Benefits of Moving from Exchange to Google Workspace

Posted by Kevin Verde, Manager, Collaboration and Productivity Solutions

May 18, 2021


If your Exchange system is consuming too much time and attention, it may be time to explore alternatives. Google Workspace provides organizations of all sizes with powerful email, calendar and other productivity tools while reducing administrators’ burden.

Managing an Exchange system often involves a tremendous amount of overhead and possibly sleepless nights. It’s a complex platform and the only way to address potential risks—particularly if Exchange is deployed on-premise—is through careful and skilled administration.

Teacher and student working on computer

But dedicating your IT resources to Exchange management means they aren’t available to focus on your core business, whether that’s developing new products to delight your customers or providing top-tier services to stay a step ahead of your competitors. Today’s dynamic business environment also creates more work for IT, as internal teams try to scale legacy or on-premises platforms up or down to respond to changing market pressures and opportunities.

Rather than spending time keeping the lights on and administering baseline products such as email, IT teams should be proactively helping the enterprise reach its strategic goals and delivering value to users. A cloud alternative to Exchange frees your IT team from administrative headaches and provides a consistent user experience across devices and work environments, even as the platform dynamically adjusts to new business requirements.

Google Workspace is an Easy Fit for Employees

Google is hugely popular across the consumer sphere. It’s likely that many of your employees are already familiar with the interface and could transition from Exchange to Google Workspace without disruption to their normal activities. Because the platform has also become a mainstay among businesses and educational institutions, job candidates—whether they’re recent college graduates or established professionals—will come from a pool of people experienced with Google’s tools.

Training and onboarding time drops when incoming new hires can immediately fit their productivity tools into their workflows, and that’s what happens in Google Workspace where navigation and feature sets are known. Because the technology is designed to get out of the way and let you do what you need to do, even those individuals who are new to the Google environment typically experience a small learning curve.

Administrators Can Focus on More Strategic Issues with Google Workspace

custom-admin-trainingAdministrators want to turn their attention to high-value initiatives, but many are swamped “keeping the lights on”. Google Workspace removes the need for:

  • OS deployments and upgrades
  • Server configuration
  • Security patches
  • Other mundane or recurring manual tasks

Google Workspace manages the bulk of routine activities internally and empowers administrators to automate a number of others. The result is that you retain control over the elements that matter most—managing user settings and configurations, plus meeting the needs of your workforce—and worry less about everything else.

Security Gets a Boost From Cloud-native Services

Attacks targeting Exchange-related vulnerabilities have made headlines lately. Security is a concern for administrators and it’s tough to predict where the next exploit will land. We know that keeping on-prem systems secure is a challenge in today’s quickly changing threat landscape.

The cloud-native architecture of Google Workspace reduces the complexity and time-intensive nature of security management. Your administrators are able to help drive the business forward when they can offload patching, upgrades and other protective measures to the best cybersecurity professionals in the business. Google’s robust security posture means your users are secure and your environment is constantly improving with new features and the latest security tools.

Migration Made Easy

A migration away from Exchange may seem like a daunting prospect but it doesn’t need to be. The broad familiarity of Google’s environment results in minimal training for your users and the intuitive dashboards available in Google Workspace enable administrators to quickly understand how to manage and maintain their new environment.

Two colleagues working in a busy call centre office.Onix brings deep experience helping customers adopt leading-edge solutions, and our migration methodology has been fine-tuned and proven across enterprises of every size and complexity. Our experts have executed over 2 million email migrations of individual accounts from a variety of popular platforms, including Exchange, Office 365, Lotus Notes and others. We know how to avoid disruptions to your operations and make your transition to Google Workspace as swift and seamless as possible.

As a Google Workspace partner, our team also provides change management support to provide your users with the knowledge to reap the benefits of Workspace’s features and functionalities. We’ve created a comprehensive training program that includes communications to help users understand the process, a train-the-trainer approach to support remote work arrangements and a variety of user experience levels, asynchronous training and on-demand videos for refreshers. And we don’t just focus on the technology side of the migration—we also work to help smooth out changes across your organization to ensure your workflows and processes continue to be optimized and efficient.

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Kevin Verde, Manager, Collaboration and Productivity Solutions

As a Manager for Onix's Collaboration and Productivity Solutions, Kevin serves as a cloud evangelist by promoting better ways to work both in a brick-and-mortar office and remotely using cloud collaboration tools. He boasts a dual US/EU citizenship and spent four years of his career living and working in Madrid. He also is an advisor for House of Genius ( a non-profit think tank that supports entrepreneurship around the world.

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