Moving to Microsoft Office 365? Get Started with 5 Proven Best Practices

Transcription

1 Moving to Microsoft Office 365? Get Started with 5 Proven Best Practices Introduction With the onset of cloud computing, organizations are transforming how they manage their existing IT infrastructure and communications. For many growing enterprises, is one of the first applications that IT executives consider as they move to the cloud. Increasingly, organizations are migrating to the cloud and adopting Microsoft Office 365 because of its advantages which include: Lower and more predictable costs of ownership. Fast and easy deployment of new services. The ability to upgrade or downgrade capabilities quickly and easily. The ability to free up IT staff for other tasks and improve productivity. The ease of adding new capabilities that would require the addition of new staff or access to expertise that is not readily available internally. Migrating to the cloud is not your typical migration. With a holistic migration strategy and proper up front planning, companies can manage the potential risks of disruption to end users and ensure a smooth transition to the cloud. Based on hundreds of global Office 365 deployments, this white paper will help you to create a framework for planning a successful migration with 5 best practices that can help guide your way. 1: Define the Scope of Your Data Footprint The cloud represents a paradigm shift in terms of server access and IT operations. Fundamentally, the cloud changes the way teams need to approach migration. IT Directors must recognize that retrofitting an existing migration method to an Office 365 project can be a recipe for disaster. Not all migrations are the same, and moving to the cloud necessitates a different approach.

2 We recommend that you begin by considering your source system and how it will impact your approach. Start by determining if you will migrate all of the data, some of the data, or only server-based data. Assess the expected volume of data as well as the total number of end users involved in the Office 365 migration. Outside of messages, give thought to how calendar items, contacts, notes, tasks and rules will move to the cloud. As you begin to define requirements, this is an ideal time to evaluate whether you will need to clean up data prior to the migration. Begin to define what the data footprint will look like and evaluate whether the footprint will need to be substantially modified before moving to the cloud. Success hinges on clear communication with end users. 2: Identify Critical IT Dependencies Beyond the source system and data footprint, consider how your existing infrastructure, networks, and applications will integrate with Office 365. Identify and document all of the different use cases for across your organization so that you can understand how the migration will impact different functional areas within your organization, from Human Resources to Sales to Customer Support. Effective Communication and Change Management is Critical Across All Phases of the Migration Kick Off Identify and Align Stakeholders Gather Business and IT Requirements Define Use Cases and Dependencies Validate Approach Test and Validate Approach Select Migration Tools Finalize Migration Plan and Timeline Clearly Communicate Plans to End Users Deploy and Support Migration Provide End Users With Step-by-Step Instructions Migrate End Users to Office 365 Provide Support As Needed

3 Start by identifying workflow dependencies and business applications that need access to . If you already have an inventory of applications that require access to , work from this document, identify any gaps and add to this list, if needed. You will also need to consider various hardware and connected devices that will be impacted by the migration. Start by taking inventory if you do not have an existing list. Based on your list of devices and requirements, you may want to evaluate device management solutions as part of the migration. As you outline dependencies and use cases for , be sure to involve all IT and business representatives early in the process to gain a holistic view of requirements. Proper discovery and due diligence will be critical to understanding how to best approach your transition to the cloud and what solutions may make the most sense. Invest the time in up front planning and communication with stakeholders a successful outcome is dependent on this. 3: Conduct a Test Migration Early in the planning process, it is imperative to conduct a Test Migration. This Test will help you to: develop a baseline methodology for the Office 365 migration, and familiarize your team with potential challenges and risks. 10 Items to Consider When Selecting a Migration Tool a Solution fit with migration strategy a Compatibility with source environment a Compatibility with Office 365 a Data transfer speed rates a Preservation of replyability, recurring calendar appointments, and contacts a Support for mailbox item types a Selection of unique mailbox items a Maximum number of concurrent mailbox migrations a Additional hardware and software required a Migration monitoring and reporting capabilities, including error reporting

4 During the Test Migration, you will want to thoroughly evaluate the migration tool or tools that you plan to use. To minimize potential pitfalls, be sure to test for compatibility with source and destination systems, integration with mission-critical applications, support for all types of mailbox items to be migrated, and the maximum number of concurrent mailboxes that can be moved at the same time. 10 Questions to Ask During Your Test Migration The key to a successful Office 365 migration is heavily influenced by the Test Migration and detailed planning processes. Phase I Validate Tool and Methodology Phase 2 Gain Insight Into End User Processes Does your approach support the data footprint? How is the migration tool working within this limited test phase? Are there problems accessing source and destination systems? What steps will end users need to take to migrate? Is the migration process easy for end users? Is there anything that could be improved upon? Phase 3 Evaluate Data Transfer Rates Are you able to move the total amount of data quickly enough? Is the solution viable to roll out to the broader organization? Phase 4 Expose Risks and Dependencies What data is associated with shared business processes? What mission-critical applications need to be tested for integration?

5 4: Clearly Communicate Training and Support Options to End Users One of the most important roles in the migration that often goes unassigned, or is folded under the project manager role, is the process of communicating changes to end users. Given that end users may be directly affected by the migration and, in some cases, asked to complete a final task as part of the migration, it is critically important to devote time and resources to support communications and change management processes. As part of the planning process, we recommend creating a comprehensive communication plan for this community. This would include a detailed task outline for training and support resources for pre- and post-migration activities. Be sure to include not only reference documentation, but also phone-based migration assistance and dedicated support within local offices. Once the migration plan has been established, provide advance communications to the end user community about the pending move to the cloud, offering specific timelines and details to mitigate any surprises along the way. By ensuring frequent and advance communications to end users, departments and individuals will have the opportunity to provide helpful feedback regarding schedules, issues and events that may preclude participation in the scheduled migration. Finally, make sure that your team provides detailed training and explicit step-by-step instructions that are easy for end users to follow. Whether you automate end user setup tasks or ask them to self-serve, clear and consistent communications will help facilitate a successful migration. Ensure that end users are given advance notice of the migration schedule, receive detailed communications and documentation regarding what changes to expect, and know whom to contact for questions and support, if needed. Provide Step-by- Step Instructions While some migrations are virtually transparent to the end user, some source systems require advanced configurations of client and mobile devices to connect to the cloud. Knowing how to set up their account may be a daunting task for end users. This is especially true if users are geographically dispersed and work remotely without local IT support. As part of the communication that goes out to end users prior to the migration, detail how end users can access Level 1 support if needed. By creating detailed instructions that communicate what to expect in advance of the migration and providing step-by-step guidance on how to complete the migration, you can greatly reduce the stress on your team and minimize support calls.

6 3 Things You Need to Know About Office It s not just in the cloud. Office 365 provides cloud access to a variety of business applications from Microsoft including SharePoint for sharing information online with colleagues, Lync for communications including instant messaging, voice and video, and Yammer for social network-based collaboration and communication. 2. Office 365 includes OneDrive for document storage. OneDrive for Business is Microsoft s solution for storing, organizing and sharing work documents among co-workers in your business. Office 365 subscriptions include 25 GB of space in the cloud for OneDrive for Business. 3. Everything s updated automatically every quarter. Because Office 365 is a subscription-based service, features and applications are automatically updated every 90 days at no additional charge. Updates and maintenance are made easy, freeing up time and resources for IT staff. 5: Account for Coexistence Among End Users Most organizations cannot migrate all end users over a single weekend and often phase their move to the cloud. During staged migrations, it may be beneficial to treat the executive committee as a special group of end users, giving consideration to important workflows and dependencies. Consider the relationship between a CEO and an executive assistant. Because executives and administrative staff share permissions and calendars, you will want to migrate both end users at the same time to ensure continuity of communications. Maintaining communications between such groups is critical and you will want to consider where a coexistence strategy comes into place. For the success of your project, be sure to identify and document all requirements for business continuity and build the appropriate coexistence environment into your migration plan. Conclusion When planning to migrate to the cloud, adopting best practices and working with the right partner can help you to ensure a smooth transition. By applying the lessons of companies who have gone before you, you will be better prepared for the journey ahead. As you begin to explore discussions with partners, seek to understand their overall planning process, migration methodology, experience with different types of migrations and clients, and hands-on experience with Office 365 deployments. About Strategic SaaS Strategic SaaS is a leading Microsoft Cloud Accelerate and Microsoft Certified Silver partner focused on helping enterprises successfully migrate their infrastructure and communications to the cloud. Our portfolio of services and solutions includes Microsoft Office 365, Lync, SharePoint, and Managed Services. With hundreds of exceedingly satisfied clients, Strategic SaaS is helping companies deliver on the promise of cloud computing. To learn how we ve helped customers migrate to Office 365, visit: Strategic SaaS 9111 Jollyville Road Suite 100 Austin, TX United States Strategic SaaS. All Rights Reserved.