Upgrading from the outdated SharePoint 2013 to the advanced Microsoft 365 (M365) platform has become a crucial step since SharePoint 2013 extended support is ending on 11th April 2023. Migration to M365 not only enhances collaboration and productivity but also takes advantage of the latest security features and cloud capabilities. In this blog post, I’ll provide a Project Plan for migrating from SharePoint 2013 to M365, as well as best practices, a step-by-step guide, and risks to be aware of during the migration process.
If you don’t want to read the whole blog then just download or view this excel file.
SharePoint 2013 to M365 Project Plan
Phase One: Discovery and Assessment
a. Analyzing the current SharePoint 2013 Environment
Analyze the current SharePoint 2013 environment This step involves analyzing the current SharePoint 2013 environment to identify the SharePoint farms, servers, web applications, site collections, and sites. The analysis should also include the size of the content databases, the number of users, and the current storage usage.
Things to address:
- Identify the number of SharePoint farms, servers, and web applications.
- Determine the version of SharePoint 2013 being used.
- Identify the size of the content databases and the total storage usage.
- Determine the number of users and their usage patterns.
- Identify any third-party tools or customizations being used.
b. Identify content, customizations, and configurations.
Identify content, customizations, and configurations This step involves identifying the content, customizations, and configurations in the SharePoint 2013 environment. The analysis should include identifying the types of content, such as documents, lists, and libraries, and any customizations or configurations that have been implemented.
Things to address:
- Identify the types of content being used, such as documents, lists, and libraries.
- Determine the number of workflows, custom forms, and web parts in use.
- Identify any custom site templates and their usage.
- Determine the permissions and security settings for the content.
c. Evaluate Site Usage and User Permissions
Evaluate site usage and user permissions This step involves evaluating the usage of the SharePoint 2013 environment and the user permissions. The analysis should include identifying the active and inactive sites and the user permissions for each site.
Things to address:
- Identify the active and inactive sites in the SharePoint 2013 environment.
- Determine the usage patterns for each site, including the number of hits and the number of unique visitors.
- Identify the user permissions for each site and document library.
- Determine any unique or custom permissions being used.
Phase Two: Planning
This phase involves defining the scope of the migration, creating a migration schedule, establishing communication and training plans, and choosing the appropriate migration tool.
Things to address:
- Define the migration scope by identifying the content, customizations, and configurations that will be migrated to M365.
- Create a migration schedule that outlines the timeline, milestones, dependencies, and resources required for the migration.
- Establish communication and training plans to keep stakeholders informed throughout the migration process and ensure a smooth transition to M365.
- Choose the appropriate migration tool that supports the requirements of the migration, such as a third-party tool or Microsoft’s SharePoint Migration Tool.
a. Define the Migration Scope
- Analyze the current SharePoint 2013 environment to determine the scope of the migration, including site collections, subsites, lists, libraries, and customizations.
- Identify the content and data that needs to be migrated, such as documents, lists, workflows, and permissions.
- Determine which customizations and configurations need to be migrated, such as site templates, web parts, and page layouts.
- Evaluate the compatibility of third-party solutions and integrations with M365.
b. Create a Migration Schedule
- Determine the timeline for the migration, including the start and end dates, and any key milestones or deadlines.
- Identify any dependencies or prerequisites that need to be addressed before the migration can begin.
- Allocate resources for the migration, including staff, equipment, and budget.
- Establish a contingency plan to address any unforeseen delays or issues during the migration.
c. Establish Communication and Training Plans
- Identify stakeholders who need to be informed about the migration, such as end-users, IT staff, and management.
- Develop a communication plan that outlines the messaging, channels, and frequency of updates to stakeholders.
- Develop a training plan that addresses any changes to the user interface or functionality in M365, and provides guidance on how to use the new platform effectively.
- Ensure that all stakeholders are aware of the migration timeline, and have access to any resources or support they need during the migration.
d. Chose the appropriate Migration Tool
- Evaluate the available migration tools and choose the one that best supports the requirements of the migration.
- Consider factors such as the size and complexity of the SharePoint 2013 environment, the amount of data to be migrated, and any customizations or integrations that need to be preserved.
- Determine whether a third-party tool or Microsoft’s SharePoint Migration Tool is the best choice for the migration.
- Test the migration tool to ensure that it can successfully migrate the content and data from SharePoint 2013 to M365
Phase 3: Pre-migration Activities
This phase involves cleaning up unused content and sites, mapping user permissions and site structures, configuring the M365 environment, and testing the migration process.
Things to address:
- Clean up unused content and sites to reduce the amount of data that needs to be migrated and optimize the SharePoint 2013 environment.
- Map user permissions and site structures to ensure that permissions are correctly applied in the M365 environment and to minimize disruption for end-users.
- Configure the M365 environment, including settings for OneDrive, SharePoint, and Teams, to support the migrated content, customizations, and configurations.
- Test the migration process to identify and address any issues or gaps before the actual migration.
a. Clean up Unused Content and Sites
- Analyze the SharePoint 2013 environment to identify any unused content, such as inactive sites, subsites, lists, libraries, and documents.
- Archive or delete unused content that is no longer needed, to reduce the amount of data that needs to be migrated.
- Reorganize site structures as needed to improve the overall organization and structure of the SharePoint 2013 environment.
b. Map User Permissions and Site Structures
- Analyze the SharePoint 2013 environment to identify any custom permissions, site structures, or user groups.
- Map user permissions and groups to ensure that permissions are correctly applied in the M365 environment and to minimize disruption for end-users.
- Create a plan to migrate any custom permissions, groups, or site structures to M365.
c. Configure the M365 Environment
- Configure the M365 tenant, including settings for OneDrive, SharePoint, and Teams, to support the migrated content, customizations, and configurations.
- Set up hybrid connectivity, if required, to ensure connectivity between SharePoint 2013 and M365.
- Establish governance policies, such as retention and deletion policies, to manage content in the M365 environment.
d. Test the Migration Process
- Conduct a test migration to identify and address any issues or gaps in the migration process.
- Validate that migrated content, customizations, and configurations are functional in the M365 environment.
- Develop a contingency plan to address any unforeseen issues during the actual migration.
Phase Four: Migration Execution
This phase involves performing the migration in phases, validating and optimizing migrated content, and monitoring progress and troubleshooting issues.
Things to address:
- Perform the migration in phases to reduce the risk of disruption to end-users and to allow for testing and validation of the migrated content.
- Validate and optimize migrated content to ensure that it is functional and accessible in the M365 environment.
- Monitor progress and troubleshoot any issues that arise during the migration process.
a. Perform the Migration in Phases
- Divide the migration into phases, such as by site or content type, to reduce the risk of disruption to end-users.
- Prioritize the migration of critical or high-value content to minimize the impact on business operations.
- Test and validate each phase of the migration before moving on to the next phase.
b. Validate and Optimize Migrated Content
- Validate that migrated content, customizations, and configurations are functional and accessible in the M365 environment.
- Optimize migrated content, such as by using metadata or content types, to improve organization and searchability.
- Conduct user acceptance testing to ensure that end-users can access and use the migrated content.
c. Monitor Progress and Troubleshoot Issues
- Monitor the migration progress to ensure that it is on track and to identify any issues that arise.
- Troubleshoot any issues that arise during the migration process, such as data corruption, permissions errors, or broken links.
- Develop a contingency plan to address any unforeseen issues during the migration process.
Phase Five: Post Migration Activities
This phase involves conducting user training and communication, monitoring the M365 environment, and decommissioning the SharePoint 2013 environment.
Things to address:
- Conduct user training and communication to ensure that end-users are familiar with the M365 environment and to address any questions or issues they may have.
- Monitor the M365 environment to ensure that it is functioning properly and to identify any issues that may arise.
- Decommission the SharePoint 2013 environment to avoid unnecessary costs and to streamline IT operations.
a. Conduct User Training and Communication
- Develop and deliver user training on the new M365 environment to ensure that end-users are familiar with the new platform.
- Provide ongoing communication and support to address any questions or issues that end-users may have.
- Encourage adoption of new features and capabilities of the M365 environment to maximize productivity and collaboration.
b. Monitor M365 Environment
- Monitor the M365 environment to ensure that it is functioning properly, including monitoring for any performance issues, errors, or security breaches.
- Conduct regular security and compliance checks to ensure that data and content are protected and that governance policies are being enforced.
- Implement a monitoring plan to identify and address any issues that may arise in the M365 environment.
c. Decommission the SharePoint 2013 Environment
- Develop a decommissioning plan to avoid unnecessary costs and to streamline IT operations.
- Archive any remaining data from the SharePoint 2013 environment in a secure and accessible format.
- Remove any unused SharePoint 2013 infrastructure, such as servers and databases, to reduce maintenance and support costs.
Best Practices for Migration
- Engage stakeholders early in the process to ensure alignment on goals and expectations.
- Conduct a thorough assessment of the existing SharePoint 2013 environment to identify potential issues and opportunities for improvement.
- Prioritize content and applications based on their business value and usage.
- Clean up and archive unnecessary content to reduce migration complexity and improve performance.
- Map out user permissions and site structures to ensure a seamless transition.
- Utilize third-party migration tools for a more efficient and accurate migration process.
- Test the migration process and validate the migrated content to ensure accuracy and functionality.
- Provide adequate training and communication to end-users to ensure a smooth transition.
Step-by-Step Guide on How to Do the Migration from SharePoint 2013 to M365
- Assess your current Environment: Before starting the migration process, it’s important to understand the current environment, the data that needs to be migrated, and the scope of the migration. This step involves assessing the current SharePoint 2013 environment, identifying the customizations and workflows, and understanding the content types and site templates used.
- Plan the Migration: Once you have assessed your current environment, the next step is to plan the migration. This step involves defining the migration approach, deciding on the migration tools to be used, and setting up the target M365 environment. It’s important to ensure that the target M365 environment is set up correctly to avoid any issues during the migration process.
- Prepare the SharePoint 2013 Environment for Migration: Before migrating, it’s important to ensure that the SharePoint 2013 environment is ready for migration. This step involves reviewing and cleaning up the content, identifying the content that needs to be migrated, and setting up the necessary permissions.
- Migrate the Data: Once the SharePoint 2013 environment is prepared, the next step is to migrate the data. This step involves using the chosen migration tool to migrate the data from SharePoint 2013 to M365. It’s important to test the migration process on a smaller scale before proceeding with the full-scale migration.
- Verify the Migrated Data: After the data is migrated, it’s important to verify that the data is correctly migrated and is accessible in the M365 environment. This step involves testing the migrated data, ensuring that the metadata is correct, and verifying that the permissions are set up correctly.
- Train Users on the New Environment: Once the migration is complete, it’s important to train the users on the new M365 environment. This step involves providing training on the new features, ensuring that the users understand the new environment, and addressing any concerns or issues.
Risks associated with SharePoint 2013 to M365 Migration
While migrating from SharePoint 2013 to M365 can provide several benefits, there are also risks associated with it. Some of the risks include:
- Data Loss: During the migration process, there is a risk of data loss if the migration is not done correctly.
- Downtime: Migrating from SharePoint 2013 to M365 involves downtime, which can impact the productivity of the organization.
- Customizations: Customizations and workflows that are specific to SharePoint 2013 may not work in the new M365 environment.
- Cost: Migrating to M365 can be costly, and organizations need to carefully consider the cost-benefit analysis before proceeding with the migration.
Migrating from SharePoint 2013 to M365 can be a complex process, but with careful planning and execution, it can be done smoothly. It’s important to assess the current environment, plan the migration, prepare the SharePoint 2013 environment for migration, migrate the data, verify the migrated data, and train the users on the new environment. While there are risks associated with the migration, the benefits of migrating to M365 are significant and can improve the productivity and collaboration within the organization