Projects & migrations
Projects & migrations — a known scope, clear phases and no surprises.
Some IT work doesn’t fit into day-to-day support: moving to Microsoft 365, replacing every computer, opening a new office, rebuilding after a security incident. Those need a plan, a defined scope and someone accountable for finishing them. We run projects with a written statement of work, clear phases, agreed acceptance criteria and regular progress reports, so you always know what’s done, what’s next and what it costs. When the project ends, you get documentation you keep.
The result
Projects finished on a known scope, with documentation you keep.
Who it's for
Projects suit businesses and practices facing a one-time change that’s too important to do half-way — whether or not you use us for ongoing managed IT. Many clients start with a project, see how we work, and continue from there; others have an internal IT person and bring us in for a specific piece of work.
If you’ve had a project go sideways before — a migration that lost email, an office move where the phones didn’t work on day one, a contractor who disappeared before finishing — our approach is designed specifically to avoid that: scope written down, risks identified up front, and a rollback plan for anything that could go wrong.
- Moving email and files to Microsoft 365 from Google Workspace, an old host or another tenant
- Replacing Windows 10 computers with Windows 11 devices
- Office moves, build-outs and new locations
- Network and Wi-Fi rebuilds
- Secure rebuilds after ransomware or an account compromise
- Merging two practices or firms into one Microsoft 365 environment
What's included
Written statement of work
Before work starts, you get a statement of work that sets out the goal, what’s in scope and what isn’t, the phases, deliverables, assumptions, risks and cost. No vague “we’ll sort it out.”
Phased plan with acceptance criteria
Each phase has a clear finish line agreed with you — for example, “all mailboxes migrated and verified, mobile devices reconnected, old service retained for 30 days.” A phase isn’t done until it meets those criteria.
Progress reports
Regular written updates: what was completed, what’s next, any issues and decisions needed from you. You never have to chase us for status.
Microsoft 365 tenant builds and migrations
New tenant builds with security configured from the start, migrations from Google Workspace or other providers, tenant-to-tenant moves after mergers, and file migrations from servers or personal drives into SharePoint and OneDrive. See Microsoft 365 & identity.
Windows 11 refreshes
Inventory, replacement planning, purchasing guidance and zero-touch deployment with Autopilot and Intune, prioritizing the riskiest machines. Windows 10 support ended on October 14, 2025; commercial Extended Security Updates run at most to October 2028. See Windows 10 end of support and ESU.
Office moves and new locations
Internet ordering (with lead time), cabling, network, Wi-Fi, phones and printers planned so the office works on day one. See network, internet & phones.
Network rebuilds
Replacing aging or unmanaged equipment with a documented, segmented, monitored network, including failover.
Secure rebuilds after an incident
After ransomware or an account takeover, we help contain the incident, preserve evidence for your insurer or forensics team, rebuild systems from known-good sources, restore data from clean backups and harden everything so the same route can’t be used twice.
Security overhauls
Bringing an environment up to a defined standard — MFA, Conditional Access, EDR, device management, backups — as a single, planned program. See security.
Server retirement and cloud moves
Moving files and line-of-business data off aging on-site servers where it makes sense, and keeping a server where it doesn’t (some practice and imaging software still needs one).
Handover documentation
At the end of each project: what was built, how it’s configured, admin access, and how to support it — yours to keep.
How it works
Discovery call
We talk through what you’re trying to achieve, deadlines and constraints. Book a call.
Assessment
We look at the current environment in enough detail to scope accurately — mailboxes and data sizes, devices, network, software dependencies.
Statement of work
You receive a written scope, phases, acceptance criteria, risks, timeline and a fixed or clearly bounded price.
Plan and communicate
We agree dates, cutover windows and staff communications, and prepare rollback plans for the risky steps.
Deliver in phases
Each phase is completed, tested against its acceptance criteria and signed off before the next begins, with progress reports throughout.
Hypercare
We stay close in the days after a cutover to fix issues quickly and help staff adjust.
Handover
Documentation, admin access and a short review of what went well and what to watch next.
For medical & dental practices
Projects in a practice have one extra constraint: patients. Cutovers happen after hours or on days the practice is closed, and we plan around clinic schedules, not ours. Before touching anything that holds patient data, we confirm backups, coordinate with your practice-management, EHR and imaging vendors, and agree how we’ll verify that everything works before the first patient of the next day.
Typical practice projects include moving to Microsoft 365 with encrypted email and shared front-desk mailboxes, replacing workstations in operatories or exam rooms, adding automatic internet failover, opening a satellite office, and migrating patient-data storage from unprotected local machines to managed, encrypted storage — as in the dental practice case study.
Each of these changes affects your HIPAA security program. New systems should be reflected in your risk assessment, new vendors may need a BAA, and retired computers and drives need to be wiped or destroyed properly with a record kept. We build those steps into the project plan rather than leaving them as an afterthought. See the medical office IT guide and dental office IT guide.
If you’re recovering from an incident, we work alongside your attorney, insurer and any forensic firm they appoint, and help with the technical facts you need for breach-notification decisions. See the HIPAA breach response plan guide.
More on how we work with practices: IT for medical & dental practices.
Typical problems we solve
| The problem | What we do about it |
|---|---|
| A previous migration lost email or left half the files behind. | Data sizes measured up front, pre-staged copies, verification counts and a retained fallback. |
| An office move where the internet wasn’t ready on day one. | Internet ordered early, with failover in place as a bridge if the provider runs late. |
| A project that never quite finished. | Acceptance criteria per phase and a sign-off before moving on. |
| Every computer needs replacing and the budget is lumpy. | A phased refresh prioritized by risk, using the computer replacement planner approach. |
| After ransomware, you don’t trust anything on the network. | A structured rebuild from known-good sources, clean restores and hardening. |
| Two firms merged and now have two of everything. | A tenant-to-tenant migration into a single, clean Microsoft 365 environment. |
| You don’t know what a project will really cost. | A written scope and clear pricing before work starts; changes go through a simple, written change process. |
Tools we use — and what they do
- Microsoft 365 migration tooling
- Microsoft’s native migration features and established migration tools to move mailboxes and files with verification.
- Windows Autopilot & Intune
- Zero-touch deployment for computer refreshes, so new devices arrive configured and protected.
- SharePoint & OneDrive
- Destination for files moved off servers and personal drives, with permissions designed up front.
- Microsoft Defender for Business
- Deployed during rebuilds and refreshes so every device is protected from day one.
- Beefed Up IT service desk
- Project tasks, issues and progress are tracked in our Azure-hosted service desk, so nothing gets lost between phases.
- Backup and recovery tools
- Verified backups before every risky change, and clean restores after an incident.
Projects & migrations: frequently asked questions
Do you give fixed prices for projects?
Where the scope is clear, yes — or a clearly bounded estimate where some unknowns remain. You’ll see the price in the statement of work before anything starts. We don’t publish prices because every environment is different.
Do we need a managed IT agreement to hire you for a project?
No. Many projects are standalone. If you want ongoing support afterward, we can talk about that too.
How long does a Microsoft 365 migration take?
For a small office, typically a few weeks from planning to cutover, depending on the amount of data and how many people are involved. The cutover itself is usually an evening or weekend.
Will our office be down during the project?
We plan cutovers for evenings and weekends and keep rollback options ready, so staff should experience minimal disruption.
What happens if the scope changes?
We write it down. Any change to scope, timeline or cost is agreed in writing before we proceed.
Can you help after a ransomware attack?
Yes. Call us immediately. If you have cyber insurance, call your carrier’s hotline too — they may assign an incident response team, and we’ll work with them.
Should we get rid of our office server?
Often, but not always. Shared files and email usually belong in Microsoft 365 now. Some practice-management, imaging and accounting software still needs a local server, and some offices have slow or unreliable internet. We look at what actually runs on the server and recommend keeping, replacing or retiring it — with a backup and disaster recovery plan either way.
Do you handle old computers and drives?
Yes. We wipe or arrange destruction of drives and keep a record, which matters for HIPAA and other data-protection requirements.
Do you work outside Volusia County?
Much of a migration or rebuild can be done remotely anywhere in the US. On-site work is done across Volusia and Flagler County from our Ormond Beach office.