1. Discovery and scope
Start with how the business works: covered employees, locations, applications, business hours, and the issues you want to solve. Identify the responsibilities your internal team will retain and the services that need a separate project scope.
What you should have: A scope checklist covering included systems, exclusions, support hours, sites for onsite support, vendor responsibilities, and open decisions.
Before moving on: Your business owner and Cortavo agree on the proposed scope before scheduling the transition.
2. Access and inventory
Build a working inventory of devices, work accounts, software subscriptions, internet services, and key vendors. Identify who owns each service and which permissions Cortavo needs for the agreed work. Arrange an approved secure handover method for access.
What you should have: An asset and service inventory, an access approval list, and a record of missing information or unsupported systems.
Before moving on: The client authorizes access, ownership is checked, and unresolved gaps have an assigned owner. Credentials do not belong in an email checklist or this sample.
3. Joint handover
Bring together the client, Cortavo, and the outgoing provider where applicable. Review open tickets, known issues, vendor contacts, renewal dates, recovery arrangements, and any planned changes. Check contract notice periods before ending existing services.
What you should have: A handover record with open issues, dependencies, contact roles, and the proposed order of changes.
Before moving on: Agree on the change window, who approves each step, and what happens if a check fails. Do not cancel a service that the transition still depends on.
4. Team communication
Tell employees when the support arrangement changes, how to request help, which hours apply, and who can approve access or purchases. Explain any device or account changes before asking people to act.
What you should have: An employee welcome message, approved support instructions, and a contact list for internal approvals and escalation.
Before moving on: The client approves the communication and confirms that covered office, remote, and shift-based employees can find it.
5. Go live with agreed checks
Work through the approved transition steps and validate the covered services. Example checks include a test support request, access to email and shared work tools, and the status of agreed device, security, and backup services. The checks depend on what is actually in scope.
What you should have: A completed go-live checklist, a record of exceptions, and a named role responsible for each follow-up.
Before moving on: The client and Cortavo review the results. Unresolved issues are escalated or changes deferred according to the agreed decision and rollback process.
6. Ongoing reviews
Review early support requests and outstanding handover items, then establish the ongoing account and technology review cadence. Keep the inventory and support scope current as people, equipment, and locations change.
What you should have: An open-action list and a review agenda covering recurring issues, equipment needs, business changes, and budget priorities.
Before moving on: Confirm who owns each action and when it will be reviewed. Major migrations, new locations, and other projects receive their own scope.
