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One of the harder skills in project management is staying agile when the unexpected hits. Like suddenly being told you have six months to vacate the data center you’ve relied on for over a decade.
That’s exactly what happened to us. Our provider informed us that the facility we’d used for 14 years was being decommissioned - and the clock was already ticking.
At the same time, we were managing multiple client projects, supporting existing systems, and meeting SLA obligations. There was no room to pause. So we didn’t.
Instead, we leaned into our business agility. We developed a focused migration strategy that kept every service running while relocating our entire environment - with no unplanned downtime, no shortcuts, and no surprises. Just the kind of responsive execution that defines who we are.
A Sudden Deadline, A Clear Objective
Our data center was a stable, secure, and fully integrated part of our IT infrastructure. Relocating wasn’t on the roadmap, but when the Government of Ontario expropriated the land and buildings to make way for a major subway expansion, we had to adjust accordingly.
At first, we were told we had two years. Just two months later, that window was cut to six months - but the expectations stayed the same. A full data center migration still meant:
As Marius Stan, our CEO and the lead on this project, put it: “We couldn’t tell clients, ‘Sorry, we’re moving, so your project’s on hold.’ We had to run full speed in both directions: relocate and deliver.”
That meant designing a new environment while keeping the old one fully operational and planning every move with precision to avoid disruption.
With the timeline compressed and no room for missteps, we needed a clear, flexible structure to guide the work. The challenge wasn’t just speed - it was staying aligned while managing complexity. So we broke the effort into three coordinated tracks:
With less than six weeks to line up a new facility, we moved fast. Even while contracts were still being finalized, our technical teams began provisioning and planning ahead. That head start kept us ahead of schedule.
Because our fiber connectivity depended on the biggest local carrier, the physical move required tight collaboration. We worked closely with them to manage timelines and mitigate risks - avoiding delays by addressing dependencies early.
We knew continuity couldn’t be compromised. That meant clear, consistent updates to clients - outlining timing, potential impact, and contingency planning from day one.
Data migration was executed in two weekend batches to avoid business hours, while internal teams across engineering, support, and delivery monitored progress in real time and handled issues as they emerged.
We completed the migration on time, within budget, and without a single unplanned disruption - all while keeping every client service running. By staying focused and disciplined, we kept operational costs down and made efficient use of both time and resources.
But this was more than just a physical move. It was a chance to modernize.
The new facility offers a more advanced IT infrastructure with built-in support for hybrid connectivity, including AWS Direct Connect and Azure Express Route, giving us stronger resilience and better performance across environments. Being closer to our head office also enables faster on-site response and simpler coordination when needed.
And most importantly, our clients experienced zero disruption. Services stayed online, projects continued, and SLAs were upheld without exception. That was the benchmark - and we delivered.
This migration was a complex process with high stakes - and success wasn’t a matter of chance. It came down to four key factors that together defined our approach and results:
1. Proactive, Detail-Focused Planning
We didn’t wait for problems to appear. Every step of the migration process was carefully mapped out. Potential risks were identified early, and the right resources were brought in from the start. By following best practices - from hardware provisioning to change management - we minimized surprises and built confidence across the team.
2. Clear, Consistent Communication
Transparency kept everyone aligned. Our clients received regular, straightforward updates outlining timelines, potential impacts, and contingency plans. Internally, tight coordination between technical, operational, and support teams ensured we could respond quickly and effectively whenever issues arose.
3. Leveraging Hard-Won Experience
This wasn’t our first time migrating data or moving existing infrastructure. Past projects taught us valuable lessons - helping us avoid common pitfalls and design effective strategies that maximize value. We leaned on those insights and refined approaches to keep the migration smooth and on track.
4. Full Team Commitment
Everyone stepped up - long hours, weekends, and late nights were part of the effort. No task was too small, no challenge tackled alone. This collective dedication reinforced our culture of accountability and resilience, powering us through to a successful outcome.
What started as an unexpected challenge quickly became a chance to showcase what truly sets us apart: our agility and commitment to delivering for our clients under pressure.
Throughout this complex migration, projects continued moving forward, services stayed online, and SLAs were consistently met. Thanks to careful planning, clear communication, and coordinated execution, our clients experienced seamless continuity - even while we transformed our entire infrastructure behind the scenes.
The new environment is not only more modern and better aligned with our long-term business objectives, but this experience also strengthened what defines us as an organization: adaptability, accountability, and a relentless focus on delivering results.
This wasn’t just about upgrading technology - it was about earning and maintaining trust.
We plan. We adapt. We execute. We deliver.
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