Table of Contents
Introduction
Switching from one email system to another is stressful for most small and medium businesses. The fear of losing old emails, downtime, or confusing employees often delays this important decision.
At ManagedInbox, based in Erandwane, Pune, we specialize in making these transitions smooth. Here’s a real case study of how we helped a Pune SMB migrate to Google Workspace seamlessly — without losing a single email.
The Client
Our client, a consulting firm in Shivajinagar, Pune, had 22 employees. They used a mix of free Gmail IDs and a local email server.
The problems they faced:
- Employees had multiple accounts, causing confusion.
- Important client proposals sometimes went missing.
- Security was weak, with no SPF, DKIM, or DMARC setup.
- The owner wasted hours handling email issues.
They knew it was time to move to Google Workspace but were worried about migration challenges.
The Challenges
The business owner listed 3 main concerns:
- Losing old data → They had 5+ years of client communication stored across accounts
- Downtime → They couldn’t afford even a few hours without email.
- Employee training → Staff were used to Gmail and Outlook and feared change.
Our Approach as a Consultant
1. Audit and Planning
We began with a detailed audit of their current email setup. We mapped every account, checked storage, and identified potential risks.
2. Backup
Before migration, we created a full backup of all accounts to ensure nothing would be lost.
3. Migration Execution
We migrated their data to Google Workspace in three phases:
- Test migration with a few accounts
- Bulk migration during off-hours (overnight and weekend)
- Final sync and verification
4. DNS and Security Setup
We configured SPF, DKIM, and DMARC for the domain to improve deliverability and protect against spam.
5. Training and Support
On Monday morning, we conducted a short training session at their office. Employees learned how to use Gmail, Drive, and Meet for better collaboration.
The Results
Zero Data Loss
Every single email, contact, and calendar event was migrated successfully.
No Downtime
Employees continued working during the week, and the cutover happened overnight.
Better Security
With proper DNS records and 2FA, their domain became more secure.
Improved Productivity
Staff loved using Drive and Chat for collaboration instead of endless email chains.
Happier Owner
The business owner no longer had to worry about admin tasks — we took over with our Managed Workspace Support Service.
Client Feedback
“We were very nervous about migration, but the ManagedInbox team made it simple. No emails were lost, and our employees adapted quickly. Having local support in Pune gave us confidence throughout the process.”
— Director, Consulting Firm, Shivajinagar Pune
Why This Case Study Matters for Pune SMBs
Many SMBs in Pune hesitate to migrate because of fear. This story proves that with the right consultant:
- Migration can be stress-free
- Data can be preserved
- Employees can adapt easily
- Local support ensures confidence
Conclusion
Migrating to Google Workspace doesn’t have to be complicated. With the right planning and local consultant support, it can be smooth, secure, and even exciting for your team.
If your business in Pune still struggles with outdated email systems or free accounts, it’s time to upgrade
Don’t risk data loss with DIY migration. Contact our Erandwane, Pune team today and let us handle your migration professionally.
Book a Free Consultation