Maximizing Value in Data Migration: A Guide to Effective Strategies

At Change Champions , we specialize in facilitating organizational transformation through cutting-edge technology like Microsoft 365. Our expertise often extends to data migration projects, where we assist in transferring employee data from one platform to another, such as from a shared drive to SharePoint or OneDrive. In this article, I’d like to explore three data migration strategies, their potential impact on organizations, and the inherent advantages and challenges of each.

Disclosure: 2) My perspective is based on my experience with Microsoft technology and a deep understanding of change management. 2) The strategies I’ve outlined here are illustrative examples, not exhaustive.

Strategy 1: Direct Transfer Without User Engagement

This method involves moving files from a source (e.g., SharePoint 2013 or shared drives) to a destination like SharePoint Online or Microsoft Teams, preserving all permissions and classifications. This method is swift and can be done without much user interaction. However, it offers minimal transformational value, as it doesn’t improve the messy state of permissions or data organization that, in some cases, users are used to living in. Take, for example, a client we worked with who was looking to move away from a SharePoint 2013 intranet. Their users had been using SharePoint 2013 sites (and subsites) to collaborate on files but also to publish files for others to “consume” like policies.? As a result, the user experience was less than ideal as some users visiting a sites had access to some of the content (intranet files) but not to other (private, collaborative files).??????

Strategy 2: Post-Migration User Engagement

Similar to the first strategy, this approach involves moving data while keeping permissions and classifications intact. However, the idea here is to engage content owners after migration to verify the migration results and orient them to the new environment, like SharePoint Online. While this approach requires minimal upfront user involvement, it—once again—offers limited transformational value as users will not see a change to their current state. ?The post migration check isn’t meant to put forward a new way to work but, rather, it is a only validation with users. Light training may help orient people in the new destination but, chances are, this will not be enough to really help them “connect the dots” and adopt the new environment to its full potential.

Strategy 3: The Transformational Approach

My preferred method involves a collaborative effort with site content owners to make informed decisions about data organization, site provisioning, and decluttering. With this approach, rather than migrating “as is,” you are working with your content owners to make good decisions on what to do with their data. The conversations may be centered around questions like: Should we ?move this data to a private or public site in the new environment? Is there a way to organize your data better so that it’s easier for people to find it? Should you get rid of some of your clutter? And so on.

Because this strategy involves working with people actively, it assumes a few things are in place:

• A robust change management plan to engage people in the transformation journey.
• Availability and willingness of users to review their information.
• A deep understanding of user needs and use cases by the person doing the migration.
• Commitment to guiding users through the new environment.

Embracing Change for Long-Term Success

While the Transformational approach demands more time and organizational commitment, it promises a significant transformation in work processes, leading to a more efficient and user-friendly environment.

The value derived from a migration project is directly proportional to the level of change management applied. Your specific circumstances will dictate the most suitable strategy but remember that, neglecting organizational change management, may result in a messy SharePoint Online environment that looks like their old environment. Wouldn’t it be nice to take advantage of the “move” to improve and declutter?

Your Roadmap to Transformational Migration

For those of you interested in using a Transformational migration approach, here are some high-level recommendations:

• Establish a "Sponsor Network": Migration projects require engagement from various individuals and appointment of site content owners from different departments. A “village” of sponsors who can delegate responsibilities and communicate urgency is essential.
• Develop a Comprehensive Change Management and Engagement Plan: Your plan should address questions such as: How will we appoint content owners? How will we cascade and communicate appropriate expectations in a timely manner? How will we equip users with the skills and knowledge to operate proficiently in the new environment? How will we provide support after the migration?
• Designate Site Content Owners: This is a crucial role for any migration or intranet project. Making decisions on data on behalf of others can be risky, so these decisions should lie on the business. The appointment of Site Content Owners is the first step towards changing work habits as, often, user issues stem from a lack of accountability for their sites or files.
• Provide 70% Coaching and 30%: Coaching and training are not the same. Coaching involves working with individuals to understand how they can utilize their new environment to meet their needs. This could include learning the new site architecture in SharePoint Online, organizing and tagging files correctly, creating views to display data effectively, creating simple workflows, or adding webparts to their sites. During this process, you can discuss permissions, how to move data between sites, and communicate governance. Training is more suitable for site members who need to understand how to use the site set up for them. This could include general SharePoint navigation, file uploading and sharing, collaboration with others, version history, checking files in and out, etc. During this process, you can discuss best practices and governance.
• Prepare for your Cutover: Before concluding the project, ensure you’ve involved the Service Desk to discuss what has been done and transition effectively. This often-overlooked step may include discussions about the new information architecture, governance, the process for provisioning new sites, and basic troubleshooting. A solid understanding of the solution and the support model is crucial.
• Plan for the Activities for the Cutover Day: Consider how you will inform users that their source destination is no longer available, what they will and won’t be able to do, how you will handle potential issues, and what the support process will be to assist users. Consider offering office hours and optional retraining opportunities.

I hope that, by considering these recommendations, you can choose a migration strategy that aligns with your organization’s goals and fosters a successful transformation.

What do you think of this post? Do you have other perspectives? I'd love to hear you thoughts. Thanks.

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