How to Plan a SharePoint Migration

Planning a SharePoint migration can seem daunting, but with a structured approach, it becomes manageable. Here’s a step-by-step guide to help you navigate the process:

How to Plan a SharePoint Migration

The design and planning phase of a SharePoint Migration is the key to project success. Advance planning will allow for a smoother transition with minimal disruption of daily operations. It helps avoid unexpected downtime and ensures that users can continue their work without interruption. Critical steps in planning a SharePoint Migration Include:

1. Assess Your Current Environment

The first step in any migration is to understand what you currently have. Most organizations are moving from traditional network file shares to SharePoint cloud storage. To start, take a comprehensive inventory of your existing infrastructure:

Inventory: Take a comprehensive inventory of your existing data, including file structures, volumes, and types of content.
Current Usage: Understand how your current system is being used, including user access patterns and permissions.
Structure: How is your current system organized?
Folders and Files: How many folders and files do you have? Are there 100,000 files in 50 folders, or 1,000 folders, or even 10,000 folders? Understanding the scale is crucial.

2. Define Objectives and Requirements

Goals: Clearly define the goals of the migration, such as improving collaboration, enhancing security, or reducing costs.
Requirements: Identify specific requirements, including compliance needs, security policies, and user expectations.

3. Decide on Restructuring

Before migrating, decide whether you want to restructure your data or move it as-is. Consider how users will access files in SharePoint:

Data Organization: Determine whether to restructure your data or migrate it as-is. Consider how data will be organized in SharePoint to optimize access and usability.
Permissions: Plan how permissions and access controls will be managed in the new environment.
Access Methods: Will users access SharePoint data and OneDrive through a web browser, or will they sync folders to OneDrive for access through File Explorer?
OneDrive Sync: This feature makes data in SharePoint and OneDrive appear like traditional file managers on Windows computers. However, be aware of limitations, such as the number of files that can be synced.

4. Choose Your Migration Tools

Selecting the right tools for migration is essential.

Tool Selection: Evaluate and select the appropriate migration tools based on your specific needs. Microsoft offers its own tools, but third-party options may also be suitable.
Compatibility: Ensure the chosen tools are compatible with your current and target environments.

5. Develop a Detailed Migration Plan

Timeline: Create a detailed timeline for the migration, including key milestones and deadlines.
Resource Allocation: Allocate necessary resources, including personnel, budget, and technical infrastructure.
Risk Management: Identify potential risks and develop mitigation strategies.

6. Prepare for User Training and Support

Migration isn’t just about moving data; it’s also about ensuring users can effectively use the new system. Training is crucial, especially if users are accustomed to accessing files through drive letters like K: or F. In SharePoint and OneDrive, these concepts don’t exist. Users will need to learn how to use OneDrive Sync and other new features.

Training Programs: Develop training programs to educate users on the new system, focusing on key features and changes.
Support Plan: Establish a support plan to assist users during and after the migration, including helpdesk resources and documentation.

7. Conduct a Pilot Migration

Test Migration: Perform a pilot migration with a small subset of data to identify any issues and refine the process.
Feedback: Gather feedback from pilot users and make necessary adjustments before the full migration.

8. Audit and Finalize

Audit Data: Conduct a thorough audit of the data to be migrated to ensure accuracy and completeness.
Finalize Plan: Finalize the migration plan based on insights gained from the pilot migration and audits.

To summarize, the critical steps in the planning phase of a SharePoint migration include assessing your current environment, defining objectives, deciding on data restructuring, choosing the right tools, developing a detailed plan, preparing for user training, conducting a pilot migration, and auditing the data. By carefully following these steps, you can ensure a successful and seamless migration to SharePoint

For more insights on planning for a SharePoint migration, watch this short video as Peter Ayedun steps you through the critical steps in planning a SharePoint Migration.