In this fast-paced tech world, time is always limited and scarce. This is also true for SharePoint site migration to another site, where there is usually a rush to start moving data immediately. However, proceeding straight into the migration without proper preparation can lead to huge problems. Therefore, before you begin migrating to SharePoint, you must check off items on a SharePoint Online migration checklist. After that, you can simply execute your migration.
Features of SharePoint Online Migration Checklist
Steps of Checklist for a Seamless SharePoint Migration
- Requirement Gathering
- Identifying Factors
- Plan for Migration
- Analyze Source SharePoint Environment
- Cleanup SharePoint
- Prepare Target SharePoint Environment
- Backup of SharePoint Data
- Train Users
- Test Migration
- Execute Migration Process
- Verify Data After Migration
- Decommission Source SharePoint Account
This checklist covers the essential tasks you should focus on to make sure the migration goes smoothly. So, let’s begin.
Key Features of the SharePoint Migration Checklist:
- Provide insights about the structure and content of the SharePoint site.
- Helps to manage the SharePoint Site efficiently.
- Guide Admins to the successful SharePoint migration.
- Facilitate the environment preparation steps.
- Promote the user feedback for SharePoint migration.
- Emphasize the Automation for migrating SharePoint contents with metadata
Let’s get deep dive into the checklist and understand every step in detail.
12 Steps of SharePoint Online Migration Checklist
This Migration checklist is a result of our experience in SharePoint migration. We have mentioned a group of procedural steps that should considered for smooth and glitter-free migration.
1. Requirement Analysis
The requirement gathering is the most important step before migration. In this, an admin should identify the purpose and requirements of migration which can make it easier to choose sites to move or select an environment. You have to also specify the Source environment (where your data is stored) and Destination environment (Target/ where you are moving your data) in this step.
2. Identifying Factors Affecting Smooth Migration
In this setup, an admin identifies the factors that can affect the migration like the network bandwidth, Server capacity, file type and formats, system dependencies, data quality, and data complexity.
3. Migration Planning
After identifying the Purpose and requirements an admin should plan the migration accordingly. Which involves setting up of date and time of migration, selecting the method of migration (SharePoint migration tool), and the type of migration (batch or other) depending on the size and need.
4. Analyze SharePoint Environment:
The analysis of the SharePoint environment gives you a better idea of the content that you have to move. In this part of the SharePoint Online migration checklist, You should note down all the SharePoint sites, document libraries, lists, and subsites. Document current user permissions and roles for each site and library. Identify special permissions or custom access levels. Also, determine which sites and content are actively used and which are outdated or redundant.
5. Clean Up SharePoint Environment:
It is a crucial step to optimize the SharePoint Online migration. After, analyzing all the sites and subsites you have to prepare the source environment. In this, you should delete or archive outdated documents, sites, and libraries. After deleting outdated sites and content, organize and categorize content for easier migration and ensure naming convention for metadata. Also, check for broken links or missing files.
6. Plan & Prepare Your Target Environment:
In the continuity of the SharePoint Online migration checklist. Now you have to plan the migration and go with the method of migration that you have selected at the pre-migration step. Now, Navigate to the targeted SharePoint environment where you have to move your data. Set up the environment and structure of the site according to your source site.
Plan the architecture of your SharePoint site, including libraries, lists, and subsites. Define metadata, content types, and document libraries. You have to configure user roles and permissions in this SharePoint environment based on your analysis. Also, you can test the migration with test data for your consistency.
7. SharePoint Data Backup
Relying on the migration method whether it is robust and secure can lead to you in hurdles. When the situation of relocating the SharePoint data of the organizations, then there is no place for mistake. So, creating a backup copy of SharePoint Online is also a crucial step in the SharePoint Online migration checklist.
8. Train Your User:
In this step, you should notify the users about the changes and modifications in the new environment. Train them on how to use the new environment, its structure site contents user permissions. Develop or update documentation, tutorials, and user guides. You can also set up a helpdesk or support system to assist users during the transition.
9. Pilot Run or Proof of Concept
After finalizing the complete plan for the migration, do not directly jump to the migration. Firstly run a pilot migration to identify the upcoming issues and bottlenecks in the process. It will help you to be well-prepared to tackle the run time errors while performing the actual migration.
10. Execute SharePoint Migration:
This is the most important part of any SharePoint Online migration checklist that’s why we demand your full concentration in this step. After verifying the completion of the above steps, now you have to initiate the migration process with the SharePoint Migrator.
Performing SharePoint tenant to tenant migration involves more than just moving data from one place to another. This is a comprehensive software solution that helps you through every stage of the migration process. With this impeccable and efficient tool, you can speed up your migration while following best practices to ensure a smooth and successful SharePoint migration experience.
11. Validate the Data After Migration
After the completion of the migration, verify whether the complete data is migrated or not. Access the sites, subsites, lists, and document libraries to ensure data completeness. Check out the functionality of the target SharePoint Online account. Also, collect feedback from users on their experience with the new SharePoint environment. Do not forget to document the migration process, any challenges encountered, and how they were resolved. Prepare and provide a final report to stakeholders (Site owners and users) by informing them about the success of the migration.
12. Decommission Source SharePoint Account
Finally, decommission the Source SharePoint cloud account. It will only act as a liability for your organization after moving to the new SharePoint cloud platform. So, to cut out the unnecessary expenses and IT overload decommission your old SharePoint cloud.
Final Words
A guide is essential when you are navigating an unfamiliar path. This write-up offers a comprehensive SharePoint Online migration checklist to guide you through every stage of the migration process. However, we have provided an overview of SharePoint migration, covering all necessary steps from pre-migration through to post-migration.
In addition, we have also included information on an automated solution that can efficiently assist with your SharePoint migration. This solution not only streamlines the process but also provides a detailed migration log upon completion.