Vendor Migration Playbook

Description

Vendor and tool migrations rarely fail on the big, obvious step — the export, or the new tool’s setup. They fail in the gaps around it: data that didn’t carry over cleanly and nobody checked, a team that got cut over without warning, a rollback that should have happened but didn’t because nobody had defined what would trigger one.

The Vendor Migration Playbook covers exactly those gaps, in four parts:

• Data Migration Checkpoints — defined moments to verify data actually made it across intact, before you’re too far in to easily undo it
• Team Communication Timing — who needs to know what, and by when, so cutover doesn’t surprise anyone who depends on the system
• Parallel-Run Periods — running old and new side by side long enough to catch what a one-time export can’t show you
• Rollback Triggers — deciding in advance what would make you reverse course, so that call doesn’t get made under pressure once time and money are already sunk

What’s included:

• A worksheet for each phase, ready to copy into your own doc or spreadsheet tool
• A full worked example — migrating support ticketing platforms — carried through all four phases
• Common-mistakes call-outs pulled from what actually goes wrong the first time teams run a migration this way

Who it’s for: Anyone switching a vendor, SaaS tool, or core system that other people depend on — a support platform, a billing provider, a CRM, an internal ops tool. Built for migrations run by a small team, not a dedicated migration project office.

Delivered as a 12-page PDF document (.pdf).