Moving to the cloud promises better efficiency, scalability, and cost savings – yet for growing businesses, the transition isn’t always smooth sailing. Many businesses reach this point because their current systems are becoming expensive and difficult to maintain. Server replacements, software updates, and constant maintenance drain both time and money. Cloud migration offers a way out of this cycle – but only if it’s done right.
Here are some of the common pitfalls we’ve encountered helping Australian businesses migrate to the cloud, and more importantly, how to avoid them.
When you’re running a busy operation, it’s tempting to rush straight into a cloud migration, especially if you’ve got staff crying out for better systems. Yet treating migration as a purely technical exercise almost always leads to headaches down the track.
One unfortunate situation that we sometimes see is companies attempting to migrate to SharePoint without sufficient planning. Rushing the migration process without comprehensive preparation often leads to a host of operational disruptions and complex technical challenges, including:
These experiences underscore the substantial risks inherent in accelerated migration strategies that prioritise speed over systematic, thoughtful implementation. The consequences highlight the critical importance of comprehensive planning, technical assessment, and strategic data mapping in successful SharePoint migrations.
A more successful approach is to start with a clear plan that puts your business needs first. You don’t need a complex strategy—just a clear understanding of what your team needs to work efficiently, and a staged approach that won’t overwhelm your staff.
For mid-sized businesses, unexpected costs can hit hard. A Cloud migration isn’t just about the upfront project costs or monthly subscription fees – you need to consider staff training, potential network upgrades, and hidden setup costs.
A successful approach that we recommend is to start with a pilot program. Many businesses begin by moving just their email to the cloud first. This helps to provide a clear understanding of the real costs and challenges involved before committing to a full migration. From there, you can plan your full Microsoft 365 rollout in stages that match your cashflow and team’s capacity to adapt.
In a business where everyone knows each other, change management might seem unnecessary. But successful migrations depend on proper preparation and communication. Your team needs to understand what’s changing and why it matters to their daily work.
A proven approach is identifying two or three naturally tech-savvy staff members to become your migration champions. Give these team members early access to test new systems and help their colleagues adapt. This peer-to-peer support often makes the difference between resistance and enthusiasm.
Many business owners assume moving to the cloud automatically makes everything secure. While platforms like Microsoft 365 are indeed secure by design, they still need proper setup and management to meet your unique needs.
The best approach here is to start with the fundamentals: strong passwords and Multi-Factor Authentication for everyone. Then focus on basic data protection policies – like preventing accidental external file sharing. You don’t need enterprise-grade security from day one, but you do need the basics done right.
Data security in the cloud requires ongoing attention. Key areas to focus on include:
The goal isn’t to lock everything down but to find the right balance between security and usability for your business.
When your whole team relies on cloud systems to work, any disruption hits hard. A recent example involved a client that faced challenges when two SharePoint libraries were deleted, without an adequate disaster recovery system in place. Although the data was restored, it no longer had the original file permissions or structure. This took several days to fix, reducing team productivity and requiring one resource to be fully dedicated to resolving the issue.
A smart approach to business continuity is setting up automated backups from day one and regularly testing your recovery process. Schedule data migrations during quiet periods and always have a way to quickly revert changes if needed.
Your business continuity plan should cover three key scenarios:
Remember that cloud systems, while highly reliable, aren’t immune to disruption. The key is being prepared without being paranoid.
Cloud migration doesn’t need to be overwhelming. With the right planning and support, businesses your size can transition smoothly and start enjoying the benefits sooner. The key is working with a partner who understands the practical challenges of moving a mid-sized business to the cloud.
Your Cloud Migration Checklist:
1. Document your current systems and what needs to move
2. Set a realistic budget and timeline
3. Plan your security essentials
4. Train your team
5. Test and verify backups
Ready to explore how cloud migration could work for your business? Our team has helped numerous businesses your size successfully transition to the cloud. Contact Grassroots IT today for a practical, no-obligation discussion about your needs.
You’ve probably heard the phrase “if it ain’t broke, don’t fix it” – but when it comes to your business technology, this mindset can lead to serious problems. Let me explain why.
Every technology change in your business carries some level of risk, whether it’s updating software, adding new hardware, or tweaking system settings. The key is understanding which changes need formal oversight and which can proceed through standard processes.
At Grassroots IT we assess the risk of any technology change by looking at two key factors. First, what would happen if something went wrong? We consider how many users would be affected, whether it would stop critical business processes, and how long recovery might take.
Second, we evaluate the likelihood of issues arising based on the complexity of the change, whether it’s been done before, and any known compatibility concerns.
Most low-risk changes can proceed through normal support channels. Updating a single user’s monitor or installing standard software updates are routine, well-understood, and easily reversed if needed, and generally don’t need to go through the formal change control process.
But when either the impact or likelihood of issues increases, that’s when formal change control becomes crucial. Think of changes like:
For significant changes, we bring together the Change Advisory Board – think of it as your technology brains trust. This group can typically include key stakeholders from your business, our technical experts who understand your systems, and project managers and team leaders who can coordinate the work. Their job is to review proposed changes, challenge assumptions, identify risks that might have been missed, and ensure the change plan is solid. It’s like an insurance policy against expensive mistakes.
Sometimes we need to act fast – like when there’s a critical security patch for an active threat. For these situations, we have streamlined emergency procedures that allow rapid response while maintaining basic control measures. We always follow up with a thorough review to ensure everything went well and to document lessons learned for future reference.
Our change control process follows these key steps:
We begin by documenting exactly what needs to change and why. This includes identifying systems affected, expected benefits, and potential business impacts. Importantly, we also develop a roll-back plan, which is crucial for reverting any changes if unforeseen issues arise during implementation. Clear documentation here prevents misunderstandings later.
Our team evaluates the potential risks and complexity of the proposed change. We consider factors like service disruption, data integrity, security implications, and resource requirements. This helps determine the level of control needed.
The change is reviewed by appropriate stakeholders – from technical specialists to business leaders, depending on the impact. High-risk changes go through our Change Advisory Board for additional scrutiny.
The change is carried out according to the approved plan, typically during predetermined maintenance windows to minimise business disruption. We maintain constant communication throughout this phase.
We thoroughly check that the change achieved its objectives and didn’t cause any unexpected issues. This includes testing affected systems and gathering feedback from users.
Finally, we update our system records and document any lessons learned. This builds our knowledge base for future changes and maintains a clear audit trail.
Good change control isn’t about bureaucracy – it’s about protection and business value. Changes are planned and communicated in advance, minimising surprises. Work happens outside core business hours when needed, reducing disruption. Everyone knows who’s doing what and when, providing clear accountability. And if something does go wrong, we can quickly restore things to normal.
Smart businesses understand that change control is essential for protecting operations while enabling progress. By matching the level of control to the level of risk, and maintaining streamlined procedures for urgent situations, you get the best of both worlds: careful control when possible, rapid response when needed.
Technology changes are inevitable. The question isn’t whether to manage them, but how well you’ll manage them. A robust change control process helps ensure those changes drive your business forward rather than hold it back.
Grassroots IT, a leading provider of managed IT services, is proud to announce its recent achievement of three prestigious ISO certifications: ISO 9001, ISO 14001, and ISO 27001. This triple certification demonstrates our unwavering commitment to quality management, environmental responsibility, and information security.
Established in 2005, Grassroots IT delivers and supports Cloud, Cybersecurity, and Data & Automation solutions for small and mid-sized organisations. With a focus on collaborative partnerships and a people-first approach, we work as an extension of your team to deliver reliable, strategic IT solutions that drive business growth.
Technology is an integral part of how non-profit organisations operate, communicate, and deliver their missions. However, the adoption of new technologies isn’t always smooth sailing. Many non-profits face a significant challenge: the digital divide among their stakeholders. This divide can exist between staff members, volunteers, and even beneficiaries, potentially hindering the organisation’s efficiency and impact.
But with the right strategies, your non-profit can bridge this digital divide and ensure that everyone in your organisation can benefit from technological advancements. Let’s dive into some practical approaches to make technology adoption more inclusive and effective.
First, let’s get clear on what we mean by the “digital divide.” In the context of non-profits, it refers to the gap between those who have the skills and confidence to use digital technologies effectively and those who don’t. This divide can stem from various factors:
The impact of this divide can be significant. It can lead to communication breakdowns, inefficiencies in program delivery, and even frustration among team members. Ultimately, it can hinder your organisation’s ability to fully leverage technology to further its mission.
Surprisingly, one counter-intuitive observation from many years of working with non-profits is that the younger generation, although often extremely proficient with mobile apps, can sometimes struggle with using software on a computer. A clear demonstration of the impact of prior exposure to certain technologies and not others.
Before you can bridge the divide, you need to understand where it exists in your organisation. Here’s how to get started:
Remember, the goal isn’t to judge or criticise, but to understand where support is needed most.
Once you’ve identified the gaps, it’s time to fill them. A clear training strategy is key:
• In-person workshops for hands-on learners
• Video tutorials for visual learners
• Written guides for those who prefer to read at their own pace
• Peer-to-peer sessions where team members can learn from each other
Choosing the right tools can make a big difference in adoption rates:
Creating the right environment is crucial for successful technology adoption:
Sometimes the divide isn’t just about skills, but access:
One size doesn’t fit all when it comes to technology adoption:
Keep track of how your efforts are paying off:
Bridging the digital divide in your non-profit is an ongoing process, but it’s one that can dramatically improve your organisation’s effectiveness and impact. By understanding your team’s needs, providing comprehensive support, choosing the right tools, and fostering a culture of learning, you can ensure that everyone in your organisation can benefit from the power of technology.
Remember, the goal isn’t to turn everyone into tech experts overnight. It’s about ensuring that technology enhances, rather than hinders, your team’s ability to carry out your mission. With patience, persistence, and the right strategies, you can create a more inclusive and technologically empowered non-profit.
With Windows 10 going end-of-life in October 2025, many businesses are already considering their next steps. While your current setup might be working just fine, it’s important to start planning for the future. Let’s explore what the transition to Windows 11 means for your organisation and how to approach it sensibly.
You might be wondering, “If it ain’t broke, why fix it?” It’s a fair question. However, there are a few key reasons to start thinking about retiring older computers in favour of Windows 11.
While not revolutionary, Windows 11 does offer some improvements. These include a cleaner, more modern interface, improved multitasking capabilities, and new features such as the ability to run Android apps. However, it’s important to acknowledge that these changes may not be significant enough to justify an immediate upgrade for all businesses.
Before making any moves, it’s crucial to understand your current IT environment to ensure that there won’t be any nasty surprises along the way, such as important software applications that aren’t compatible with Windows 11. Consider the following:
With the end-of-support date of October 2025 in mind, create a realistic timeline for your transition. For many organisations the transition to Windows 11 will entail retiring older computers and replacing them with new computers running Windows 11, rather than installing the newer operating system on older, slower hardware.
When developing a timeline consider:
Change can be challenging, but good communication can ease the process. Educate your team about the benefits of Windows 11 and involve them in the planning process. Address any concerns they may have and provide training on new features and changes to the interface.
While there’s no need to rush into Windows 11 at this stage, it’s wise to start planning your transition strategy now. By taking a proactive approach, you can ensure a smooth upgrade process and avoid the security risks of running an unsupported operating system.
Remember, every organisation’s needs are unique. If you’re unsure about how to approach this transition or have concerns about compatibility with your current systems, don’t hesitate to reach out to Grassroots IT for assistance. We can provide tailored advice and support to ensure your transition is as smooth and beneficial as possible.
Stay proactive, stay secure, and let’s navigate this transition together.
Technology plays a pivotal role in driving success for organisations. However, managing technological change while maintaining IT systems can present a significant challenge for businesses.
An essential aspect of IT infrastructure management is formulating a strategy to replace outdated hardware before it becomes obsolete or unsupported. Adopting this proactive stance helps keep your systems current, secure, and able to meet your business requirements.
Developing an effective hardware refresh plan is crucial. Let’s explore key strategies to build a refresh plan that will help keep your business moving forward.
Imagine these scenarios:
Without proper planning, these situations can lead to:
By proactively planning your hardware refreshes, you can mitigate these risks and ensure your team always has the tools they need to work efficiently and securely
Developing a robust IT hardware refresh strategy requires a systematic approach that aligns with your business objectives and operational needs.
The following strategies are designed to ensure your technology remains up to date, while also enhancing performance and security throughout your organisation. An effective hardware refresh strategy will consider the following approaches:
This approach involves scheduling the replacement of a specified number of computers at regular intervals, such as every 36 months. This not only helps manage capital expenditures more effectively but also ensures that your technology remains current, reducing the risk of outdated and problematic equipment.
The key is to work closely with your IT collaborators to weigh the pros and cons of each approach and build a strategy customised to your business needs and budget. By investing the time upfront to create a proactive IT plan, you will be able to provide your team with the up-to-date, secure, and reliable computing equipment they need – without breaking the bank. This creates a win-win scenario for businesses aiming to future-proof their company’s technological foundation.
An effective IT hardware strategy requires keeping a detailed hardware register. This register should track the following data:
By diligently cataloguing all equipment, the hardware register serves as an invaluable log, facilitating informed decision-making regarding replacements and upgrades.
Adopting a proactive strategy for maintaining a hardware register offers several benefits:
Related: The Hidden Costs of Aging Technology Infrastructure
Effective IT hardware lifecycle management is essential for businesses striving to stay competitive and secure in today’s digital landscape. By adopting a strategic approach that includes maintaining a detailed hardware register, utilizing management tools and applications, and considering flexible procurement options like leasing, companies can optimize their IT infrastructure, reduce financial burdens, and remain adaptable to changing demands.
This proactive strategy not only enhances operational efficiency but also strengthens overall business resilience. By anticipating needs, planning for upgrades, and staying ahead of end-of-life cycles, organisations can transform IT from a potential liability into a powerful asset for business success.
A robust lifecycle management strategy fosters improvement and innovation, positioning your business to thrive in today’s competitive environment. Contact our team today to learn how we can help you devise and implement an IT hardware refresh strategy.
At the heart of every successful enterprise lies the customer journey, and to genuinely boost customer engagement, it’s essential to identify and address pain points to make this journey as seamless as possible. This process requires a deep understanding of the customer journey and an ability to anticipate potential bottlenecks.
The strategic application of technology in this process is crucial for delivering exceptional customer experiences. By optimising business operations and facilitating seamless interactions, the right technology can give your business a substantial competitive edge.
There are numerous pathways for businesses to enrich customer interactions, two of which have become particularly attractive due to recent advances, namely Artificial Intelligence (AI) and Business Process Automation (BPA).
AI is a game-changing technology that can help businesses tackle various customer experience challenges. It enables personalised messaging, intelligent decision-making in real-time, and predictive analytics for anticipating customer needs.
Some key opportunities include:
BPA involves automating business processes to streamline operations, reduce errors and improve efficiency. It is a valuable tool for businesses looking to enhance the customer experience by improving internal processes.
Some key opportunities include:
To streamline the experience for their internal clients, the IT team at a large non-profit organisation leveraged SharePoint, Power Automate and Entra ID to automate the creation of user accounts for new employees.
This solution not only reduced the time required to provision a new user it also improved the quality and consistency of the end-result, reducing the number of follow-up interactions required for the new employee to be fully provisioned.
During the Covid-19 Pandemic, many companies’ customer contact centres faced overwhelming challenges due to shutdowns and resource constraints.
To address this, a Financial Firm worked with a Microsoft engineer to implement Azure Bot Service, hosted on a customer – facing website. These bots were designed to handle routine inquiries and processes, thereby freeing call centre capacity. By automating self-service interactions, contact centres could refocus staff on more complex enquiries, improving overall efficiency and customer experience.
An engineering firm specialising in large-scale infrastructure projects faced several challenges related to project management and their legacy project management platform. Existing spreadsheet-based processes were no longer able to cope with the complexity and volume of client projects.
To tackle these challenges, the Grassroots IT team leveraged the Microsoft Power Platform to provide users with enhanced functionality around project reporting and bid tracking. This strategic application of Business Process Automation streamlined project management and improved communication channels, resulting in reduced project delays and increased client satisfaction.
When evaluating and implementing new technologies within a business setting it is critical to ensure that investments enhance capabilities and align with long-term goals. Our tip: This should involve a multi-step approach, starting with three important tasks:
Below are key considerations and steps organisations should undertake in this process:
Related: The Benefits of Automating Business Processes (and how to spot opportunities)
Advancements in technology such as AI and BPA offer numerous opportunities to enhance the customer experience. From automating routine tasks to providing personalised recommendations, these technologies can significantly improve efficiency, reduce costs, and foster loyalty among customers.
However, it is crucial for organisations to carefully evaluate and select the right technologies that align with their long-term goals and provide adequate training and support for employees to fully utilise them. By implementing these technologies effectively, businesses can not only improve the customer experience but also gain a competitive advantage.
Grassroots IT offer a range of services to improve business operations to fortify the customer journey. Contact our friendly team today to talk about your IT strategy and improved customer interactions.
As business leaders, it is easy to get caught up in our day-to-day operations while overlooking the bigger technology picture. However, relying on outdated hardware and software can lead to unforeseen expenses that affect profits, productivity, and reputation.
Effective management of technology lifecycles is important to minimise risks and support growth. Regularly evaluating your existing IT infrastructure in line with your IT investment and broader strategy is essential.
Additionally, understanding the need to craft a persuasive business rationale for technology investment is important for future prosperity. Effectively communicating the advantages, making precise forecasts on returns, and rallying support for essential upgrades to your technological framework are key steps toward unincumbered growth.
Using outdated systems puts your business at a disadvantage compared to competitors and exposes it to risks. The primary dangers associated with sticking to ageing IT infrastructure range from heightened vulnerability to cyber-attacks and system failures, reduced efficiency, and diminished customer satisfaction.
Recognising these obstacles is the first initial step toward driving your business forward with effective solutions. Let us clarify these inefficiencies in more detail:
During a recent meeting with our client, an early childhood provider, we observed that many of its devices were ageing and out of warranty. Some of these devices date back to 2016 models, which means they no longer meet the minimum requirements for upgrading to the next Windows operating system. The technology has also become unfit for the school’s current working strategy.
This situation highlights the importance of proactively managing technology lifecycles to prevent potential disruptions and increased costs. The current plan is to shift to a more agile tech format that is less resource-intensive for the school’s IT needs.
Effective technology lifecycle management is crucial for maintaining a competitive edge and achieving operational efficiency. By managing the lifecycle of your technology assets—from procurement to retirement—you ensure that your business remains agile, secure, and ahead of the curve.
Below are IT strategies for lifecycle management that not only mitigate risks but also optimise your technology investments for sustained growth and innovation.
Executing tangible lifecycle strategies will allow businesses to significantly mitigate the adverse effects of ageing technology. This focused approach reduces security risks and operational inefficiencies, fostering a culture of continuous improvement and innovation.
Related: The Importance of having a Technology Roadmap for Your Business
Crafting a compelling business case for technology investment is vital to ensure your company’s ongoing success. It is important to clearly articulate the benefits, accurately predict the returns, and garner support for the necessary updates to your IT infrastructure. Below are key factors and actions to advocate for technology upgrades to senior management:
By focusing on these areas, you will be better positioned to secure the necessary backing required for your technology investments. This, in turn, will enable you to make well-informed decisions that contribute to future growth and resilience.
Neglecting your business’s technology infrastructure can have far-reaching consequences that impact your bottom line.
By recognising the risks of ageing hardware and software, prioritising lifecycle management, and building a strong business case for important upgrades, you can proactively address potential issues and ensure your technology supports your business’s success.
Do not wait until outdated systems cause major disruptions – act today to assess your IT infrastructure and invest in the technology your business needs to thrive.
Technology plays a crucial role in the success of any organisation. However, many businesses struggle with the implementation of an effective and ongoing technology strategy. The solution? A comprehensive technology roadmap!
But why is a roadmap so vital? A technology roadmap is the link between your IT strategy and the successful execution of that strategy. It’s where the rubber hits the road with practical, prioritised actions to bring your strategy to life. A technology roadmap is essential for businesses aiming to thrive and grow. By remaining competitive, fostering productivity, and ensuring robust support for future endeavours, a well-crafted roadmap paves the way for success.
It’s important to understand the tangible benefits a technology roadmap brings to an organisation. A well-crafted roadmap not only guides a company through its current technology landscape but also steers it towards future growth and innovation. In the following section, we’ll explore the significant advantages of developing and maintaining a technology roadmap for your business.
A technology roadmap is a strategic plan that outlines how technology will be applied to support and enhance your business strategy over a specific period. It serves as a planning tool to communicate a clear IT strategy throughout your organisation. Some crucial components in the development of your roadmap include:
By incorporating these key components into your technology roadmap, your business can ensure that its technology investments are strategic, targeted, and aligned with long-term business goals.
When developing a technology roadmap in collaboration with IT partners, it’s essential to ensure a smooth and effective planning process. Here are some tips for working alongside your IT partners to craft an effective technology roadmap:
By following these tips, businesses can effectively collaborate with IT partners to develop an effective strategy that not only meets their current technology needs but also positions them for future growth and innovation!
Having a well-defined technology roadmap is essential for any business looking to stay competitive and achieve its goals. By aligning your technology initiatives with your business objectives, prioritising projects, and working closely with a trusted IT partner, you can develop a roadmap that supports long-term success. Additionally, it will also optimise your:
Remember to regularly review and update your plan to ensure that you stay on track and adapt to any changes in your industry or business environment. Lastly, effective collaboration with IT partners during the development of this roadmap ensures that technology initiatives remain relevant and adaptable.
These initiatives should meet current needs while also being flexible enough to accommodate future shifts. Ultimately, a technology roadmap serves as an invaluable tool for businesses seeking to fully harness technology’s potential to drive growth, innovation, and long-term success! Contact our friendly team today to discover how we can help you devise and implement a robust roadmap for your business.
At Grassroots IT our mission is to help our clients drive meaningful change through the effective, strategic use of technology. A key part of this is understanding our client’s IT budgets and helping them to get the most bang for their buck while avoiding some common IT investment mistakes.
IT may be an essential and unavoidable cost of doing business, but with appropriate planning, your IT budget can help drive your business forward rather than simply maintaining the status quo. To achieve this however appropriate thought and planning must be devoted to IT investment decisions so as to avoid these common mistakes.
One of the biggest mistakes that we see organisations make is investing in IT solutions without proper consideration of how those investments align with their business goals. The role of IT in any organisation is to support the overall business strategy, and with a limited IT budget, every dollar must be spent to directly impact that result in a positive way.
A clearly articulated IT Strategy aligned with the overall business goals and financial strategy is a must-have for any organisation and will help to ensure that all IT investments are made with a clear understanding of how they will contribute to achieving the desired business outcomes.
Some potential areas of IT spending that tend to align strongly with business outcomes can include:
Related: Three Crucial Elements for your IT Strategy
Another mistake that we see is failing to implement proper change management processes when adopting new technology. For IT investments to be successful, employees need to understand why the investment is being made and how it will benefit them. This requires clear communication and training, as well as providing appropriate support during the transition.
Too many organisations will implement new technology without properly preparing their staff, leading to resistance and low adoption rates. This can result in wasted investment, lost productivity and a lack of return on the IT spend.
How do you avoid this mistake? Adopt a mindset of taking your team on the journey with you. Explain why the new technology is being implemented, consult with key stakeholders when designing the solution, and provide staff with training and support on the new system so that they can become comfortable and productive as quickly as possible. The more buy-in employees have along the way, the more likely the IT investment will be successful.
With change comes opportunity, yet too many organisations fail to see the potential of new technologies and ways of working, even after implementation! It’s not uncommon for an organisation to adopt a new technology without fully reviewing its work practices to take the best advantage of the new platform. Although this may feel safe and comfortable, it risks leaving significant value on the table.
One common example that we see is organisations that adopt the Microsoft 365 platform yet continue to use apps such as Zoom and Dropbox despite these same features being not only available but better integrated within Microsoft 365. Through a simple process of training staff on these Microsoft 365 features and updating business processes, not only would the business save money on app subscriptions, but users would have a more streamlined and productive experience.
So how do you avoid this mistake? Regularly review your work processes and practices after implementing a new technology. See how you can streamline workflows and improve efficiency by utilizing the full capabilities of the new platform. This may also involve training staff on these new features so that they are aware of all the tools at their disposal and can help identify opportunities for new and improved ways of working.
Every organisation invests in its IT systems, but not all organisations focus on maximising the ROI of that IT investment. By avoiding these common IT investment mistakes, you can be confident that your IT budget will deliver maximum bang-for-buck.
If you would like to speak with us about maximising the ROI of your IT budget, contact us today.
Grassroots IT is a managed service provider, specialising in Microsoft solutions. Our extensive IT expertise stems from our experience in collaborating with diverse clients across an array of industries and organisational levels.