In the Press

If your company uses SharePoint 2016 or SharePoint 2019, you might be vulnerable to serious security risks and performance issues due to a rapidly approaching end-of-life date.  In case you’re not aware, Microsoft officially announced that both SharePoint 2016 and SharePoint 2019 end-of-life are coming July 14th, 2026. But what does that mean for you? Some choose to see this as doom and gloom but most of our clients see this as an opportunity to strategically upgrade their business tools to the latest and greatest CLOUD technology. Here is some advice based on our experience to ensure a successful and smooth migration from SharePoint 2016/2019 into SharePoint Online (CLOUD).

Platform migration and not a simple upgrade

Don’t go into this thinking this is a simple upgrade effort between the SharePoint versions. There will be no simple button that you press, walk away from the keyboard for a few hours and you are done. Moving from SharePoint 2016/2019 into SharePoint Online is truly a migration project that will require re-development, data structuring, security planning, and licensing costs to name a few.

Leverage tools to help

To help ensure a smooth migration, our team always recommends leveraging a migration tool to do the heavy lifting. There are plenty of tools ranging from free (Microsoft SharePoint Migration Tool) to paid subscription (ShareGate or Metalogix) to choose from. Some things to consider when selecting a migration tool:

1. Will the tool help migrate my content and document history version? Some of our clients find version history is just as important as the document/content itself.
2. Can the tool move an entire site collection vs. sites/documents library?
3. Does the tool move permission?

Plan out how your site will be on the cloud due to the deprecation of tools

With SharePoint Online, you are going to gain a lot of new tools (web parts, AI, etc.) but there will also be tools that will be deprecated. So, before you start your migration process, make sure to do a comparison to ensure that your migration will run smoothly. From our experience, no matter what you use today in SharePoint 2016/2019, there will be an equivalent functionality in SharePoint Online. Some may require more creativity than others so make sure you plan appropriately.

Governance

Moving from SharePoint 2016/2019 into SharePoint Online is not only technical but it is also a chance for an organization to update their Governance to match with the SharePoint Online structure. No matter how big or small an organization is, we feel that this portion of the project is always forgotten and as a result, the new SharePoint Online tenant can turn into the wild wild west rest fast. So, before you unleash your end users to the new SharePoint Online tenant, make sure you have a clearly defined Governance to ensure control and steady growth.

Security Model

With the new SharePoint Online Platform, there are many changes to how security is implemented and controlled. Not only do you have to figure out internal access (Microsoft group, Teams group, etc.) but you will also need to have a good game plan in place for external access which is turned on by default. So, it is more important now than ever to allocate the right amount of time to create the appropriate security model that will balance your company’s security compliance and the SharePoint Online open collaboration features.

Support/Adoption

Just like any migration project, this effort will require the appropriate support plan to ensure that user adoption is high. With a new User Interface (UI) and CLOUD features (OneDrive for Business, Teams, Co-Pilot, etc.), users will be learning a new way of working. Having the appropriate support communication plan can help ensure smooth user adoption.

Engage in professional help

Engaging a professional consulting firm for your SharePoint Online migration is crucial for ensuring a smooth and successful transition. Migrating from SharePoint 2016/2019 to SharePoint Online is not a simple upgrade; it involves re-development, data structuring, security planning, and more. Professional consultants bring expertise and experience to the table, helping you navigate the complexities of the migration process. They can recommend and leverage the right tools, ensure proper governance, and create a robust security model. This not only minimizes risks but also ensures that your organization can fully benefit from the new features and capabilities of SharePoint Online.

Conclusion

In conclusion, the end of life for SharePoint 2016/2019 is coming and the dates are not moving. This will mean that organizations will have to head to the CLOUD. While it may seem difficult, this transition presents a unique opportunity to modernize and enhance your digital footprint. Migrating to SharePoint Online is not just an upgrade; it requires careful planning, re-development, and a strategic approach to data structuring, security, and governance. You can choose to do this yourself or engage a professional consulting firm. Just make sure you allocate enough time to do the planning so your organization can fully benefit from the advanced features and capabilities of SharePoint Online.  No matter the path you choose, take this as an opportunity to innovate and improve your business processes, ensuring a more efficient and secure digital environment for the future.

About the Author

My name is Huy H. Nguyễn, and I am a managing partner at Bayen Group. We specialize in partnering with organizations to plan and implement the Technology Enterprise Modernization Roadmap. If your organization is starting or in the process of your own Digital Transformation, don’t hesitate to reach out to us. We would love to be your guide through the Digital Transformation journey.