To ensure a successful transition, the right approach is crucial. You must anticipate potential challenges early, addressing them long before they can present an issue. Your staff will also need to hit the ground running, returning to normal operations after the migration with the smallest disruption possible. All of this starts with a strong strategy.

Why businesses migrate to Office 365

It is not difficult to see why Office 365 is such a popular platform. It provides a wide range of benefits for businesses:

Improved Collaboration:

Tools like Teams, SharePoint, and OneDrive make collaboration easier than ever. Staff can work together on the same document, making suggestions and tracking changes in real-time. Virtual meetings ensure that even when a staff member is not in the office, their unique voice can be heard. Employees can communicate effectively, regardless of the circumstances they may find themselves in.

Increased Productivity:

Seamless integration across all 365 platforms reduces the time spent switching between tasks, speeding up workflows and improving output. Staff members can attend a meeting, take notes, create a report, draft a presentation, and send a follow-up email – all within the same productivity suite. Tasks are completed faster and with more cohesion.

More Scalability:

Microsoft’s cloud-based platforms provide an unprecedented level of flexibility and scalability. With tiers designed for businesses at every stage of their journey, 365 empowers long-term growth and supports variable workloads.

Better Security and Compliance:

365 is well-known for its large variety of highly customisable security measures, which safeguard sensitive data and support regulatory compliance. Along with settings built straight into each app, some Business plans come with additional applications such as Defender and Purview.

Stronger Business Continuity:

Cloud-based access keeps your team online even when things go wrong, storing data safely and allowing work to continue when downtime would otherwise be inevitable. This ensures stronger business continuity.

Cost Savings:

All of the above benefits ultimately save your business money that could have been lost to cyber-attacks, bad investments, or downtime. In the long term, this improves profitability and growth.

Learn how cloud technology helps businesses thrive

The biggest challenges of Office 365 migration

These compelling benefits do not come without challenges. With so many risks involved, migration can be challenging at the best of times. When you are shifting the very foundation of your business – workflows, email addresses, and critical data – the likelihood of errors is high. Some of the most common challenges faced during migration to Office 365 include:

Licensing and cost management

Office 365 offers a variety of plans aimed at individuals, businesses, and enterprises. This strategy is designed to provide an option that will suit every organisation, no matter where they are in their journey. While it succeeds in this, Microsoft has made licensing quite complicated in the process. It is very easy to accidentally choose the wrong plan, resulting in your business either lacking necessary tools or paying for unnecessary ones.

While the short-term impact of such an error may be minimal (especially if you are able to find a workaround), it will have long-term consequences. Money is wasted, inefficiencies start to appear, and the business slowly becomes less productive than it should be.

Locating equivalents

Chances are, your business already has a complete tech stack. Migrating to Office 365 might address a number of challenges you currently face, but it will also disrupt the systems you have in place. If you use another productivity platform right now, then each tool you access must be replaced with an Office 365 equivalent. While this is relatively easy in some cases (Google Docs to Microsoft Word, for example), it can be a bit tricky for others. Certain crucial extensions, for instance, may not exist on both platforms.

If you are unable to find a direct equivalent, you could be forced to continue paying for the service you originally intended to replace alongside Office 365. This is a disaster, particularly if your goal was to save money by migrating. Alternatively, you could end up using complicated workarounds that don’t truly address the issue. Neither scenario is good.

Integration with existing systems

Most businesses operate in a carefully balanced IT environment that includes third-party tools and legacy systems. While it may work for the time being, migration to a new platform throws all of it out the window. Office 365 must integrate smoothly into your existing technology. If it cannot, then you are wasting time and money.

Data migration issues

Moving large volumes of data is always challenging and frightening. Files, emails, and customer information must all be transferred accurately and in good time. One wrong move could accidentally delete years’ worth of information.

This process becomes even harder for well-established businesses, as a number of quirks will usually appear over time. Files may be stored in odd places or under strange names, permissions might be outdated, or formats may not be easy to transfer between your chosen platforms. These issues can result in data loss, corruption, or even leaks.

Security and compliance concerns

Migration is a time of great upheaval, and often leaves your systems temporarily vulnerable. Threat actors know this, and take great pleasure in exploiting your brief moment of weakness for their own gain. During the transition, you are at greater-than-normal risk of cyber-attacks, breaches, reputational damage, and compliance issues.

Making it through the migration itself is only part of the battle. On the other side, any security that lapsed must be reinstated and reinforced. Failure to do so properly results in enormous vulnerabilities, which could be leveraged to launch an attack years into the future.

Downtime and disruptions

“Downtime” is every business’ least favourite word. Unfortunately, it is also one of the most common risk factors you face during an Office 365 migration. Whether it is a brief disruption as workloads are shifted or the result of a sudden glitch immediately after migration, downtime can occur. Operations halt, customers go unsatisfied, and thousands of dollars could be on the line.

Resistance

Even the best tools will fail if you cannot convince staff to use them. Resistance to a new technology is more common than you might expect, for a number of reasons. They may feel unequipped to handle it, especially if they are older and set in their ways. Perhaps they worry that the new system carries a serious flaw you have not noticed.

Regardless of the reason, the result is the same. Resistance creates friction, slows down operations, and reduces morale. Over time this can create an enormous ripple effect that damages the entire business.

Your Office 365 migration strategy

Fortunately, the process does not need to be this difficult. With the right migration planning, you can mitigate these risk factors and reduce your chance of experiencing an issue. Follow these 365 migration strategies to ensure a smooth transition:

1. Plan ahead

Step one is always ensuring that you are migrating to the right platform. You must verify three things before any action is taken:

• The rest of your IT infrastructure can actually support a migration to Office 365
• You understand which plan your business requires
• You can find a direct equivalent of all necessary software within 365

If you are unable to confirm any of these, stop and consider whether 365 is actually right for your business at this moment in time. If not, but you still wish to migrate, you may need to shift workflows or systems around to make room. Once this is done, ask what you hope to achieve through the migration. What pain points are you attempting to address? This is crucial for identifying the key performance indicators (KPIs) that will help you determine the overall success of your migration.

2. Inventory and audit your environment

Now that you have confirmed you are definitely migrating to Office 365, perform a thorough audit of your entire IT infrastructure. Your goal here is to determine what will be moved, what will stay the same, and what needs to be adjusted or replaced. Consider:

• Data
• Existing software
• Devices
• Networks
• Cloud services
• User accounts (active and inactive)

Now is also an important time to examine your security measures, as you will need to maintain or replace these during the migration. Look at the built-in defences your current platform implements, and note them down for later.

3. Decide on your approach

There are a number of common migration types, each with its own benefits and disadvantages. Some businesses move their entire infrastructure in one go, aiming to finish as fast as possible. Others work in phases, implementing the new platform slowly and systematically. The best tactic for you will depend on your:

• Size
• Current infrastructure
• Industry
• Security and compliance requirements
• Migration goal

4. Plan for downtime, then reduce it

Some amount of disruption is always a possibility, no matter how well thought-out your Office 365 migration strategy is. You must attack this from two angles. First, develop a plan to reduce disruption as much as possible. One common way to achieve this is by using blue/green deployment, where you maintain the old environment while setting up the new one. This way, if any issues are encountered, you need only switch back to the old system while they are resolved.

You must also develop a recovery plan, to handle scenarios where downtime occurs anyway. It is important to be realistic about the fact that sometimes, despite your best efforts, things simply go wrong. How you respond in these situations makes all the difference.

In your plan, explain:

• What should be done to restore operations, and when
• Who is responsible
• When and through which channels communication with third-parties (such as customers) should occur
• Your recovery point objective RPO) and recovery time objective (RTO)

Ensure that everyone understands the plan, and can access it when needed.

5. Backup data

Now is the time to backup all important data. Do not attempt to migrate without a backup, as you could lose critical information with no way of retrieving it. For best results, use the 3-2-1 rule: 3 copies of your data, across 2 different media, with at least 1 offsite or in the cloud. This will significantly reduce your risk of data loss.

6. Consider security and compliance

Security is non-negotiable at all times, even during a migration. It’s important both for preventing cyber-attacks and for maintaining regulatory compliance. Fortunately, this process presents you with an opportunity to address any areas that may have been lacking. You may actually end up with stronger security than you had before.

Here are some measures to implement during or immediately after migration:

• Data encryption while at rest and in transit.
• Data Loss Prevention (DLP) rules. These can be set using Microsoft Purview, if applicable.
• Multi-factor authentication (MFA).
• Access controls, such as the principle of least privilege.
• Endpoint security.

Any inactive user accounts should be deleted, and outdated permissions should be updated. Once the migration is complete, ensure that Office 365 has been configured securely. Performing these steps now could save you a lot of trouble later. Remember to provide additional cyber awareness training, so staff remember to uphold your defences.

7. Commit to post-migration support

Migration is not necessarily over once your new systems are online. There will be an adjustment period. Allow room for minor issues to surface and users to learn the new platform. Your post-migration support plan should include:

• Training to help staff understand 365’s products and how they fit into the workflow
• Support for any user issues that occur, such as lock-outs
• Careful monitoring for potential issues
• Testing to ensure that everything works correctly and data was properly transferred
• A formal review (typically a month or so later) to check that KPIs were met and everything functions as expected.

8. Document everything

While it may seem unimportant, documentation of every action is critical. It allows you to retrace your steps if something goes wrong, identifying the issue faster. You will also be able to demonstrate compliance efforts if your business is audited, by providing evidence of your security strategies. Keep multiple copies of these documents in secure locations, and update them regularly.

Additional tips for a seamless Office 365 migration

The steps listed above will provide you with a basic 365 migration strategy. These additional tips will help you ensure success:

Don’t be scared to outsource

Sometimes, migration is too complex to handle on your own. In these situations, don’t be afraid to partner with a managed service provider (MSP). They can handle the process for you, eliminating errors and supporting you throughout the process.

Migrate emails from Google Workspace to Office 365

Email migration sounds a lot more complicated than it actually is, particularly when swapping between these two platforms. You can migrate emails from Google Workspace to Office 365 using a process called “Automated batch migration”, which vastly simplifies the process, or through a manual process if more control is required. Microsoft advises users to partner with an expert and keep the Google environment active during this process.

Leverage Microsoft’s migration resources

You are not alone during the migration process. Microsoft provides plenty of resources to help you, such as the data migration tool. You can also find a wealth of information on their website. Make use of this where possible.

FAQs

How long does migration take?

This depends on the strategy you use and how many issues are encountered along the way. A staged migration, for example, will take longer than a simple lift-and-shift.

Is there a difference between Office 365 and Microsoft 365?

No. Microsoft 365 is just the new name for the same product. However, many users still know it as “Office 365”, and sometimes Microsoft themselves will use this name to prevent confusion.

Will we lose any emails or data?

You should not lose any information if the migration is performed properly. Proper backup practices will help prevent loss in the event of an accident.

How can we support staff during the transition?

You can support staff by providing additional training on how to use Office 365, and offering a judgement-free zone where they can ask questions or have issues resolved. This will help secure buy-in.

Does copilot come with Office 365?

No. Currently, Copilot is a separate add-on for all Microsoft 365 plans, and costs an additional subscription fee.

The support you need for a seamless migration

Your migration to Office 365 doesn’t need to be chaotic. With a good strategy and the right support, it can be a relatively smooth process. This platform presents you with an incredible opportunity to improve your business’ efficiency, security, and productivity. All you need to do is reach out and take it.

If you don’t feel equipped to handle migration alone, that’s alright. BarberaIT’s support specialists are here to help. Our fast issue resolution and clear communication keep your business on track for long-term success. Learn more about our Sydney or Melbourne support services now.

The post Office 365 migration made easy: strategies for a smooth transition appeared first on Barbera IT.

This is a serious mistake that reduces efficiency, increases risk, and wastes thousands of dollars. But how can this be prevented, when you don’t even have the in-house expertise available to address these problems?

This is the precise issue that Microsoft 365 consulting services aim to solve.

Why businesses struggle with Microsoft 365

Microsoft 365 addresses a variety of challenges faced by modern businesses, such as:

• Collaboration: Tools like Microsoft Teams, OneDrive, and SharePoint simplify collaboration. Multiple staff members can work on the same document at the same time, even across vast distances.
• Data Security and Compliance: Microsoft 365 solutions like Defender and Purview protect sensitive data, reducing the risk of cyber-attacks and ensuring compliance with industry regulations.
• Efficiency: Automation helps streamline manual processes and reduce human error, significantly improving efficiency.
• Workflow Issues: Smooth integration between all 365 applications improves and speeds up workflows, limiting the amount of time staff spend switching between platforms.

But these benefits are accompanied by challenges. 365 comes with problems of its own that can undermine many of the platform’s biggest advantages:

Vague terminology

Microsoft is often not particularly clear on what their products are actually capable of. Descriptions contain a variety of buzzwords such as “Productivity solution” and “Enhances operations” but don’t explain what any of this means in practical terms. As a result, businesses invest in 365 with only a basic understanding of its functionality.

Complex configurations

Microsoft 365 is designed to be highly customisable, allowing businesses to tailor it to their exact needs. Unfortunately, much of this customisation is hidden behind complex configuration menus that most users do not have the time or necessary expertise to navigate effectively. Inevitably, these efforts are entirely abandoned. Useful features and important security settings go unused, reducing the effectiveness of the platform and potentially introducing severe vulnerabilities.

Migration issues

Merely migrating to Microsoft 365 in the first place can become an insurmountable challenge. Integration with existing technologies is often difficult, and data can be erased if it is not transferred correctly. Staff may also resist the introduction of a new platform, if they are already used to a different system. These issues make migration far more difficult and stressful than it needs to be.

Lack of internal resources

The other problems listed here would be solvable, given the right resources. However, not every business has access to these. Limited staffing and tight budgets exacerbate the issues already inherent to Microsoft 365 adoption, by preventing businesses from accessing the knowledge and technology needed to address them. Instead of 365 challenges being a minor roadbump, they spiral out of control until they become severe problems.

Let’s debunk some common IT myths

Microsoft 365 consultants explained

To solve these problems, many businesses are partnering with Microsoft 365 specialists. These third-party experts provide crucial guidance on how best to leverage the platform for stronger productivity and security.

Typically, a Microsoft 365 consultant will provide some or all of the following services:

• Assess your current environment for issues
• Identify potential improvements to solve them
• Examine which Microsoft solutions best address your needs
• Help configure your applications
• Assist with migrations to Microsoft 365
• Support your team to ensure long-term success
• Provide ongoing optimisation

The exact assistance offered will depend on each provider, as well as your specific needs. But they all share a common goal: to help your business stop wasting money on 365, and start using it effectively.

How a Microsoft specialist can help

Right-sizing

Like all other cloud services, it is very easy to overspend on Microsoft 365. The oft-repeated mantra of “Better to have it and not need it” may cause you to select a higher tier than you actually need, wasting money on services that provide no real value.

A consultant helps right-size your services by assessing your current infrastructure and identifying gaps. They will explain which plan you need and why, ensuring that your Microsoft solutions drive real growth instead of collecting dust. The money you would have spent on services you don’t need can instead be invested elsewhere.

Security and compliance

Most of 365’s most powerful security features are hidden behind a series of menus or confusingly-named products. Even locating them can be difficult, let alone setting them up correctly. Your Microsoft partner will handle all of this for you. They have spent years developing a deep understanding of this suite, and know how to secure your data. This, in turn, also increases your regulatory compliance and reduces your risk of an audit. Your business will be significantly safer, without any additional effort on your part.

Migration assistance

Microsoft 365 consultants provide expert guidance that helps you migrate without the chaos and disarray this process so often causes. They ensure that data is transferred correctly, 365 fully integrates into your existing infrastructure, and strong security protocols are maintained. They will also check that everything works as intended, identifying issues early and resolving them before they can harm your business.

Staff support

Even the best tools will fail without buy-in. Your consultant provides ongoing support for staff as they adjust to this new system, helping them overcome challenges they encounter. This not only prevents productivity from being lost during the transition, but also improves morale and reduces change resistance. When employees are confident that they know how to use a new platform, they are more likely to embrace it.

Patch management

Microsoft 365 patch management is a necessary but time-consuming process. The regularity of updates, and the necessity of a restart on each occasion, make this a tempting task to neglect. But this mistake could cost you dearly, resulting in slowdowns, outages, and security risks.

A Microsoft expert can manage these updates for you, ensuring that they install at convenient times when devices or programs are not needed. This keeps your systems up-to-date without interrupting workflows.

The potential problems with Microsoft 365 consulting services

While hiring a third-party provider offers a number of attractive benefits, it can also introduce unique challenges. Understanding what these are, and how to address them, is essential to ensure a successful partnership.

Loss of control

It is important to note that ultimately, you always have the final say. It is your business, and your IT infrastructure. However, outsourcing work always inherently means that a small amount of control is lost. Rather than interacting with your own team and solving problems directly, you must communicate with your provider and wait for them to act. If something goes wrong with this process, you could experience delays.

You can avoid this issue by fostering a strong relationship and dividing responsibilities carefully. Your in-house team (if applicable) and your service provider should each understand what their role is in your overall IT infrastructure, and they should feel comfortable collaborating with each other.

One size doesn’t fit all

Some Microsoft consultants incorrectly assume a strategy that worked for previous clients will also help you. They may implement generic, off-the-shelf solutions that seem useful, but do not address your business’ specific needs. You may be lulled into a false sense of security that issues are being solved, when in reality they are quietly spiraling out of control.

To prevent this, choose a provider who treats your business as the unique entity it is. They should put in the time to learn about your industry, goals, and IT infrastructure. If you partner with a provider who treats you just like everyone else, then that is all you’ll ever get.

Extra attack vectors

Your IT provider is a valuable partner, but they can also become an additional attack vector. Each third-party with access to your IT infrastructure is a new opening threat actors can exploit. If you are not careful, you could end up experiencing a major data breach.

The best way to avoid this is by vetting out your Microsoft 365 consultants carefully. Not every provider specialises in security. Make sure yours does. Look for consultants who also offer security services, and ask what their role is in protecting your business.

Misaligned expectations

Partnerships can only be effective if everyone is on the same page. Unfortunately, poor communication can lead to misaligned expectations. You might believe your consultant is helping you set up SharePoint for optimal security, while they’re under the impression that you wanted to focus on simplified data storage. When communication breaks down, these issues build up and your needs do not get fulfilled.

You can prevent this by setting a baseline from day one. Clearly outline your expectations and needs, then check that your provider understands this. Keep communication lines open during your partnership, so any misalignments can be quickly corrected.

How to choose the right Microsoft 365 specialist

Not all consultants are created equal. The choice you make could mean the difference between a strong Microsoft 365 environment that supports your needs, and one that actively hinders you. Here are some considerations to keep in mind during your search:

• Responsiveness: How long does the provider take to answer questions? Do they pick up the phone when you call? A lack of responsiveness often indicates an overstretched team, ultimately leading to delays and downtime. Look for a consultant who answers promptly and clearly.
• Expertise: It goes without saying that your consultant should have plenty of hands-on knowledge about Microsoft products. Membership within the Microsoft Cloud Partner Program is a positive sign, as it shows a strong relationship with the company.
• Experience: In a field where so much is learned through trial-and-error, experience is one of the most important traits a consultant can have. Look for testimonials and case studies that demonstrate a history of successful partnerships.
• Local Support: Long-distance consulting services might seem just as good, but this isn’t necessarily true. Time zones can slow down response times, and some issues just need to be solved in-person. Choose a Microsoft expert with at least one building in your local area, to ensure you get the best support possible.
• Strong Security and Compliance: Your chosen consultant should have a deep understanding of not just security best practices, but also the local regulations businesses must abide by. Strong security and compliance demonstrate a commitment to safety and trust.
• Long-Term Support: A good Microsoft 365 consultant shouldn’t disappear as soon as their initial task is complete. They should stay to offer ongoing support as needed.

FAQs

How do Microsoft 365 consulting services differ from regular IT support?

While IT support teams do offer guidance and advice, their primary focus is on issue resolution and prevention. Their knowledge is also typically much more general. Microsoft 365 consultants specialise in this specific platform, and develop a much deeper level of expertise. This allows them to resolve much more complex problems and provide niche support.

Can Microsoft 365 consultants help with Office applications?

This is a common misconception. 365 is the new name given to the same set of products that was originally sold under the “Microsoft Office” banner. If you can access your Microsoft products through the internet, then you are using 365 and a consultant will be more than equipped to help.

On the off-chance that you do still use products listed under the “Office” name (some home and school products do retain this branding, for example), the platforms are similar enough that a 365 consultant should still be able to help. However, in this case they will likely recommend that you upgrade to the modern, cloud-based version, as it provides far more benefits for businesses.

Are Microsoft Office 365 consultants different?

No. “o365 consultant”, “Microsoft 365 specialist”, and “Microsoft Office 365 consultant” are all different terms for the same thing. This confusion mostly springs from the rebrand in 2017, and is worsened by the fact that home users can still purchase an “Office” product. Managed Microsoft 365 services are also similar.

Are Microsoft 365 specialists only for large businesses?

Not at all. In fact, smaller businesses often gain the most from third-party IT services. They provide a more cost-effective option than hiring a full in-house team for the same purpose.

How much do Microsoft 365 consultants cost?

Like all IT services, the cost will vary based on your size, industry, needs, and the company’s own pricing system. If you need a more specific answer, it is always best to ask for a quote.

Make Microsoft 365 work harder for your business

Microsoft 365 offers your business an unprecedented level of productivity and security, but only if you understand how to leverage it properly. Without the right knowledge, you could end up with severe inefficiencies, wasted money, and even a data breach. An experienced Microsoft 365 consultant can help you overcome these challenges, making the most of this powerful productivity suite and streamlining your IT infrastructure.

Are you ready to stop wasting your technology investments? We understand that it’s all about how you use your IT, and provide the expert guidance you need to make smarter decisions. If you’d like to chat about your needs, get in touch with a consultant.

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