In today’s increasingly remote world of work, Office 365 offers many benefits to businesses.
Your organisation can store its files in the cloud and get secure access to them from anywhere. This not only improves your communication and collaboration, but also boosts your business continuity. Plus, upgrades are performed automatically.
But an Office 365 migration is no simple task. Before you start, you must work out exactly how to migrate, plan for any challenges you may face and put the best strategies in place to overcome those challenges.
At Clovertec, we’re here to provide Office 365 technical support and make sure your move is as seamless as possible.
In this blog post, we reveal our tips to help you move over to Office 365 without a hitch.
How to successfully migrate to Office 365:
Step 1: Assess your current set-up
Effective planning is vital for an Office 365 migration. It’s important to know what you want to move – and where you want to move it to.
So, you need to conduct a thorough audit of your current setup, including where and what your data is. Without the proper expertise and tools, this can be tricky.
To fully assess your current set-up, you must identify the files and information you want to migrate over to Office 365 with a clear roadmap of when and what to move.
Step 2: Get a governance strategy
There’s a wealth of functionality in Office 365. So, once your migration is complete, you must have a governance strategy in place to keep everything functional. To achieve this, you need to understand what apps are available and how they integrate with each other.
For example, let’s look at Microsoft Teams. Here, your files are stored on a SharePoint website for each Team, making it possible to migrate your existing SharePoint sites and other Lotus Notes into the new Teams repository.
That said, it’s essential to plan and structure your migration to make sure users can still find the files they need. Setting an Office 365 governance strategy in place will also prevent:
- Content abandonment – when employees transfer to different departments or leave your organisation entirely.
- Duplication of content – when your files aren’t kept in a central location.
- Content clutter – where your users cannot work efficiently.
Step 3: Pick the right migration type
There are many different migration options, depending on the scale and complexity of your organisation, the Office 365 technical support you have available, and your priorities. Here are four commonly used options to decide between:
- Staged migration – where everything moves over in batches over a predetermined timescale.
- Cutover migration – where there’s an immediate transition from your on-premise systems to Office 365. Everything is migrated at once.
- Hybrid migration – where you synchronise and manage user accounts from both Office 365 and your on-premise servers.
- IMAP migration – here, you can migrate your users from Gmail to another email system, where IMAP migration is supported. However, this is quite a limited migration because it only works for your email accounts.
Step 4: Don’t forget the end user
Change is not always welcomed with open arms – you also need to ensure that your end users will adopt your Office 365 solution. So, you need to invest in the right kind of training and communicate in the right way to help build buy-in for your Office 365 solution.
For example, it’s important to engage with users ahead of a migration to explain the changes and business reasons for the migration.
The benefits of Office 365
Recently, we helped Hatfield, one of the UK’s largest independent car dealerships, switch to Office 365. They had been using a legacy email system, which was limited and created issues when responding to customer requests and reduced staff productivity.
After consulting with the business, we created Microsoft Office profiles and policies for the various users’ groups, which gave us clear picture of the target configuration. We then set about building a migration plan.
The success factors for this process were to ensure that we moved all users’ mailboxes into Office 365 without loss of data and with minimal disruption to the business.
The feedback from staff was overwhelmingly positive. Staff claimed their day-to-day work was transformed, optimising interactions between Jaguar and customers, increasing both productivity and efficiency, while boosting the overall user experience and satisfaction.
From an IT perspective, Hatfield praised Clovertec for the seamless way we engaged, consulted and smoothed the path for the implantation, resulting in a successful project delivery.
Any technical migration can seem daunting, especially without the measures in place. But there is plenty of Office 365 technical support available to help smooth this transition for your business.