IT Tips & Tricks

September 26, 2018

The Advantages of Moving to SharePoint Online — and 7 Headaches to be Prepared For

The Advantages Of Moving To Sharepoint Online

No one really likes moving. It’s one of those times that friends regret owning a truck. However, while the process can be full of headaches, hard decisions and a lot of work, the end result usually is an improved situation.

This is especially true when moving from your crowded apartment, with little to no storage for all your stuff, to a new spacious home in the suburbs.

There are still transition issues to deal with, but at least you’ll have a place for your growing collection of Star Trek memorabilia.

The same is true for most organizations looking to migrate to SharePoint Online from SharePoint On-Premises (or from anything, for that matter). Migrating from on-premises SharePoint to Office 365, like anything else, has its fair share of pros and cons that can make the process frustrating but the long-term rewards worth it.

Due to its many benefits, especially its seamless integration with Office 365, many organizations are moving their server-based SharePoint products to SharePoint Online. However, the question must be asked, “Is SharePoint Online the right choice for your organization?”

collaborate

Whether working remotely or in the office, the ability to collaborate is key.

For organizations already running SharePoint On-Premises, migrating to its cloud version may be somewhat easier, but for first-timers, it could entail some pitfalls, headaches and things to consider that will keep you up at night staring at the ceiling.

That’s why it’s so important to understand what’s in store ahead of time. It could save hours of otherwise avoidable downtime while helping you make the most of the benefits.

With that in mind, consider the advantages and downsides. Before making the move to SharePoint Online, let’s take a break to understand what the cloud version of SharePoint is all about, its pros, cons and most importantly, whether it’s the right choice for you.

Advantages of Migrating to SharePoint Online

1. Rolling Releases

With a 99.9% service-level–agreement reliability, SharePoint Online is truly phenomenal.

Users who migrate to SharePoint Online get to enjoy a rolling release model of new updates, improvements, and features.

With SharePoint On-Premises, organizations are stuck with the point release model — which may entail the uninstallation of previous versions and installation of the newer version.

Since new features are automatically pushed to SharePoint Online, users get to enjoy newly released upgrades much earlier.

2. Office 365 Included

Your SharePoint Online subscription provides users with access to an awesome variety of useful tools, including Office 365 at no additional cost. If you purchase SharePoint On-Premise you would have to pay for these additional licenses. All of this adds up to more effective collaboration. Users can collaboratively build websites that can be used to create workflows, assign email tasks, share files, start blogs, and so on. It also comes with Delve, a unique visual search tool that helps users search for data within Office 365 (whether it’s a document you’ve been working on or files that you have permissions to view).

3. 99.9% Uptime

When you migrate from SharePoint On-Premise to the online version, you’re investing in an excellent uptime-to-downtime ratio.

This frees you up to focus on your own company’s performance instead of worrying about whether or not services will be reliable.

With a 99.9% service-level–agreement reliability, SharePoint Online is truly phenomenal. Combined with an outstanding support team (handling tickets within one business day), migrating to SharePoint Online sure seems worth the trouble.

4. Reduced Cost

Broadly speaking, SharePoint Online is cheaper for most companies, especially when compared to purchasing every new upgrade of the On-Premise version once it is released.

. . . it’s so important to understand what’s in store ahead of time. It could save hours of otherwise avoidable downtime while helping you make the most of the benefits.

Although your total cost of ownership for SharePoint On-Premise will vary, migrating to SharePoint Online reduces heavy upfront hardware and licensing costs, the need for onsite backup software, electricity consumption, hardware maintenance costs and other associated costs of running SharePoint’s On-Premise version.

5. Improved Storage Capacity

There’s a huge emphasis on digital data management in businesses today, so the more storage space you have, the better your potential for growth. In addition to new features which help boost its already robust performance, SharePoint Online allows users access to 1 TB plus 10 GB per user license (up from 1 TB for the tenant and an additional 500 MB per licensed user) and increased file upload sizes of up to 15 GB. In terms of SharePoint Online pros and cons, this is a major pro if you value scalability.

6. Zero Maintenance

Some new SharePoint Online users noticed some slowness in using the platform. They screwed up.

Unlike SharePoint On-Premise which require in-house teams for maintenance and technical support, all technical assistance for back-end processes in SharePoint Online is handled by the Microsoft team. This means that all underlying hardware and platform problems, as well as server upgrades and patches are covered by Microsoft. This is a major advantage since large organizations that want to maintain healthy on-premises SharePoint servers will need to hire dedicated IT staff to support end users, stay on top of latest updates and patches, review hardware resources and handle all repairs and replacements. Even small and medium-size organizations still need at least one SharePoint expert on their payroll.

7. Hybrid Deployment

Although SharePoint Online comes with a host of Microsoft’s top-notch security features, some users still have fears about data security.

They are reluctant to move their financial data, customer and employee data, trade secrets, innovations, research data and other sensitive information out of their network.

However, they can still enjoy the benefits of SharePoint Online via a third option — hybrid deployment. Keep the most sensitive files on-premise and move the rest to the cloud.

Although there are speed bumps to migrating to SharePoint Online, its benefits, in terms of speed, reliability, security, user-friendliness and reduced cost, far outweigh its downsides.

The Headaches of Migrating to SharePoint Online

Planning the transition from one database to another

Can employees access what they need, at any given time, from anywhere?

Migrating to SharePoint cloud version does have its downsides and associated risks including loss of metadata, security issues, storage challenges and the difficulty in keeping data organized during the migration process. It’s critical that you keep these in mind while planning the transition from one database to another. This will help you take action to prevent serious financial losses.

Let’s take a look at some of the challenges associated with migrating to SharePoint Online — especially at the enterprise level.

Migrating from server-based SharePoint product to its cloud version is complicated and may require the expertise of SharePoint developers with extensive experience in SharePoint Online migration.

1. Associated Costs

Aside from the costs of hiring such professionals, there are other costs that often come with migrating to SharePoint Online. These costs depend on a variety of factors including the size of your organization, the amount of data to be migrated, whether you need to transition your legacy systems, the level of customization used in SharePoint On-Premise as well as the cost of upgrading the underlying infrastructure.

99.9% Uptime

The good news is that the higher such costs are for you, the more likely it is that you will experience greater ongoing savings over the years after making the switch to online.

Although expenses could be more challenging in the beginning, you may find that the migration to SharePoint Online is a better long-term investment.

2. Increased Bandwidth

Some new SharePoint Online users noticed some slowness in using the platform. They screwed up. They weren’t aware that SharePoint Online uses more bandwidth than its on-premise cousin. While the increased bandwidth is hardly a catastrophic issue, it can seem like one for those who are unaware. This “disadvantage” is preventable by simply increasing your bandwidth before migrating. This could be a simple and straightforward as increasing your overall connection to the internet, or you could adjust settings on your router to prioritize SharePoint bandwidth.

3. Loss of Back-end Control

Due to its many benefits, especially its seamless integration with Office 365, many organizations are moving their server-based SharePoint products to SharePoint Online.

For some, one of the challenges of migrating to SharePoint Online is the loss of back-end control. With SharePoint On-Premises, enterprises have total control over their back-end. Although this is (arguably) one of the benefits of moving to the cloud, for some, loss of back-end control may disrupt business process continuity. The loss of back-end control may mean increased difficulty with the development of custom tools and overall platform integration. However, this control comes at the cost of handling technical support by themselves.

4. Disruption of Customization Settings

If you’ve been using the same software or operating system for a long time, you probably like to keep the settings a certain way. The rolling out of new updates/releases by Microsoft might affect users’ customization settings, which may make the migration from On-Premise SharePoint to Office 365 seem like a hassle.  But you can minimize this issue by keeping tabs on upcoming updates and considering their impact on your customization settings. Just add this to your checklist of something to be ahead of the game on, and you’ll be fine here.

5. User Adoption

To enjoy the benefits of migrating to SharePoint Online, successful user adoption is critical. As a Gartner research report points out, employees usually resist software adoption because they focus mostly on the challenges of learning the new system rather than its benefits. Once migration is complete, employees will need to deal with new features, capabilities and user interfaces, to name a few — in essence, an entirely new working environment.

If there is no explanation of the functional differences between the two products, employees will face a lot of issues when using SharePoint Online — whether it’s filling out their personal profiles, creating workflows or collaborating effectively.

Again, though, you can overcome this issue — in this case with a little pre-migration training for all the staff.

Although expenses could be more challenging in the beginning, you may find that the migration to SharePoint Online is a better long-term investment.

6. Data Security

Many companies that decide on cloud migration still worry about the security of their data. Users are sometimes reluctant to move sensitive data to a cloud environment and prefer to keep it on their on-premises data servers. The availability of SharePoint mobile apps is also adding to data security concerns since organizations are unsure of the relevant degree of protection available for corporate data exchanged via mobile devices.

There are ways to mitigate this concern. One such way is the above-mentioned hybrid deployment. As another example, you can take advantage of the new Security and Compliance Center app in Office 365 which contains several improvements for centralized security and compliance management.

7. Broken Links

Depending on the volume of data involved, migrating to SharePoint Online can result in thousands (possibly even millions) of broken links.

For enterprises worldwide, SharePoint is quickly becoming a central hub of information and publishing. Organizations and employees rely on the platform to find information that is critical for smooth business operations. However, migrating from SharePoint On-premises to SharePoint Online requires moving all the data as well, and this can lead to a few problems. Broken links are one of those problems. Depending on the volume of data involved, migrating to SharePoint Online can result in thousands (possibly even millions) of broken links.

These links can be found anywhere from within Microsoft Word, Access, Excel, OneNote, PowerPoint, and Visio, to windows shortcuts, ASPX pages, Adobe Acrobat, Autodesk AutoCAD, InDesign and more.

Although fixing broken file links after migrating to SharePoint Online may seem simple, in reality, manually scanning the thousands of files to test for broken links and fix each one of them is a daunting to near-impossible task — one which will require a lot of financial resources and time to execute.

Failing to preserve or fix broken links often results in the loss of crucial data, as well as the loss of major company profits. Even the most experienced IT professionals can be vulnerable to this issue. There is an effective way to handle this. You can use LinkFixer Advanced to prevent this common cause of data loss before it ever becomes a concern. When migrating to SharePoint Online, LinkFixer Advanced automates the management of file links, safeguards them during the migration process, and automatically repairs them. This software makes SharePoint Online migration easier by handling all the file links so they stay intact. Note: If you have already migrated and are experiencing thousands or even millions of broken links, LinkFixer Advanced even offers a “Modify Links” option that can help you fix them and surprisingly fast.

building

Broken links can cause lost data, downtime and frustrated end users.

Conclusion

Although there are speed bumps to migrating to SharePoint Online, its benefits, in terms of speed, reliability, security, user-friendliness and reduced cost, far outweigh its downsides. However, before you make the move to SharePoint’s cloud version, you should take a look at our checklist of things when moving your data to the cloud. This list is a great preparation tool, and it may help you use both the pros and cons of Office 365 SharePoint to your advantage.

One More Thing

Seamlessness of the Migration Process

Planning ensures that there's (mostly) a place for everything and that everything is (mostly) in its place.

The success of a SharePoint Online migration is measured not only by the smoothness and seamlessness of the migration process itself but also by the successful adoption by employees and end-users.

It is important that your organization’s SharePoint consultants (or IT department) organize dedicated training sessions to present the migrated solution to employees and show them how to use it effectively.

Now that you understand all of SharePoint Online’s pros and cons, you’re ready to get started on your Office 365 migration.

Feel free to send us a message or give us a call if you have any questions about SharePoint Online or other data migration concerns.

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