Effective SharePoint Migration tips – Part 1 Back

December 6 2020
With the growth in collaboration, the collaboration tools have gained in popularity among the corporates. One of the long-standing collaboration tools is Microsoft SharePoint. With SharePoint online strong features and capabilities, it has become the go to platform for collaboration and communication. Inherent strength towards security, it has become central repository for all content and collaboration works.
With various SharePoint migration tools in place like Microsoft mover, Sharegate etc, SharePoint migration always seems to be a hard affair. The reason SharePoint migration seems to be a nightmare is, because of the not having strong understanding about SharePoint.
This multi series blog article gives you a quick overview about the effective SharePoint Migration tips from our experience. Being a Gold Partner in SharePoint (Content & Collaboration Services), we try to take you through our experience gained over carrying out numerous migrations over the years.
Any type of migration to SharePoint will have five major steps
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Preparation

A job planned well is half done. Hence, preparation as like for any major tasks, for SharePoint Migration plays a major role. The basic queries that need to be addressed are as follows
  • Why the migration to SharePoint Online to be carried out?
  • Is the content structured and permission visibility in place?
  • If not, still needs to be migrated to SharePoint Online, how long would it take to build the same or prepare the structure properly?
These are the fundamental questions that needs to be addressed before the migration starts. The right answers shall help the organization to save time as well as the cost overrun during the project execution. The best way to manage the information is to plan the information structure in advance. Though all answers cannot be addressed alone by the Business IT team, it would also call for the executive management team to step in and weigh in the options for project.
Once, the organization, has the answers for the project, its critical to identify the right owner for the project. Though the number of representatives for the various aspects of the project might vary depending upon the organization size, the below gives the various owners who might play a role in the migration. In general, they can be grouped into 3 groups
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The preparation group generally consists of

  • 1. Project owner – Responsible for the overall project management and its related activities
  • 2. Migration lead – Responsible for the following
    • a. Planning of the migration
    • b. Identification of the migration team members
    • c. Planning and managing the overall migration activities
  • If not, still needs to be migrated to SharePoint Online, how long would it take to build the same or prepare the structure properly?

The migration group generally consists of

  • Migration expert – Overall expert of the migration towards the target environment as well as overseeing the risk scenarios of the migration
  • Technical/Integration expert – Responsible for looking into the integration challenges with various systems as well as ensuring the co. ordination with different system owners; any customization works that needs to be planned and executed in co. ordination with the migration expert; as well as planning for the training for the migration team and users.
  • Support lead – Responsible for the support activities during and post migration. Generally, comes from the support team of IT.
  • If not, still needs to be migrated to SharePoint Online, how long would it take to build the same or prepare the structure properly?

The communication group generally consists of members from the marketing and communication team

  • Communication expert – Responsible for communication related to the migration
  • Adoption expert – Responsible for the successful adoption of the new environment. Prepares and executes the adoption campaign
  • Technical trainer – Works in co. ordination with Technical expert to execute the training for the migration team and users.