Office 365, the cloud-based version of Office, is quickly becoming one of the most popular software suites used by small and medium businesses. With an ever increasing number of businesses migrating to this solution, it is not surprising that so many businesses consider making the move. However as there is always a chance of failure it is best to learn how to avoid this by being aware of the five of the most common ways an Office 365 migration can fail.
1. Slow Internet connection speeds
Because Office 365 is primarily cloud-based, you are going to need a solid bandwidth connection to use it. When migrating your files and system over to Office 365, you will likely need to consume a large quantity of bandwidth. This demand will often be enough to to tax most small business lines, resulting in lower Internet speeds all around while the migration is happening. If this is being carried out during business hours, employees might struggle to do their jobs properly if they are reliant on the Internet.
Beyond this, Office 365 is most often delivered over an Internet connection, rather than in-house servers. This means that the day-to-day demand for bandwidth will increase. If you are already noticing slow speeds and service interruptions before implementing Office 365, you will likely see these issues compounded after implementation.
To avoid this, you should ask an Office 365 provider to test your existing network connections to ensure that your Internet connection can handle the migration and day-to-day operation of Office 365. If not, a provider should be able to offer you a solution.
2. Mailboxes and files are too big
While the business versions of Office 365 do come with 50 GB of email storage and over 1 TB of file storage per user, actually getting your emails and files online could take a while, especially if you have users whose email inboxes are approaching the storage limit.
As a general rule of thumb, larger files will cause the migration of files to take longer. If this is not prepared for, then you could see migration affecting work or even continual issues of data not being available when it's needed.
To avoid this, you should encourage your staff to archive their email inboxes and either delete or remove emails with large attachments that aren't necessary.
3. Uninformed users
The average Office 365 migration takes from one to three days, depending on the size of the business and the amount of data moving over. If you start a migration without informing users that some files and emails won't be accessible over this time, or that even some systems may not be working, you could end up with employees unable to do their jobs and creating resentment of the new platform.
To avoid this, you should inform your employees about how the migration will run and what they can expect during the migration. Beyond this, you should try to run training sessions on how to use the new systems to ensure that everyone is familiar with it before they start to use it. This will increase the overall chance that the platform migration and subsequent use will be successful.
4. Older, less compatible software installed on systems
While many versions of Office 365 do come with subscriptions to the latest version of Microsoft Office, there is support built in for systems that are running slightly older versions of Office. If your business is using a version of Office that is older than Office 2010 (e.g., Office 2003), you will not be able to properly use Office 365.
Beyond this, you will also need to be using the latest version of Internet browser. If you use Chrome or Firefox, this won't be a problem, however if you use Internet Explorer you will need to be sure that you are using the latest version. Should you be using older systems, especially those no longer supported by Microsoft, you may also have trouble accessing Office 365 because you may be unable to upload to the latest version of Internet Explorer.
The good news about Office 365 is that actual systems requirements are low, so almost every business will be able to integrate it. We recommend that in order to avoid failure, or being unable to use all of the features, you should ask your provider to ensure that your software and systems are able to support Office 365.
5. Migrating yourself
On paper, migrating to Office 365 is a fairly simple and straightforward process. What many companies find, when they choose to migrate themselves, is that the process is often much more difficult than expected. Many companies come across unexpected issues that require an IT expert to solve.
In order to ensure a smooth migration from start to finish, it is a good idea to work with an IT provider like us. We can ensure that your systems are ready and the migration is smooth. Contact us today to learn more.