JohnsonDiversey: migrating 12,000+ users from Lotus Notes/ Domino to Google Apps in 48 hours

Editor’s note: Brent Hoag is Senior Director, IT for JohnsonDiversey, formed when Johnson Wax Professional acquired DiverseyLever. Its focus is on providing products to commercial businesses for food safety, housekeeping, and industrial cleaning. Throughout its history, the company has been dedicated to leadership in environmental issues, health, and safety. You can read more about the company's work in these areas in the post we shared a few days back.

Please join Brent and members of the Google Enterprise team for a live webcast this Thursday, September 17, at 2:00 p.m. EDT / 11:00 a.m. PDT.

When we first decided to switch to Google Apps from Lotus Notes/Domino, we planned on using a typical IT deployment process. As a global company, JohnsonDiversey (JDI) conducts "go-lives" in its IT environment almost weekly, and therefore we are all old hands at managing rollouts to achieve a smooth technical transition and minimize business disruption.

Given that Google Apps would impact all of our 12,000 global users spread across 168 locations and 70 countries, we made two assumptions. First, we thought a phased migration would be best. We planned to migrate employee data and continue to support our two legacy local email clients at the same time. Second, we’d staff a command center to handle the flood of calls from employees trying to learn the new system.

Both assumptions proved totally wrong.

As we delved deeper into our migration planning and learned from our early adopters, we realized that we would be better off using a big bang approach. One major reason is that getting everyone onto a single system faster reduces the largest pain of having co-existence of two systems for any amount of time.

Google Apps is helping JDI, as a global company, communicate and collaborate better from a single platform. Under our old Lotus Notes/Domino system, even simple tasks like booking meetings were difficult, because employees could not easily see the details of someone's availability, an agenda or other participants. People’s inboxes were also filling up when they were traveling. With Google Apps, we realized we would solve many problems at once (read Part I of our story here).

What did we actually end up doing? We provided Apps to early adopters who became business champions – and ultimately helped others if they ran into issues. We decided to support only the web interface and provided early access prior to go-live to mitigate login issues. We also provided tools for self-service migration and put up a Google Site providing a centralized point of information. We offered global deployment support for the first two days after go-live.

Since deploying, we've received some nice feedback and results:

• one employee told us "this is the first project that IT did for the users rather than to the users"
• our help desk volume has substantially dropped from our legacy steady state call volume and most of the questions are "how-to"
• our department has more time to work on strategic initiatives

You can watch a bit more about our success with Google Apps here:

Moving 12,000 people over to any new solution can be daunting – but it can also be painless. We found that out the easy way. We would be happy to share our experiences with you. Join us for a webinar:

Migrating 12,000+ users from Lotus Notes/ Domino to Google Apps in 48 hours
Thursday, September 17, 2009
2:00 p.m. EDT / 11:00 a.m. PDT

We'll share our story and be happy to answer your questions.

Brent Hoag, Director, IT, JohnsonDiversey

Posted by Serena Satyasai, The Google Apps team

Find customer stories and product information on our resource sites for current users of Microsoft Exchange and Lotus Notes/Domino.