The Dos and Dont’s of Microsoft Office 365 Migration
There are several benefits of Microsoft Office 365 migration, including increased workplace productivity, business continuity, predictable expenses, and much more. With that said, transitioning from desktop Office products to the web-based Office 365 program isn’t exactly easy; one misstep could cause all of your company emails to go down. Many enterprises are utilizing a Microsoft Exchange Server or IMAP/POP (Internet Message Access Protocol/Post Office Protocol) to protect their emails from this very issue. If your business is ready to make the switch to Office 365, keep reading to discover the right – and wrong – ways to go about it.
Things You Should Do
Outlined below are some guidelines that you should follow to ensure a smooth transition between a legacy system and Microsoft Office 365.
DO: Pick the Right Office 365 Plan
Office 365 offers different subscription plans that include access to various Office applications (such as Word, Excel, Outlook, etc.), along with other productivity services that are enabled through the cloud. Be sure you have a solid understanding of your business environment and requirements to ensure that you are able to make the best decision regarding which Microsoft Office 365 plan you should choose. It is important to note that some plans might include free features (like email encryption, for example), while others will require you to pay for them. Additionally, depending on the nature of your industry, you may need to purchase special licensing. If you’re not entirely sure about which product best fits your needs, some managed service providers (MSPs) can offer guidance about which licensing option is right for your organization.
DO: Use Software to Sync Accounts & Data
The easiest way to migrate to Office 365 is by using software designed specifically for the transition. Exchange, for example, is a Microsoft product specifically tailored for the purpose of storing emails in a centralized database to make switching to Office 365 simpler. Therefore, using Exchange can actually speed up the Microsoft Office 365 migration process. IT professionals can also use this tool to find any company-related mailboxes and subsequently sync all relevant email accounts and passwords into your newly acquired Office 365 program.
DO: Plan for Microsoft Office 365 Migration
Once the data and accounts have been synced to Office 365, IT professionals can officially set a cutover date (which is the date when you officially begin using the new platform). You should aim to set a cutover date several weeks in advance and dedicate sufficient time to help employees acclimate to Office 365. Be sure to have IT support on-call to answer any questions or concerns you might have.
Things You Shouldn’t Do
Unfortunately, 45 percent of organizations are unable to access business-critical applications during the deployment of Office 365 – and no business wants to be part of that statistic. To prevent any hiccups in the Office 365 migration process, avoid these common mistakes and discover ways to circumvent them.
DON’T: Forget to Train Staff Members
After you complete the migration process, you’re not completely done; you still need to train your users (i.e., your employees that will be working with the new Office 365 program). This may seem like an obvious step, but it’s actually extremely common for organizations to spend a lot of time and effort migrating to Office 365, only to discover that their staff has no idea how to properly use the platform after it has been launched. Without appropriate training, users may find it unnecessary or difficult to use newly implemented tools like Office 365.
DON’T: Take on the Challenge Alone
If your organization has many users that utilize multiple devices for work, it is recommended that you work with an experienced IT support company to get the job done. You will want to choose an MSP that is familiar with email flow and has a history of successful Office 365 migrations with other clients. You do not want to make the mistake of hiring a third-party IT provider that hasn’t worked with Office 365 before and risk overlooking small details that can negatively affect the entire migration process.
If you are considering making the switch to Office 365, don’t let confusing licensing options, complicated software, a lack of planning, or the absence of user training stop you. Instead, let Contigo’s Office 365 migration services guide you through the process. Contact us today to request a quote.