Building Your EXP Migration Taskforce: Who Do You Need To Involve?

You’re almost there. It’s almost time. You’ve finally gotten all the decision-makers to agree on a new employee experience platform (EXP), secured the budget approval, signed the contract, and maybe even settled on a launch date. Great. You’re all set. Right?

Not exactly. It’s going to take a skilled, effective team to pull off this migration. But not to worry! You can do this – if you build the best team for the job.

We like to think of this team as your EXP migration taskforce. Why? You probably already know that ‘migration’ is what it’s called when a company transitions from one solution to another. We call this team a taskforce because you’re assembling a group to work together on a specific task (like an EXP migration) and, once the job is completed, the team will dissolve.

In this article, we’ll explore who needs to be part of your EXP migration taskforce, and share tips for keeping everyone aligned and moving toward your shared goal. Read on to learn how to build the best taskforce for a successful migration so your organization can start reaping the benefits of your new employee experience solution faster, and without getting bogged down by pitfalls and challenges along the way. 

Who should be on your EXP migration taskforce?

Before we dive into a list of roles and functions that we think your taskforce should include, it’s really important to point out that there is no one correct way to build an EXP migration taskforce. What your taskforce looks like will vary depending on the size and structure of your business, as well as the number of external partners you need to involve. The only way to create the best team for your organization is to take your unique needs and resources into consideration. It can be helpful to refer to the migration steps and migration checklist we’ve shared before to determine who the best people are for each task in the process.

HR reps

Whatever you call your frontline HR folks – generalists, coordinators, business partners, etc – you’ll need to tap a number of them to inventory and audit your current content in preparation for migration.

HR managers

Once HR reps have created (in a spreadsheet, say) an inventory of current content, HR managers can help identify opportunities for updates and additions, assign those tasks to HR reps, and oversee completion of those tasks.

IT support

Implementing any new software solution needs guidance from your IT team. Ask your IT leader to assign one or more IT reps who can weigh in on system requirements, security issues, and integrations. (If you’re integrating third-party solutions into your EXP, you might need some support from those folks but generally they don’t actually need to be part of your migration taskforce.)

Internal communications support

A big part of a successful migration relies on educating employees about the change and providing resources and training to help them use the new platform. Working with your internal comms team, you’ll want to create a change management plan and, most likely, you’ll need their help getting the word out.

EXP partner

Last but certainly not least, your new EXP provider will be a big part of your migration taskforce. Likely, you’ll work with a number of different people during the process, including your account executive and other implementation experts. These are the folks who can guide you through the process, and they should be able to answer all your questions and interact with other members of your migration taskforce for a successful rollout.

Tips for successful EXP migration

Keeping your EXP migration taskforce aligned and moving forward is no small feat, especially with internal and external partners involved. Here are some tips for helping your migration evolve smoothly.

• Assign a project manager – Designating a point person to be responsible for project management is one smart way to keep things on track. 
• Use cloud collaboration tools – Ensuring everyone has easy access to the documents and resources needed to perform their specific function and collaborate with others is crucial.
• Enable seamless progress updates – Allow each member of your taskforce to update the status of tasks assigned to them, so everyone can easily see what has and has not been done. (A master spreadsheet or cloud project management tool can make this simple.) 
• Recognize effort and accomplishments along the way – Don’t overlook the value of rewarding taskforce members for their successes or highlighting someone who has gone above and beyond. Showing gratitude often helps fuel motivation. 
• Celebrate a job well done – After migration is complete and your new EXP is live, ensure the whole taskforce has an opportunity to come together and celebrate the collective success, in whatever way makes sense for your organization’s culture.

Building partnerships for better employee experiences

Assembling a skilled EXP migration taskforce is crucial for a seamless transition. By leveraging diverse roles, maintaining clear communication, and celebrating achievements, your team can navigate challenges effectively and unlock the full potential of your new employee experience platform. 

Embrace the journey to success together!