# Execution Plan: Internal Knowledge Base Migration
**Original Brief:** "We need to move our internal wiki from Confluence to Notion before Q3. The content is a mess and nobody can find anything."
**Measurable Objective:** Migrate 100% of active Confluence content (pages edited in the last 18 months) to a restructured Notion workspace, achieving a 90%+ employee satisfaction score on findability within 60 days of launch.
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## 1. Stakeholder Map (RACI)
| Activity | Project Lead | IT Ops | Content Owners | Dept Heads | End Users |
|---|---|---|---|---|---|
| Content audit | A | C | R | I | — |
| IA design | R | C | C | A | I |
| Migration tooling | I | R | — | — | — |
| Content cleanup | C | — | R | A | — |
| QA & validation | A | R | R | I | C |
| Training & rollout | R | C | I | A | R |
**Legend:** R = Responsible, A = Accountable, C = Consulted, I = Informed
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## 2. Work Breakdown Structure
### Phase 1 — Discovery & Audit (Weeks 1–2)
- 1.1 Export full Confluence space inventory (page count, last-edit dates, ownership)
- 1.2 Categorize pages: Active (edited <18 mo), Stale (18–36 mo), Archive (>36 mo)
- 1.3 Interview 8–10 power users on pain points and search patterns
- 1.4 Map existing taxonomy vs. actual navigation paths (analytics review)
- 1.5 Produce audit report with content volume per department
### Phase 2 — Information Architecture (Weeks 3–4)
- 2.1 Design new Notion workspace structure (team spaces, shared databases, tags)
- 2.2 Create naming conventions and template library (5 core templates)
- 2.3 Define metadata schema (owner, department, review-date, status)
- 2.4 Validate IA with 3 department heads via card-sorting exercise
- 2.5 Finalize migration priority order (high-traffic pages first)
### Phase 3 — Migration & Cleanup (Weeks 5–8)
- 3.1 Configure Notion workspace (SSO, permissions, integrations)
- 3.2 Run automated migration tool for bulk content transfer
- 3.3 Manual cleanup pass — fix broken links, reformat tables, update screenshots
- 3.4 Content owners review and approve their migrated sections
- 3.5 Redirect old Confluence URLs to new Notion pages
### Phase 4 — Validation & Launch (Weeks 9–10)
- 4.1 QA checklist: links, images, permissions, search indexing
- 4.2 Beta launch to 20 volunteer users, collect structured feedback
- 4.3 Fix critical issues from beta feedback
- 4.4 Company-wide launch with announcement and training sessions
- 4.5 Decommission Confluence read-write access (keep read-only for 60 days)
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## 3. Risk Register
| # | Risk | Likelihood | Impact | Mitigation |
|---|---|---|---|---|
| 1 | Content owners don't prioritize cleanup | High | High | Assign dedicated cleanup sprints; get dept head sign-off on deadlines |
| 2 | Automated migration breaks formatting | Medium | Medium | Run test migration on 50-page sample first; build cleanup playbook |
| 3 | Users resist adoption | Medium | High | Appoint department champions; track adoption metrics weekly |
| 4 | SSO/permissions misconfiguration | Low | High | IT runs permission audit before launch; test with 5 accounts across roles |
| 5 | Timeline slips due to content volume | Medium | Medium | Prioritize top 200 pages by traffic; migrate long-tail content post-launch |
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## 4. Communication Plan
- **Weekly standup** (15 min, Slack huddle): Project team — progress, blockers
- **Biweekly update** (async, email): Dept heads — milestone status, decisions needed
- **Launch announcement** (all-hands + Slack): Full company — what changed, where to go, how to get help
- **Post-launch check-in** (week 2 and week 4): Survey + office hours for questions
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## 5. Definition of Done
- **Discovery:** Audit report approved by project sponsor
- **IA:** Workspace structure validated by 3+ department leads
- **Migration:** 100% of active pages transferred, 0 broken internal links
- **Launch:** 80%+ of employees have logged into Notion; satisfaction survey sent
- **Close:** Confluence read-only archived; retrospective completed