In the business world, it is undeniable that there is a constant need to innovate and enhance strategic tools in order to achieve optimum productivity, collaboration, and communication. Over the years, Microsoft has acknowledged this growing demand. Hence, the Microsoft team relentlessly developed their Microsoft Office 365 for business products to meet these business needs.
But before anyone can enjoy the benefits of Office 365, it is essential that they plan their migration carefully. By doing this, they’ll be able to make sure that their business will get the most of this technology.
In line with this matter, here’s a step-by-step guide you can follow to achieve a smooth and successful Office 365 migration in your office:
Step 1: Make Sure to Do the Groundwork
The key to a smooth Office 365 migration is an extensive plan. This is especially true for businesses that have their own existing processes, on-premise storage solutions and legacy systems in place.
In order to accomplish this, here are some questions that you should ponder upon during your planning process:
- Are all the cloud services offered necessary or do I only need specific Office 365 capabilities such as Exchange Online?
- How can I maximise the benefits I get from this Office 365 migration?
- To ensure a smooth transition, do I need external consultancy or do I need to employ specialized people?
- What are the third-party tools I should avail of?
- How can I enable my employees to effectively use Office 365 tools?
Once you answer these questions, you’ll be able to have the guide you need in creating the right migration strategy for your company.
Step 2: Select the Right Plan for Your Business
As you can see, Microsoft offers numerous Office 365 plans to their customers. Each and every one of them differs in their service coverage and capability levels.
Aside from creating an extensive plan for your migration, it’s also fundamental that you pick the right plan for your business before you migrate to Office 365. According to experts, it’s ideal that you customise your plan according to your business needs.
Step 3: Perform Premigration Checks
When you’re planning to migrate to Office 365, it’s important to keep in mind some premigration checks. By doing this, you’ll be able to understand your technical infrastructure better while you formulate your migration plan.
To guide you in this matter, here’s a list of premigration checks you should perform before you migrate:
Examine Your Bandwidth Limitations
During the Office 365 migration process, IT professionals move hundreds of gigabytes of data from on-premise servers to the cloud. With that said, it is undeniable that an Office 365 migration is a bandwidth-intensive task.
If you want to migrate to Office 365 successfully, it’s crucial that you check your organisation’s bandwidth limitations. Through that, you’ll be able to tell if your bandwidth is enough to move your data to the cloud and resort to alternative methods if it’s insufficient.
List Down Your System Dependencies
Apart from examining your bandwidth limitations, you can also simplify your Office 365 transition by making a list of your system dependencies on the Exchange environment. CRM systems and email archiving systems are only a few of the many places you can look for these dependencies. Once you accomplish this, the transition of these systems to your Online Exchange Server will become simpler and easier.
Check Your Compliance Requirements
Along with the tips mentioned above, it’s also recommended by experts that you check your compliance requirements before you migrate to Office 365. By doing this, you’ll be able to get the peace of mind that your migration adheres to the compliance standards set by the authorities. Furthermore, this can also give you an opportunity to comply with the compliance requirements that you lack.
Step 4: Migrate to Microsoft Office 365
Now that you’re done performing your premigration checks, it’s time for you to migrate to Office 365. In the process of doing so, it’s important to remember that Microsoft’s Office 365 migration is a multistep process. In other words, it can only be completed properly by undergoing multiple phases.
To help you get started, here are some of the phases you need to undergo during the migration:
Migration to Microsoft Exchange Online
Most often than not, the duration of the Exchange Online migration can vary in businesses, depending on the size of their company and the volume of their business data. In order to do this successfully, it’s vital that you verify the connectivity between your Exchange Online and your on-premise Exchange server first.
After you verify the two, the next thing that you should do is to sync your Active Directory with the Azure Active Directory. By doing this, you’ll be able to create Office 365 users easily. Aside from that, it’s recommended that you set up an Active Directory Federation Services (ADFS) and implement a single sign-on (SSO) functionality to ensure your account’s security.
Once you’re done creating your users and assigning installed licenses to them, they’ll be able to start using Exchange Online and SharePoint Online. At this point, it’s ideal that you do a pilot test to check if everything is working fine. You can do this by migrating a small portion of your user mailboxes and diligently managing your public folders, unused mailboxes, and email archives.
Migration to Microsoft SharePoint Online
Compared to the migration to Exchange Online, it is evident that the migration to SharePoint Online is a more intensive task. In order for your business’ SharePoint Online to be ready, it is necessary for you to manually transfer your data.
If you’ve been using SharePoint for quite some time already, then it’s ideal that you go through your content and delete all unnecessary data. But as you do this, you have to make sure that you’re not violating any company policy and compliance regulation in your company. Once you’re done sifting through your content, it’s recommended that you start moving your site collections to your SharePoint server. Most often than not, these collections tend to constitute a large chunk of your content. Hence, it is a wise idea to start the migration in this area.
Migration to Microsoft OneDrive
Unlike the two migrations mentioned above, the migration to Microsoft OneDrive is the easiest. All you have to do is to install it on your computer system and move your content to the local OneDrive folders using the drag-and-drop functionality that it offers.
As you know, OneDrive allows you to store your company documents and files in the cloud. Moreover, it enables you to sync all your cloud storage solutions with your local system. That said, it is evident that the migration to this app enables you to collaborate with your colleagues better.
Step 5: Maximise Office 365 to Get Business Value
While it’s important to undergo the migration process discussed above, fostering the right mindset among your employees is also necessary when you transition to a cloud-based system. As a matter of fact, even the most advanced technology can be useless if your employees can’t use it efficiently. That’s why it’s ideal that you provide employees with the training they need in maximising the tools and features of this innovation.
How Can Managed Services in Australia Aid Your Migration Process?
Without any doubt, the Office 365 migration process can take a lot of time and effort. But with the help of managed It services in Australia, you’ll be able to complete it easily.
Here are some of the services that you can enjoy with experts from managed services like House of IT:
They Will Create Your Migration Roadmap for You
The migration roadmap is a detailed procedure you can follow to deploy Office 365 without disrupting the current environment. Usually, this is used by experts to serve as their timeline the migration progress. When you avail of the services of managed IT service providers, IT professionals will make your business’ migration roadmap for you. Through that, you’ll be able to get the assurance that your migration will be completed effectively.
They Will Modify Your Office 365 Platform to Achieve Your Business Goals
Evidently, the Office 365 platform open countless possibilities for your company. All you need to do to use it to your advantage is to mix and match the plans offered by Microsoft. With the assistance of professionals from reputed managed IT services, you’ll be able to get the guidance you need in selecting the package that’s perfect for your business needs. Furthermore, they can also modify your Office 365 platform to help you reach your business goals effectively and efficiently.
They Will Provide the Technical Support Your Business Needs
Aside from simplifying the Office 365 migration process, managed IT services also provide technical support after the deployment. With their expertise, you’ll be able to get the answers and solutions you need for the migration queries and concerns you encounter during the process. For this reason, it’s undeniably a great idea to turn to experts when you migrate to Office 365.