Google is rolling out a major transition this year, the g suite legacy shutdown 2025, affecting businesses still using the free legacy edition for custom-domain email. Starting May 1, 2025, legacy users are being moved to pooled Google Workspace storage and may lose access to key apps unless they upgrade. As a small business leader, you need to understand the timeline, the impact, and what steps to take—before your email and collaboration systems break.

What Exactly Is Changing?

On May 1, 2025, Google began shifting legacy G Suite accounts to a shared, pooled storage model. Instead of each user getting 15 GB, the entire domain now shares one storage pool—although no total capacity is being removed. Administrators can set per-user limits manually, but without it, a single user could consume the entire pool.

Why This Matters to Your Business

• Email flow risk: Legacy Mail, Calendar, and Drive apps may stop syncing correctly if apps become unsupported.
• Storage confusion: Unchecked usage can cause mailbox sync problems, failed uploads, or inability to create new files for users.
• Compliance concerns: Email retention, auditing, and export tools currently rely on legacy architecture that may lose functionality over time.
• Cost creep: To regain full mailbox storage per user, you may be prompted to upgrade to a paid Workspace plan.

How Your Team Is Reacting

User communities have reported mixed experiences. One admin recently shared:

“My pooled storage just kicked in on May 19, 2025—and I had to immediately remove a high-volume user or the rest would’ve gone read‑only.”

That scenario is not uncommon—thousands of SMBs and family domains are quietly being transitioned, often with little notice or guidance.

What You Need to Do

1. Audit Your Storage Usage

Go to your Google Admin console → Storage section. You can review pooled usage and see how close you are to your allocation. Google explains the new policy here:
Google Workspace storage policies.

2. Set User Storage Limits

Once pooled storage is live, manually assign limits (e.g., 15–30 GB per mailbox). This locks usage and protects critical accounts. Without limits, users could lose mail sync or upload privileges.

3. Evaluate Backup and Email Retention

If you rely on legacy email exporting tools or Drive backup systems, test them now. Google is phasing out older APIs, and migration could break manual or legacy export workflows.

4. Decide if You’ll Upgrade to Paid Workspace

Paid plans start at $6/user/month, and they restore guaranteed storage, support, and modern capabilities. If your domain is core to your brand or customer-facing activities, budgeting now can prevent surprises later.

5. Communicate with Your Team

Let your staff know about the change—and why storage limits might suddenly appear. Explain steps to archive old files, move to shared drives, or purchase mailbox upgrades. Transparency helps reduce questions and support tickets.

How Cost+ Can Help

The transition from legacy G Suite to Workspace can be painless with guidance. Cost+ offers services to manage your setup, implement storage limits, and evaluate whether paid plans are worth it. Our Support+ team handles migrations, archive policies, and ongoing admin support—so you stay in control of your domain.

Bottom Line

With the g suite legacy shutdown 2025 now in progress, even free domains are changing. If you haven’t audited storage usage or prepared a migration plan, you could face sync failures or hidden charges. By acting now—auditing usage, setting limits, and communicating with your team—you can keep your email and collaboration running smoothly.

By Thomas McDonald
Vice President, Cost Plus

Microsoft ends support for Windows 10 on October 14, 2025—no more security patches, bug fixes, or feature enhancements. For any organization caring about uptime, compliance, or cybersecurity, initiating a comprehensive windows 10 to windows 11 upgrade is not optional—it’s imperative. Here’s what tech teams must know and do now.

Why Microsoft Is Backing Off Windows 10 (and Why You Shouldn’t)

Microsoft’s announcement is clear: post-October 14, 2025, Windows 10 remains operable but unsupported. That means any new vulnerability goes unpatched—opening doors to ransomware, zero-days, and regulatory violations. In some sectors (e.g. finance, healthcare), operating on an outdated OS risks compliance breaches and contractual penalties.

Windows 11, by contrast, includes more advanced protections like TPM 2.0 enforcement, virtualization-based security, and enhanced identity management. These aren’t just features—they’re the foundation for modern enterprise resilience.

Top Five Motivators for the Windows 10 to Windows 11 Upgrade

• Security-first architecture: TPM 2.0 and hypervisor-protected code form a hardened barrier against malware and rootkits.
• Modern performance tools: Windows 11 supports advanced memory compression, DirectStorage, and responsiveness improvements that matter in hybrid or cloud-enabled workflows.
• Seamless features & updates: Only Windows 11 receives ongoing feature releases and integration with Copilot, cloud-native tooling, and M365 innovations.
• Compliance & insurance: Unsupported OSes are red flags in audits. Some policies may refuse coverage if vulnerabilities go unpatched.
• Microsoft’s official reminders: From full-screen in‑OS prompts to automated upgrade eligibility checks, Microsoft is nudging users hard to modernize.

How to Execute a Successful Windows 10 to Windows 11 Upgrade

1. Take Inventory & Assess Compatibility

Run PC Health Check or equivalent across endpoints to determine upgrade eligibility. Filter by TPM version, CPU generation, disk space, and firmware settings. Machines failing these checks may need replacement or alternative remediation.

2. Categorize Your Estate

Group devices into easy upgrades, remediation required, and replace/create new hardware buckets. Evaluate whether older hardware qualifies for ESU purchases as an interim measure.

3. Test Pilot Programs

Pick a representative sample—office computers, remote worker laptops, kiosk devices—and perform an in-place upgrade. For eligible systems, the upgrade process is typically smooth and non-disruptive.

4. Plan Phased Deployment

Prioritize endpoints by criticality, compatibility, and support impact. Use deployment tools like Intune, SCCM, or Autopilot to stage and update in controlled windows, with rollback options intact for 10 days post-upgrade.

5. Back Up, Test & Validate

Employ full backup solutions (VSS snapshots, cloud images). After upgrading, verify device functionality: network access, line-of-business apps, domain/SSO login, printers, peripherals.

6. Educate and Communicate

Send clear communications: expected downtime, advantages (enhanced security, new Start menu, productivity tools), and support resources. Provide training or FAQs on Windows 11’s layout and integrated Microsoft tools.

7. Monitor, Support, Iterate

Use endpoint analytics to identify upgrade failures, security anomalies, or application compatibility issues. Provide a dedicated help desk and swift rollback procedures within the initial 10-day window, while gathering feedback.

If Hardware Falls Short: ESU as a Stopgap

For devices that fail the TPM 2.0 or CPU test but cannot be replaced immediately, businesses can purchase Extended Security Updates (ESU) for Windows 10—$30 for consumers or tiered pricing for enterprises—giving critical updates beyond October 2025. While workable short-term, ESU does not include feature upgrades, bug fixes, or free support—reinforcing that ESU should be viewed as a bridge, not a destination.

Bottom Line

The windows 10 to windows 11 upgrade is more than an IT refresh—it’s a strategic step protecting operational continuity, vendor support, and compliance posture. With the October 14, 2025 deadline firm, tech leaders must treat deployments with urgency, structure, and resilience. Combining compatibility assessments, phased upgrades, backup safeguards, and interim ESU coverage will help your organization transition confidently and avoid the risks of stagnation.

By treating this migration as an operational imperative—backed by planning, testing, and user engagement—you not only ensure business continuity, but set a foundation ready for the next wave of enterprise innovation.

Related Services from Cost+

• Support+: Ongoing desktop and endpoint support during your rollout.
• Recovery+: Ensure your systems are fully backed up before upgrade.
• Compliance+: Stay aligned with cybersecurity regulations as you modernize.

Sources

• Microsoft – What’s New in Windows 11
• Microsoft – Windows 10 End of Support
• The Verge – Microsoft Will Offer Paid Security Updates
• ZDNet – How to Upgrade to Windows 11 Safely

By Thomas McDonald
Vice President

Most companies know they should back up their data; however most are not experts in backup testing and validation. Even fewer ask the next question: will those backups actually work when needed? A backup strategy without regular testing is an unproven assumption. In the event of data loss, corruption, or cyberattack, it’s not the existence of a backup that matters—it’s the ability to restore clean, usable data under pressure.

Backup testing and validation is the process of routinely verifying that backup files are complete, intact, and recoverable. This isn’t just a technical best practice—it’s an operational requirement. Businesses that skip this step often don’t discover the failure until it’s too late.

Why Backups Fail More Often Than Expected

Backups can silently fail for a variety of reasons. A misconfigured setting might exclude key directories. A backup job may have been interrupted by a network issue or disk error. In cloud-based systems, retention policies or storage limits may cause old backups to be overwritten or lost. Without testing, these failures remain hidden.

What Testing Actually Confirms

Regular testing isn’t about spot checks or file listings. It involves restoring data to a controlled environment and verifying its completeness, usability, and integrity. Key questions include:

• Can critical systems be restored to a specific point in time?
• Are application settings, permissions, and dependencies preserved?
• Does the recovery process meet the business’s recovery time objective (RTO)?
• How long does a full restore actually take in real-world conditions?

These answers define whether a backup is merely present—or operationally effective.

The Link to Business Continuity

From a leadership perspective, untested backups represent a blind spot in risk management. Ransomware attacks, hardware failures, accidental deletions—each of these scenarios requires not just data recovery, but confidence in the process. A tested backup strategy reduces uncertainty and allows decision-makers to act decisively in a crisis.

It also supports compliance and audit requirements. In regulated industries, proving that data can be restored is just as important as proving it was backed up in the first place.

Conclusion

Backups are only as valuable as your ability to restore them. Testing and validation turn a passive safety net into a proven resilience strategy. For businesses that rely on uninterrupted access to systems and information, this is not a technical detail. It’s a core component of operational continuity.

By Thomas McDonald
Vice President

Shadow IT risk is a serious problem. In nearly every organization, employees use tools that IT never approved. A free file-sharing service. A personal messaging app. A cloud-based platform set up with a corporate credit card. It’s convenient, fast, and often well-intentioned—but it’s also risky. This phenomenon is known as Shadow IT, and while it may seem harmless on the surface, it can quietly undermine security, performance, and compliance across the business.

Shadow IT refers to any technology used within an organization that hasn’t been vetted or authorized by the IT department. That includes software, devices, storage systems, communication platforms, and even third-party services. As more business functions move into the cloud, and as employees seek tools to work more efficiently, Shadow IT has become more common—and more dangerous.

Where Shadow IT Comes From

Shadow IT typically emerges when teams feel underserved or constrained by official systems. A sales team starts using a free CRM to manage leads. A designer signs up for a cloud drive to share large files. A manager subscribes to a project management tool for a single client. In many cases, these decisions are made in good faith—but without visibility, IT cannot monitor, secure, or support these tools.

Why It’s More Than an Inconvenience

Unmanaged technology introduces complexity. It fragments data, weakens oversight, and creates gaps in security coverage. Systems may lack encryption. User accounts may remain active after an employee leaves. Sensitive information may be stored in platforms that aren’t backed up, logged, or protected by corporate policies. And when an incident occurs, IT teams are left trying to triage systems they didn’t even know existed.

Operational Risks Associated with Shadow IT

• Data loss from unmonitored or unsupported platforms
• Increased attack surface from unmanaged user accounts
• Compliance violations due to unsecured storage or communications
• Integration failures or data duplication across unsanctioned tools
• Inefficiency due to lack of central support and training

Balancing Control and Flexibility

Eliminating Shadow IT entirely is unlikely—and often counterproductive. The better way to aproach shadow it risk is to increase visibility, educate users, and provide alternatives. When employees understand the risks and have access to approved, user-friendly tools, they’re more likely to follow policy. IT’s role isn’t to block progress—it’s to enable secure, supported innovation across departments.

Conclusion

Shadow IT (and shaddow IT risk) is a byproduct of modern work culture, but that doesn’t make it harmless. The more tools that operate outside of IT’s view, the harder it becomes to secure the organization and maintain reliability. Managing this risk starts with awareness and ends with governance. Business leaders who take it seriously can protect both agility and control—without sacrificing either.

Not implementing IT change management procedures is a recipe for failure.

In most organizations, technology changes happen behind the scenes—an updated server, a new platform rollout, a reconfigured firewall. But while the details may be technical, the impact is not. Poorly managed IT changes are one of the leading causes of outages, service disruptions, and security gaps. For business leaders, that makes change management more than an internal process. It’s a risk and reliability issue that touches every part of operations.

Change management in IT refers to the structured process by which updates, modifications, or additions are introduced into the technology environment. Done well, it ensures changes are deliberate, tested, communicated, and reversible. Done poorly, it leads to instability, confusion, and costly downtime. The difference comes down to planning, discipline, and oversight.

Why Change Needs a Formal Process

It’s tempting to make changes quickly—especially in fast-paced environments. A developer needs new access permissions. A vendor requests a firewall rule. An outdated system gets upgraded overnight. But every change, no matter how small, carries risk. It can create conflicts, introduce vulnerabilities, or disrupt workflows in unexpected ways.

Change management introduces structure to that process. It asks: What’s changing? Why? Who approved it? When will it happen? What’s the rollback plan if something goes wrong? These questions aren’t bureaucracy—they’re safeguards. They reduce the chance of unintended consequences and help teams understand what changed if problems arise later.

The Cost of Uncontrolled Change

Untracked changes are one of the most common root causes of IT issues. When something breaks and there’s no record of recent changes, troubleshooting becomes guesswork. Worse, undocumented changes can interfere with security controls, backups, and compliance audits. A firewall misconfiguration might expose sensitive data. A permissions change might lock out key users during business hours. These aren’t theoretical risks—they happen daily in organizations without proper controls.

Core Principles of Good IT Change Management

• Changes are logged and tracked through a central system
• Changes are reviewed and approved by appropriate stakeholders
• Testing is performed in a staging environment when feasible
• Rollback procedures are documented and available
• End users are notified of any downtime or disruption in advance

This doesn’t mean every minor update needs to go through a board meeting (although large organization may even high a certified change management professional). It means applying the right level of scrutiny to each type of change, based on its potential impact.

Business Impact and Leadership Role

Executives and managers don’t need to run the change process—but they should understand its importance. When IT changes go through a disciplined process, the business benefits: fewer surprises, shorter outages, and more predictable performance. It also supports compliance, audit readiness, and incident response by maintaining a clear history of what happened and when.

Good change management isn’t about slowing down. It’s about making sure the changes that do happen move the business forward—without breaking what’s already working.

Looking for more guidance? Contact us to learn more.

By Thomas McDonald
Gregory McDonald