Nikoo Samadi
Moving your business to the cloud isn’t just about keeping up with technology. It’s about staying competitive. For many organizations, SharePoint migration is a key step in modernizing how teams work, share files, and secure important data. But migration is rarely simple. Without the right planning, companies risk downtime, lost documents, or frustrated employees.
That’s where working with a SharePoint consultant could make the difference. Instead of treating migration as just a technical project, a consultant helps you align the move with your business goals, ensuring the process is smooth, secure, and built for long-term success.
What Is SharePoint Migration?
SharePoint migration is the process of transferring data, documents, workflows, and permissions from an older version of SharePoint (such as SharePoint 2010, 2013, 2016, or 2019) or from a file server to SharePoint Online within Microsoft 365. This migration enables businesses to leverage the latest collaboration, intelligence, and security solutions offered by Microsoft 365.
The migration process involves moving various elements, including:
- Documents and Lists: Ensuring that all files and lists are accurately transferred to the new environment.
- Site Structure and Workflows: Recreating the organizational structure and automating processes as needed.
- Permissions and Metadata: Maintaining security protocols and metadata to ensure proper access and organization
This transition is necessary for businesses aiming to modernize their document management systems while maintaining security, compliance, and user accessibility.
When Is It Time for Your Business to Migrate to SharePoint Online?
Migrating to SharePoint isn’t just about upgrading technology, it’s about making sure your business can keep up with modern ways of working. But how do you know when it’s the right time to move? Here are six clear signs that your organization should consider SharePoint migration now.
1. You’re Running Unsupported or Soon-to-Be Unsupported Versions
If your company still relies on SharePoint Server 2010, 2013, 2016, or 2019, you’re either already out of support or heading there soon.
- SharePoint 2010 and 2013 are no longer supported, which means no security patches or updates.
- SharePoint 2016 and 2019 will reach end of support by mid-2026, leaving businesses exposed to vulnerabilities.
Running unsupported software not only increases risks but also blocks access to new features.
2. Your Employees Struggle with Remote or Hybrid Work
If your teams can’t easily access documents outside the office or still send files back and forth over email, that’s a red flag. SharePoint Online allows employees to:
- Work from anywhere on any device
- Co-author documents in real time
- Share files securely without using third-party tools
In today’s hybrid work environment, limited access equals lost productivity.
3. IT Overhead Is Consuming Too Many Resources
Maintaining on-premises servers takes time, money, and energy. Hardware needs upgrades, patches have to be applied, and downtime can disrupt business. With SharePoint Online:
- Microsoft handles all maintenance and updates
- Costs move to a predictable subscription model
- Your IT team can focus on strategy instead of server upkeep
4. Collaboration and Version Control Are a Mess
If your teams deal with duplicate files, missing versions, or confusion over “final” documents, your system is slowing everyone down. SharePoint Online provides:
- Centralized document libraries
- Automatic version history
- Metadata for better file organization
This eliminates errors and helps employees find the right file in seconds.
5. You Have Growing Concerns About Security and Compliance
On-prem systems often lack advanced tools for today’s compliance and security needs. SharePoint Online comes with:
- Encryption in transit and at rest
- Multi-factor authentication
- Data Loss Prevention (DLP) policies
- Compliance with regulations like GDPR, HIPAA, and ISO
If protecting sensitive data is a priority, SharePoint migration should be too.
6. Your Business Is Growing, but Your System Can’t Scale
As your company expands, so do storage and collaboration needs. On-premises servers require costly upgrades, while SharePoint Online scales automatically. You can add users, increase storage, and integrate with tools like Teams, Power BI, and Power Automate without extra infrastructure.
Why Timing Matters
Delaying SharePoint migration creates risks and missed opportunities. Here’s why now is the right time:
- Security risks grow as older systems lose support and patches.
- IT costs keep rising as you maintain aging infrastructure.
- Modern work demands cloud-based collaboration and mobile access.
- AI and Copilot tools in SharePoint Online give businesses a competitive advantage.
Moving sooner ensures your organization is secure, cost-efficient, and ready for the future.
SharePoint Migration Tools: Choosing the Right Tool (and Consultant!)
Navigating a successful SharePoint migration means planning well and also picking the right tools and partner. Here’s a breakdown of the most trusted migration tools and how a SharePoint consultant can help you leverage them effectively.
Essential SharePoint Migration Tools to Know
1. Microsoft SharePoint Migration Tool (SPMT)
What it does: A free utility from Microsoft that enables migration from on-premises SharePoint (2010, 2013, 2016, 2019) or file shares into SharePoint Online, OneDrive, and Teams. Offers support for bulk transfers, version history, metadata, and workflows with both UI and PowerShell modes available.
Why it matters: A great choice for smaller organizations or straightforward migrations, particularly when cost is a concern.
2. Migration Manager
What it does: Built into the SharePoint admin center as part of the Microsoft 365 ecosystem, this tool guides you through migrating file shares into SharePoint, OneDrive, or Teams with agent-based task handling.
3. Third-Party Powerhouses
ShareGate Migration Tool: Widely known for its user-friendly drag-and-drop interface, granular migration options, and automation capabilities.
AvePoint DocAve: Ideal for complex, hybrid environments. Offers scalable, browser-based management of migration tasks including from up to 14 legacy systems.
Metalogix Content Matrix (by Quest): Known for its flexibility and strength in migrating content, metadata, and even Nintex workflows.
Lightning Migrator, PCVITA, HarePoint, Cloudsfer, Nintex for SharePoint, and others are also widely used, each bringing specific strengths like high-speed bulk transfer, delta sync, or workflow-focused migration.
How a SharePoint Consultant Complements the Tools
Even the most powerful tools need the right guidance. Here’s how a SharePoint consultant adds value:
Tool Selection: Assess your environment, business needs, and migration complexity to recommend the right tool, whether it’s Microsoft’s free SPMT or a full-featured enterprise solution like ShareGate or Metalogix.
Pre-Migration Assessment: Use tools such as the SharePoint Migration Assessment Tool (SMAT) to scan for issues, gauge content readiness, and avoid surprises later.
Planning & Configuration: Consultants help map users, preserve permissions, schedule migrations, and ensure version or workflow continuity.
Execution & Troubleshooting: With deep experience, they navigate errors, like SPMT installation issues or permission conflicts, much quicker.
Post-Migration Optimization: Ensure everything runs smoothly afterward, configurations, governance policies, and user onboarding can all be handled seamlessly.
Challenges of SharePoint Migration
While SharePoint migration offers significant benefits, businesses can face several challenges if the process isn’t carefully planned. One of the main issues is data complexity. Large volumes of files, nested folder structures, and custom workflows can make migration more complicated and increase the risk of errors.
User adoption is another common challenge. Employees used to older systems may resist change, requiring training and clear communication to ensure they embrace the new platform.
Migration can also bring downtime risks. Without proper planning and testing, employees might temporarily lose access to files, affecting productivity. Finally, security and compliance must be carefully managed. Sensitive data needs proper permissions, encryption, and adherence to regulations like GDPR or HIPAA.
Partnering with a SharePoint consultant can help businesses overcome these challenges. Consultants provide expertise in planning, testing, and executing migrations, ensuring a smoother transition and minimizing risks.
How a SharePoint Consultant Helps
A SharePoint consultant plays a key role in making migration smooth, efficient, and aligned with business goals. They start by assessing your current environment, identifying potential risks, and designing a migration plan that minimizes downtime and data loss.
Consultants also handle technical tasks like transferring documents, workflows, and permissions, ensuring that everything functions correctly in the new SharePoint Online environment. Beyond the technical side, they provide guidance on best practices, governance, and user adoption, helping employees adjust quickly to the new system.
By working with a consultant, businesses can fully leverage Microsoft 365 features such as AI-powered search, Teams integration, and cloud-based collaboration. This not only saves time and reduces errors during migration but also ensures the organization gains maximum productivity and security benefits.
Simplify Your Decision with GEM365
Get in touch with GEM365 to guide you through the process and get consultation for free.
Final Thoughts
Migrating to SharePoint Online is a crucial step for businesses looking to modernize collaboration, improve security, and unlock the full potential of Microsoft 365. While the process can be complex, handling large volumes of data, workflows, and permissions, working with a SharePoint consultant ensures a smooth transition and minimizes risks.
With expert guidance, your organization can reduce downtime, preserve data integrity, and quickly adopt modern tools that enhance productivity, support remote work, and maintain compliance.
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