STEP · 01
Survey the stack
Before you pick a target, map the present. Every tool, every ritual, every integration. We do this as a literal wall of sticky notes before we touch anything technical.
Checklist
- Catalog all active tools
- Catalog all active rituals
- Identify operators most affected
STEP · 02
Hold a ritual audit
Ask every operator for the three rituals they would miss most. The consolidation must preserve these — the tools they sit on can be swapped.
Checklist
- Interview ten operators minimum
- Collect top-3 rituals per operator
- Highlight overlap across operators
STEP · 03
Anchor the parallel month
Run the new system alongside the old for exactly one business cycle. Operators write to both. Do not skip this — this is where trust is built.
Checklist
- Confirm one-cycle duration
- Define parallel-cycle rules
- Schedule the rollback gate
STEP · 04
Pilot with one team
Pick the team with the strongest operator leader and the smallest external dependency. Cut them over fully. Learn.
Checklist
- Select pilot team deliberately
- Give them a dedicated engineer for 2 weeks
- Write a closing memo after pilot
STEP · 05
Execute the cutover
Announce the cutover at least three weeks in advance. Freeze new integrations for the two weeks on either side. Celebrate the freeze — it is the signal that nothing is improvised.
Checklist
- Announce ≥3 weeks ahead
- Freeze new integrations ±2 weeks
- Appoint a named cutover lead
STEP · 06
Retire, do not decommission
The retiring vendor contract winds down; the tool may still be readable for ninety days for audit purposes. Turning it off is a separate decision from retiring it.
Checklist
- Schedule contract wind-down
- Keep read-only access for 90 days
- Archive exports before disconnect