granola-migration-deep-dive

# Granola Migration Deep Dive ## Overview Comprehensive guide for migrating to Granola from other meeting note-taking tools. ## Migration Sources ### Supported Source Tools | Tool | Export Format | Migration Complexity | |------|--------------|---------------------| | Otter.ai | TXT, SRT, PDF | Medium | | Fireflies.ai | TXT, JSON, PDF | Medium | | Fathom | Markdown, CSV | Low | | Zoom Native | VTT, TXT | Low | | Google Meet | SRT, DOCX | Low | | Microsoft Teams | VTT, DOCX | Low | | Manual Notes | Markdown | Low | ## Migration Planning ### Assessment Checklist ```markdown ## Pre-Migration Assessment Data Volume: - [ ] Total meetings to migrate: ___ - [ ] Date range: ___ to ___ - [ ] Total storage size: ___ GB - [ ] Number of users: ___ Content Types: - [ ] Transcripts: ___ - [ ] AI summaries: ___ - [ ] Action items: ___ - [ ] Audio files: ___ Integrations: - [ ] CRM connections: ___ - [ ] Slack/Teams channels: ___ - [ ] Documentation tools: ___ - [ ] Workflow automations: ___ Timeline: - [ ] Target cutover date: ___ - [ ] Parallel running period: ___ weeks - [ ] User training dates: ___ ``` ### Migration Strategy Options #### Option 1: Clean Start ```markdown ## Clean Start (Recommended for < 100 meetings) Approach: - Start fresh with Granola - Archive historical data externally - No data import Pros: - Simplest approach - No migration complexity - Clean slate Cons: - Historical search not in Granola - Need external archive access Best For: - Small teams - Minimal historical needs - Quick deployment ``` #### Option 2: Selective Migration ```markdown ## Selective Migration (100-1000 meetings) Approach: - Migrate key meetings only - Archive rest externally - Selective import Selection Criteria: - Client meetings (last 6 months) - Decision-making meetings - Recurring important meetings - Referenced action items Pros: - Important data preserved - Manageable scope - Faster completion Cons: - Requires selection effort - Incomplete history ``` #### Option 3: Full Migration ```markdown ## Full Migration (Enterprise) Approach: - Export all historical data - Transform to Granola format - Import everything Pros: - Complete history - Full searchability - No external archive needed Cons: - Complex and time-consuming - May require professional services - Higher cost ``` ## Source-Specific Migration ### From Otter.ai #### Export Process ```markdown ## Otter.ai Export 1. Log into Otter.ai 2. Go to each conversation 3. Click ... menu > Export 4. Select format: - TXT for transcript - PDF for formatted notes - SRT for subtitles 5. Repeat for all conversations Bulk Export (Pro/Business): 1. Settings > My Account 2. Click "Export All" 3. Wait for email 4. Download zip file ``` #### Data Mapping ```yaml # Otter.ai → Granola Mapping Otter Field: Granola Field: conversation_title → meeting_title date → meeting_date transcript → transcript summary → summary action_items → action_items speakers → attendees (partial) keywords → (no direct mapping) ``` #### Conversion Script ```python #!/usr/bin/env python3 """Convert Otter.ai exports to Granola format""" import json import os from datetime import datetime def convert_otter_to_granola(otter_file, output_dir): with open(otter_file, 'r') as f: content = f.read() # Parse Otter format (varies by export type) # This is a simplified example granola_note = f"""# Meeting Notes **Imported from:** Otter.ai **Original Date:** {datetime.now().strftime('%Y-%m-%d')} ## Transcript {content} ## Action Items [Review and extract manually] --- *Migrated to Granola on {datetime.now().strftime('%Y-%m-%d')}* """ output_file = os.path.join(output_dir, 'imported_note.md') with open(output_file, 'w') as f: f.write(granola_note) return output_file ``` ### From Fireflies.ai #### Export Process ```markdown ## Fireflies Export 1. Log into Fireflies.ai 2. Go to Meetings 3. Select meetings (checkbox) 4. Click "Export" 5. Choose format: JSON (recommended) 6. Download API Export (Enterprise): ```bash curl -X GET "https://api.fireflies.ai/v1/transcripts" \ -H "Authorization: Bearer $FIREFLIES_API_KEY" \ -o fireflies_export.json ``` #### Data Mapping ```yaml # Fireflies → Granola Mapping Fireflies Field: Granola Field: title → meeting_title date → meeting_date transcript → transcript summary → summary action_items → action_items participants → attendees ``` ### From Fathom #### Export Process ```markdown ## Fathom Export 1. Open Fathom dashboard 2. Select call 3. Click "Download" 4. Choose: Markdown or CSV 5. Repeat for all calls Batch Export: - Contact Fathom support for bulk export - Request API access if available ``` ### From Native Recording (Zoom/Meet/Teams) #### Zoom Cloud Recordings ```markdown ## Zoom Export 1. Go to Zoom web portal 2. Recordings > Cloud Recordings 3. Download: - Audio/Video file - VTT transcript 4. Upload audio to transcription service if needed ``` #### Google Meet ```markdown ## Google Meet Export 1. Check Google Drive 2. Find meeting recordings folder 3. Download transcript (if enabled) 4. Convert from SRT/VTT to text ``` ## Data Transformation ### Transformation Pipeline ``` Source Export ↓ Parse Original Format ↓ Normalize Data Structure ↓ Map to Granola Schema ↓ Validate Integrity ↓ Generate Markdown Files ↓ Archive in Notion/Drive ``` ### Batch Conversion Script ```python #!/usr/bin/env python3 """Batch convert meeting notes to Granola format""" import os import json from pathlib import Path def batch_convert(source_dir, output_dir, source_type): """Convert all files from source format to Granola Markdown""" Path(output_dir).mkdir(parents=True, exist_ok=True) converters = { 'otter': convert_otter, 'fireflies': convert_fireflies, 'zoom': convert_zoom_vtt, } converter = converters.get(source_type) if not converter: raise ValueError(f"Unknown source type: {source_type}") converted = [] for file in Path(source_dir).glob('*'): try: output = converter(file, output_dir) converted.append(output) print(f"Converted: {file.name}") except Exception as e: print(f"Error converting {file.name}: {e}") print(f"\nConverted {len(converted)} files") return converted if __name__ == "__main__": import sys batch_convert(sys.argv[1], sys.argv[2], sys.argv[3]) ``` ## Execution Plan ### Week 1: Preparation ```markdown ## Week 1 Tasks Day 1-2: Assessment - [ ] Inventory all source data - [ ] Identify critical meetings - [ ] Document integrations - [ ] Define success criteria Day 3-4: Export - [ ] Export from source tool - [ ] Verify export completeness - [ ] Secure backup of exports - [ ] Document any gaps Day 5: Granola Setup - [ ] Configure Granola workspace - [ ] Set up integrations - [ ] Create templates - [ ] Test with sample meeting ``` ### Week 2: Migration ```markdown ## Week 2 Tasks Day 1-2: Conversion - [ ] Run conversion scripts - [ ] Validate converted data - [ ] Fix any errors - [ ] Create import packages Day 3-4: Import - [ ] Import to external archive (Notion) - [ ] Tag as historical - [ ] Verify accessibility - [ ] Set up search Day 5: Verification - [ ] Spot check random samples - [ ] Verify key meetings accessible - [ ] Test search functionality - [ ] Document location ``` ### Week 3-4: Parallel Running ```markdown ## Parallel Period Both tools active: - Record in Granola (primary) - Source tool as backup - Compare quality - Gather feedback Daily: - [ ] Monitor both tools - [ ] Note any issues - [ ] Collect user feedback End of parallel: - [ ] Review comparison - [ ] Address issues - [ ] Get sign-off - [ ] Schedule cutover ``` ### Week 5: Cutover ```markdown ## Cutover Tasks Day 1: Final Export - [ ] Export any new data from source - [ ] Run final conversion - [ ] Complete import Day 2: Disable Source - [ ] Turn off source tool recording - [ ] Downgrade/cancel subscription - [ ] Remove integrations Day 3-5: Support - [ ] Monitor closely - [ ] Address issues immediately - [ ] Document lessons learned - [ ] Celebrate completion! ``` ## User Communication ### Announcement Template ```markdown ## Migration Announcement Subject: Switching to Granola for Meeting Notes Team, We're migrating from [Source Tool] to Granola for meeting notes. **Key Dates:** - Parallel running: [Start] - [End] - Full cutover: [Date] **What You Need to Do:** 1. Install Granola: granola.ai/download 2. Sign in with company SSO 3. Attend training: [Date/Link] **Why Granola:** - No meeting bot required - Better privacy - Improved integrations **Historical Notes:** Your past meeting notes will be available in [Notion/Drive]. Questions? Contact [Support Email]. Thanks, [Your Name] ``` ### Training Agenda ```markdown ## Granola Training (30 min) 1. Introduction (5 min) - Why Granola - Key differences from [Source] 2. Setup (10 min) - Install app - Connect calendar - Grant permissions 3. First Meeting (10 min) - How recording works - Taking live notes - Reviewing AI notes 4. Q&A (5 min) - Common questions - Where to get help ``` ## Rollback Plan ### If Migration Fails ```markdown ## Rollback Procedure Triggers for Rollback: - > 20% of meetings not captured - Critical integration failure - User adoption < 30% - Data loss detected Rollback Steps: 1. Communicate pause to team 2. Re-enable source tool 3. Export any Granola notes 4. Investigate issues 5. Plan remediation 6. Attempt migration again Note: Rollback only possible during parallel period ``` ## Resources - [Granola Migration Guide](https://granola.ai/help/migration) - [Import Support](https://granola.ai/support) - [Enterprise Migration Services](https://granola.ai/enterprise) ## Post-Migration ### Success Metrics ```markdown ## 30-Day Review Adoption: - [ ] Active users: ___% of total - [ ] Meetings captured: ___/week - [ ] Notes shared: ___ Quality: - [ ] User satisfaction: ___/5 - [ ] Transcription accuracy: ___% - [ ] Action item detection: ___% Issues: - [ ] Open tickets: ___ - [ ] Resolved: ___ - [ ] Escalated: ___ ``` ### Lessons Learned ```markdown ## Post-Migration Review What Went Well: - What Could Improve: - Recommendations: - Documentation Updates: - ```