Consulting with a Conscience™

A cruciallogics blog

Written by Desirae Huot
on December 01, 2023

SharePoint is a secure place to store, organize, share, and access information from any device. All you need is a web browser. Migrating or consolidating Microsoft SharePoint instances can be complex, so it is no surprise that many myths and misconceptions exist about the process. We’ll debunk 10 of the most common myths about migrating or consolidating Microsoft SharePoint instances, providing you with the facts and information to make informed decisions for your organization.


Myth #1: SharePoint migration is a simple and straightforward process of copying files from one location to another.


Fact: SharePoint migration requires strategy, planning, and careful execution. There are numerous factors to consider, such as the versions of SharePoint involved, the underlying infrastructure, customizations and third-party solutions, databases and data size, and security requirements. Migration involves data mapping restructuring and often requires adjustments for compatibility and compliance.


Myth #2: Migration of SharePoint can be done overnight.


Fact: Migration of SharePoint is a time-consuming process that can take several days or even weeks, depending on the size and complexity of the data. It requires thorough planning, testing, and execution and should not be rushed. Since users may experience disruptions, communication and training are essential for managing expectations and supporting users through migration.


Myth #3: SharePoint consolidation will always result in cost savings.


Fact: SharePoint consolidation can help reduce infrastructure and support costs, but it depends on several factors, such as the size and complexity of data, the number of customizations, and the level of user adoption. Additional costs like governance, training, and licensing may also be required as part of the consolidation.


Myth #4: All SharePoint versions are compatible, so migration between them is straightforward.


Fact: Different versions of SharePoint may have significant differences, which require careful consideration of these variations and mitigation of potential limitations. Migration between different versions of SharePoint can be complex. It might need additional steps since an upgrade path might not be available directly from an older version to the latest version.


Myth #5: SharePoint migration can be completed without data loss.


Fact: While a SharePoint migration can be designed to minimize data loss, it is possible to lose data during the process if it isn’t planned or executed correctly. While migration tools are helpful, they may not address all aspects of migration, and manual intervention is often necessary.


Myth #6: All SharePoint data needs to be migrated.


Fact: SharePoint migration doesn’t always require migrating all data. The process should include identifying data that are no longer needed, have not been accessed in years, or are redundant in the new installation. Planning for data governance, retention, and protection should be an integral part of the migration strategy to ensure compliance and security.


Myth #7: SharePoint migration will automatically solve all existing problems.


Fact: Migrating SharePoint will not automatically solve any underlying problems in the previous installation. As such, it is essential to review existing configurations, customizations, processes, and governance to make necessary changes where required.


Planning, user training, and considering user experience help divert many issues. The planning process should address the migration scope, data and content cleanup, and appropriate configuration of the new system. Conducting user training sessions is essential to ensure that users are familiar with the new SharePoint and its features, minimizing any potential downtime or loss of productivity. Additionally, considering user experience can lead to higher user adoption rates, increased productivity, and improved satisfaction with the new system.


Myth #8: The migration of SharePoint is solely an IT issue.


Fact: SharePoint migration is a collaborative effort that involves input from different departments within an organization, including legal, HR, Marketing, and IT. It requires a clear understanding of the business needs and user requirements. SharePoint migration involves not just technology, but also people and processes from various departments and business units.  As SharePoint supports a broad range of business functions, a successful migration requires in-depth collaboration between departments to understand the functional requirements and data mapping.


Myth #9: SharePoint migration is a one-time event.


Fact: SharePoint migration should be considered an ongoing activity, as new projects or applications may require data migration, customizations, workflows, etc. It is also essential to keep up to date with new releases and updates to streamline your processes and update your governance strategy.


Myth #10: SharePoint migration projects are all the same.


Fact: SharePoint migration projects can vary widely in scope, complexity, and requirements. Each project will require a unique strategy, planning, and execution.


SharePoint migration is a complex process that requires careful planning and execution. Understanding the common myths and misconceptions surrounding the process helps to make informed decisions for your organization. Our expert team has a lot of experience with migrations and would be happy to help with your SharePoint migration. Contact us today for a consultation.

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