Case
Municipalities of Súdwest-Fryslân and Harlingen: organisation-wide migration to Exchange Online
A carefully guided migration within a broader programme to renew the digital workplace
The municipalities of Súdwest-Fryslân and Harlingen were working on a new digital workplace. Within that programme, the migration to Exchange Online was guided with a strong focus on communication, organisational readiness and employee support.
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Context
In 2024, the municipalities of Súdwest-Fryslân and Harlingen were developing their digital workplace within the De Digitale WerkPlek programme. The goal was a modern, future-proof working environment for all employees of both municipalities.
The migration to Exchange Online was one of the sub-projects within that broader programme. Although technically it was an email migration, the switch had a direct impact on employees' daily work. That made good guidance and communication essential.
The challenge
An organisation-wide migration to Exchange Online involves more than a technical switch. The specific challenges in this programme:
Our approach
The approach was explicitly focused on the human side of the migration. Technology was not central; the question was how employees could best be prepared and supported.
In practice, the work covered communication to employees, alignment with the organisation on planning and expectations, and coordination of support during the migration itself. Floorwalking was an important element: a visible presence on the work floor to answer questions directly and help employees with practical issues.
The solution
The result was a carefully guided migration to Exchange Online, embedded in the broader programme for the new digital workplace. Employees were not only informed about the change, but also actively supported during the transition itself.
The combination of floorwalking, clear communication and thorough planning contributed to a migration that was manageable and user-focused. The solution landed not only technically, but also organisationally in the right way.
Outcomes
A better prepared organisation
Employees knew in advance what the migration involved and what was expected of them.
Calm during the migration
Clear planning and communication ensured a controlled and predictable transition.
Accessible support
Through floorwalking and direct guidance, employees received help when they needed it.
A smooth transition
The migration to Exchange Online proceeded without major disruption to daily work.
Project and users aligned
The bridge between project goals and employees' daily practice held throughout the programme.
Fit with the broader programme
The migration approach connected seamlessly with the ambition of a fully renewed digital workplace.
Technology only lands when people are brought along
A successful migration to Exchange Online is not only about technically moving mailboxes. It is about clear communication, visible support and an approach that fits daily practice. Only when employees are well prepared and guided does a migration deliver the value expected of it.
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