This is covering a real life project I have just completed.
Save money by centralising & consolidating your Domains, Websites & Emails...
Read on for the case study.
I often see companies with IT costs going out all over the place. Normally due to the fact that the business has grown & time passed. I can always identify areas where the IT budget is being wasted and savings can be made.
A strategic way to save money is by centralising onto one hosting provider. Personally I think this gives you the following benefits:
Easier to manage which results in less resource effort (less IT resource spend)
Outgoings from 1 hosting provider (easier to track & manage IT spend)
Ability to move everything to a new supplier if you find a cheaper deal (cost-cutting IT spend)
With everything centralised, that means you are not dependent on one IT support person. You can swap very easily as you control your assets (outsourcing IT support & saving money).
My process is simple, Transition, Transform & continuous Improvement
First, we must transition the services from where they are today into our control. This is take-over-as-is. If you have a current IT supplier this is where I come in and take over without any impact on your business.
Second, we then move into the Transformation phase where we consolidate & centralise everything. This is also where we implement tactical quick wins.
Finally, we enter into a mode of strategic operation that continuously improves the landscape for the business. Technology changes every day and this is where we keep up with it as long as we have a solid business case.
Below I am going to cover a REAL-LIFE case study of a client & my efforts to centralise & consolidate.
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User Study 1 is a business owner who has built up a few companies. The company IT Infrastructure is fragmented and is hosted within different providers.
When I met User Study 1, they didn’t have a clear picture of what was hosted where. I was taking over from another IT provider & needed to extract as much information from the outgoing IT provider as possible before they ended the contract. After this, I needed to just solve the open questions myself.
During this period it became clear that User Study 1 had more domains than we had originally agreed upon. This is a very common situation that I have seen with other clients. This extra work is known as scope creep within IT project management.
The picture below shows that the client was spread across 5 providers. Very hard to manage on your own.
The next issue I encountered was that the outgoing IT provider would not let me have the website templates. This meant that I had to rebuild two of the sites from scratch. It should be noted that 1 of the sites I had to rebuild from scratch was being hosting for free. This actually cost me money! This is even more Scope Creep. Always confirm if building a website is needed.
The final area to cover before we move on the centralisation & consolidating step is setting up the client devices. When you move a website to a new provider, this means that you will normally need to update your email incoming & outgoing server credentials. In this case, User Study 1 & the team were unable to do this and I logged on remotely to configure the workstations.
In this example, I have used a hosting provider called TMD. They have excellent 24X7 support
Step 1, Websites & Email Accounts.
I helped the client sign up for a TMD Cloud Business Hosting account. This is what I suggest for most businesses with low website visits.
Step 2, I started the website & email migrations from the old providers to this new solution. I normally do 1 website & all associated email accounts at a time. When the migration has completed I then need to update the Nameservers so that the domains point to the new website hosting.
Step 3, the website has been running on the new hosting for a couple of weeks I then move the domains to the new providers. If done correctly this can take a couple of hours in my experience. Transfer your domain is a very easy process. Occasionally you might not update Nameservers and update ip addresses.
The picture below shows that the 5 domains, 3 websites and 7 email accounts have been centralised onto 1 provider. A generic top-level domains view.
For completeness I have included a before and after picture for you below. Feel free to reach out to me for more info.
I hope this has been useful for you.
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