, it allows for quick surveys that previously required emails, collecting results manually. The transition to Google Chat and Hangouts Meet raised the most questions and complaints due to their generally fewer features, but their use allowed the company to ditch many messengers.<\/p>\n<p>The project's results were articulated by Dmitry Ostroverkhov, with whom we worked: \"The project reduced Forex Club's IT infrastructure costs and simplified its support. A whole layer of tasks related to servicing processes has disappeared, as these issues are handled by Google. Now all services can be configured remotely, managed by a couple of Google administrators, freeing up time and resources for the IT department to focus on other tasks.\"<br \/>\n<br \/>Source: <a content=\"nofollow\" rel=\"nofollow\" href=\"https:\/\/habr.com\/ru\/company\/softline\/blog\/487132\/\">habr.com<\/a> <\/p>","protected":false,"gt_translate_keys":[{"key":"rendered","format":"html"}]},"excerpt":{"rendered":"<p>\u0421\u043e\u0432\u043c\u0435\u0441\u0442\u043d\u0430\u044f \u0440\u0430\u0431\u043e\u0442\u0430 \u2014 \u0431\u043e\u043b\u044c\u043d\u043e\u0435 \u043c\u0435\u0441\u0442\u043e \u0442\u0440\u0430\u0434\u0438\u0446\u0438\u043e\u043d\u043d\u044b\u0445 \u043e\u0444\u0438\u0441\u043d\u044b\u0445 \u0438\u043d\u0441\u0442\u0440\u0443\u043c\u0435\u043d\u0442\u043e\u0432. \u041a\u043e\u0433\u0434\u0430 \u043d\u0430\u0434 \u0444\u0430\u0439\u043b\u043e\u043c \u043e\u0434\u043d\u043e\u0432\u0440\u0435\u043c\u0435\u043d\u043d\u043e \u0440\u0430\u0431\u043e\u0442\u0430\u0435\u0442 \u0434\u0435\u0441\u044f\u0442\u044c \u0447\u0435\u043b\u043e\u0432\u0435\u043a, \u0431\u043e\u043b\u044c\u0448\u0435 \u0432\u0440\u0435\u043c\u0435\u043d\u0438 \u0438 \u0441\u0438\u043b \u0443\u0445\u043e\u0434\u0438\u0442 \u0443\u0436\u0435 \u043d\u0435 \u043d\u0430 \u043f\u0440\u0430\u0432\u043a\u0438, \u0430 \u043d\u0430 \u043f\u043e\u0438\u0441\u043a\u0438 \u0438\u0437\u043c\u0435\u043d\u0435\u043d\u0438\u0439 \u0438 \u0438\u0445 \u0430\u0432\u0442\u043e\u0440\u043e\u0432. \u042d\u0442\u043e \u0443\u0441\u043b\u043e\u0436\u043d\u044f\u0435\u0442\u0441\u044f \u043c\u043d\u043e\u0436\u0435\u0441\u0442\u0432\u043e\u043c \u043f\u0440\u0438\u043b\u043e\u0436\u0435\u043d\u0438\u0439, \u043a\u043e\u0442\u043e\u0440\u044b\u0435 \u043d\u0435 \u0432\u0441\u0435\u0433\u0434\u0430 \u0441\u043e\u0432\u043c\u0435\u0441\u0442\u0438\u043c\u044b. \u041e\u0434\u0438\u043d \u0438\u0437 \u0441\u043f\u043e\u0441\u043e\u0431\u043e\u0432 \u0440\u0435\u0448\u0438\u0442\u044c \u044d\u0442\u0443 \u043f\u0440\u043e\u0431\u043b\u0435\u043c\u0443 \u2014 \u043f\u0435\u0440\u0435\u0439\u0442\u0438 \u043d\u0430 \u043e\u0431\u043b\u0430\u0447\u043d\u044b\u0435 \u043e\u0444\u0438\u0441\u043d\u044b\u0435 \u043f\u0430\u043a\u0435\u0442\u044b. \u0418\u0445 \u043d\u0435 \u0442\u0430\u043a \u043c\u043d\u043e\u0433\u043e, [&hellip;]<\/p>\n","protected":false,"gt_translate_keys":[{"key":"rendered","format":"html"}]},"author":1,"featured_media":74127,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[688],"tags":[],"class_list":["post-74126","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-administrirovanie"],"aioseo_notices":[],"aioseo_head":"\n\t\t<!-- All in One SEO 5.0.2 - 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