RSMUS.comCo-written with William Jones.
SharePoint Online, the robust cloud-based collaboration platform from Microsoft, has become the go-to destination for organizations looking to modernize their content management strategies. However, the journey from traditional file servers, Google Workspace shared drives, Egnyte, Box, Dropbox, and even network-attached storage to SharePoint Online is anything but a leisurely stroll. In this blog post, we’ll explore the nuances of content migration into SharePoint Online, demystifying the process and shedding light on the complexities often overlooked by those who believe the transition should be a walk in the park.
Note: While the context of the following myth busters is around traditional file servers, the same general concepts apply to any source environment.
SharePoint Online vs. File Servers: Myth Busters
Myth #1: “Moving to SharePoint Online is a breeze; it’s just like transferring files between folders.”
Reality: SharePoint Online is not your typical file server; it’s a dynamic ecosystem designed to enhance collaboration and content management. Unlike file servers, SharePoint Online leverages metadata, version control, and robust permissions settings. Migrating requires a strategic approach beyond a simple drag-and-drop operation.
Myth #2: “All migration methods are created equal.”
Reality: Content migration methodologies can be compared to different moving approaches. One common approach is the “Forklift Methodology,” analogous to hiring a mover with a forklift. This method involves a lift-and-shift operation, moving content and permissions as-is, with no cleanup or restructuring. However, a more comprehensive approach, akin to hiring a full-service moving company, involves meticulous planning, data cleanup, and reorganization.
Myth #3: “All content Is equal, and metadata Is optional.”
Reality: In SharePoint Online, metadata is a powerful tool for organizing and categorizing content. Metadata enhances searchability, improves information architecture, and facilitates efficient content management.
Myth #4: “Permissions will automatically transfer, no need to worry.”
Reality: Permissions in SharePoint Online operate differently than on traditional file servers. Assuming they will seamlessly transfer during a migration is a common misconception, and an effective approach involves a thorough review of permissions, ensuring that users have the right access levels in the new environment.
Myth #5: “Migration Is a one-time event without ongoing maintenance afterwards.”
Reality: SharePoint Online is a dynamic platform that evolves over time, so treating migration as a one-time event is a myth. Continuous maintenance, updates, and periodic reviews of the information architecture are essential for optimizing the platform’s performance and ensuring it aligns with evolving business needs.
Myth #6: “SharePoint Online Is only for large enterprises.”
Reality: SharePoint Online is a scalable solution suitable for businesses of all sizes. Small and medium-sized enterprises can benefit from its collaboration features, document management capabilities, and integration with other Microsoft 365 applications.
Myth #7: “Migration is solely an IT responsibility.”
Reality: While IT plays a crucial role, successful migration involves cross-functional collaboration. Business units, content owners, and end users should actively participate in the process. Treating a migration as a purely IT-focused exercise can result in a lack of stakeholder engagement and increase the potential resistance to change across the organization.
Myth #8: “SharePoint Online is only for document storage.”
Reality: SharePoint Online is more than a document storage platform. It offers features for collaboration, communication, and workflow automation. In order to unlock the full potential of the platform, organizations should fully understand the capabilities it represents and account for those as part of the migration process.
Myth #9: “Migrating to SharePoint Online guarantees immediate productivity gains.”
Reality: While SharePoint Online offers numerous productivity benefits, expecting immediate gains post-migration is unrealistic. End-user training, adaptation to the new environment, and cultural shifts within the organization are necessary for realizing long-term productivity improvements.
Myth #10: “SharePoint Online is set it and forget it.”
Reality: SharePoint Online requires ongoing management, monitoring, and optimization. Assuming it can be set up and forgotten is a myth that can lead to inefficiencies, security vulnerabilities, and missed opportunities for leveraging new features and updates.
Now that we’ve debunked common myths surrounding SharePoint Online migration, it’s evident that this journey requires careful consideration, dispelling misconceptions that may lead organizations astray. Understanding the intricacies of SharePoint Online prepares us for the pivotal decision-making phase, where choosing the right migration methodology becomes paramount. Let’s delve into the two common approaches – the forklift methodology and the full-service moving company methodology – each with its unique set of considerations and implications for a successful transition.
The Forklift Methodology: Lifting, Shifting, and Limited Consultation
Imagine a forklift pulling up to your old garage, picking up the boxes inside, and transporting them all to a new garage. The forklift doesn’t assist with packing, discarding unnecessary items, or organizing the content in the new space. Similarly, the forklift methodology involves minimal consultation, typically led by engineers rather than architects. The focus is on quick relocation, with little attention to optimizing the new SharePoint Online environment.
The Full-Service Moving Company Methodology: Planning, Cleanup, and Expert Consultation
In contrast, choosing a comprehensive migration strategy is like opting for a full-service moving company. The moving company will coordinate the mover at both locations, help you pack, label the boxes appropriately, bring the boxes to the individual rooms, unpack, and even rearrange things. This provides the best experience and can ensure that you’re not left with a laundry list of things to do when the movers have left. Similarly, the consultants – a blend of architects and builders – play a crucial role in determining the success of your data migration. Their experienced methodology involves meticulous planning, content cleanup, and expert consultation throughout the process.
The Missing Link: Training and End User Adoption
However, the migration process is not just about moving content. It’s a transformation that includes training and end-user adoption, elements often overlooked in the forklift methodology. Imagine your forklift simply unloading boxes in your new garage without organizing them. The lack of training and guidance for end users can result in confusion, frustration, and resistance to change.
The Impact on Business Decision Makers
Decision-makers must recognize that successful migration extends beyond the technical aspects of the project. If users are unhappy and not bought into the change, it reflects poorly on the decision-makers who championed the transition. A lack of training can hinder productivity and collaboration, negating the benefits of SharePoint Online.
Navigating the SharePoint Online Migration Landscape
As organizations venture into the realm of SharePoint Online migration, understanding the complexities and nuances is paramount. Choosing between the forklift and full-service moving company methodologies is a strategic decision that goes beyond the simple act of relocation. With this knowledge, organizations can embark on their migration journey equipped with the right tools, methodologies, and consultants, ensuring a smooth transition to the collaborative wonders of SharePoint Online with end-user satisfaction and adoption at the forefront of their strategy. If you’re looking for an industry-focused partner that has spent years perfecting their methodology and assisting organizations with their transformation into SharePoint Online and would like to inquire about how RSM can do the same for your organization, please reach out to the authors, William Jones (LinkedIn) and Jonathan Blaue (LinkedIn), for more information.
William Jones
William Jones is a leader in the field of Enterprise Content Management (ECM) at RSM, one of the world’s largest audit, tax, and consulting firms. He and his team provide clients with solutions for managing their documents effectively and efficiently. They can help with reviewing current systems, moving to the cloud, streamlining workflows, creating reports, and much more. With the expertise of William Jones and the ECM team, clients can have peace of mind that their content is working for them.
Jonathan Blaue
As the Leader of RSM’s Infrastructure Architecture Team, Jonathan Blaue provides clients with industry-focused Digital Transformation Planning, Design and Delivery solutions to middle market customers. Tailoring our solutions to a client’s industry-specific business requirements helps RSM stand apart from its competitors. The Architecture team is focused heavily on RSM’s Advise/Deliver/Maintain approach to make sure clients feel comfortable in what they’re getting and ultimately leading to the successful delivery of business outcomes.