Problem: Duplicate Tools Suites
We’d like to think that all of our employees are working together on the same tools. In reality most companies are just many small companies connected together. Even the smallest of companies can become siloed with loosely connected products. If we’re lucky, they’ll all be the same tool but how they’re used can vary from department to department. Reinventing the wheel with different processes and procedures for the same job.
Sub-Problem: People with the same job function are not interchangable in the same company.
Because of this, Merging or Consolidating Solutions must consider more than just merging all the teams together. For tools like Jira, Confluence, Bitbucket, Bamboo, Jenkins, etc. we need to consolidate and standardize workflows, automations, testing, etc and THEN merge these instances into one common instance. In standardizing this way, we can also take advantage of other benefits like fewer infrastructure resources, Single Sign-On, and Cross-Team resource utilization, saving money in the process.
Read our Use Case Stories about the International company who used different tools that couldn’t talk to each other and other companies whose departments reinvented the same wheel so many times they had twice as many licenses than they had employees in the whole company!
Solution: Merging Instances and Processes
Sometimes having all your eggs in one basket is the best solution. Especially if that basket has redundancy, High Availability, and Standardized processes built in.
- Assess all the team to find all that use the same tool(s).
- Identify which instance has the most vetted and procedurally compliant processes (workflows, automations, notifications, etc.). This is your “one basket”.
- Identify those instances with the largest differences and least compliant processes and begin changes to bring them in line.
These instances will take the longest to change, which is why you start them soonest.
- Modify processes in all other instances that are to be moved to the “one basket”.
This step is often skipped, which means not only does this make migrating the data almost impossible, due to different custom fields, etc., but also requires its users to learn a new process over night.
- Plan and implement hardware and software upgrades necessary to support the migration/consolidation.
- As each instance comes into compliance begin test migrations of their data to Sandbox instances and perform verification/UAT testing.
- Schedule and execute each instance migration. When your employees come into work on Monday, they just log into a new server and pick up where they left off Friday.
Stories from the front lines