SharePoint migration can be a complex process that involves various steps to ensure a successful outcome. With so many moving parts it’s easy to overlook something crucial to the success.

Hence having a solid migration checklist is the key for success. It helps you stay organized, minimize any disruptions, and ensure a smooth transition to your new environment. The following SharePoint migration checklist can ensure a smooth transition.

Pre Migration Assessment

Identify All Elements to be Moved

File shares, sites, lists, libraries, customizations, workflows, third-party solutions, metadata, permissions, content types, web parts, and site templates.

Understand the Complexity and Potential Issues

Assess the size and complexity of your current environment.
Identify any custom solutions or integrations.
Evaluate potential issues with the new SharePoint version.

Inventory Existing Data

Create a detailed inventory of your existing data which includes file types, sizes, and usage patterns.

Do a Cleanup

Remove Duplicate Files

Identify and delete any duplicate files or content.

Outdated Information

Purge obsolete or irrelevant data.

Unused Data

Remove data that has not been accessed or modified in a specified period.

Orphaned Items

Identify and delete items that are no longer linked to other content.

Reorganize your Information Architecture

Review Site Structure

Evaluate the current site structure and identify areas for improvement.

Optimize Page Layouts

Design or redesign page layouts to enhance user experience.

Refine Metadata

Standardize and improve metadata usage to facilitate search and content management.

Consider a Taxonomy

To organize and categorize content effectively.

Define your Strategy

Set Clear Goals

Define the desired outcomes of the migration project.
Improved performance, enhanced user experience, or increased collaboration.

Select a SharePoint Migration Tool

Evaluate various SharePoint migration tools based on your specific needs and budget.

Determine the Scope

Identify the specific components to be migrated.
Such as sites, lists, libraries, and content types.

Create a SharePoint Migration Plan

Develop a detailed plan outlining the steps, timelines, and resources required for the migration.

Address Potential Risks

Identify and mitigate potential risks, such as data loss or downtime issues.

Backup Plan

Create Multiple Backups

Multiple backups of your SharePoint environment at different intervals.

Test Backups

Regularly test your backups to ensure they can be restored successfully.

Secure Backups

Store backups in a secure location, both on-premises and off-site.

User Awareness

Communicate Early and Often

Inform users about the migration well in advance to manage expectations and address concerns.

Address User Concerns

Actively address user questions and concerns.

Pilot Migration

Select a Subset of Data

Choose a sample of data to migrate in the pilot.

Test Key Functionalities

Test critical features and workflows to identify any issues or limitations.

Gather Feedback

Collect feedback from users and stakeholders to refine the migration strategy.

Full Migration

Initiate

Execute the actual migration as planned.

Monitor

Monitor the migration progress closely.

Data Validation

Verify Data Integrity

Ensure that all data has been transferred accurately and without errors.

Compare Data Before and After

Compare data in the source and target environments to identify any discrepancies.

Validate Metadata

Verify that metadata has been transferred correctly and is consistent.

Post-Migration Testing

Thorough Testing

Test all critical functionalities.
This includes search, permissions, workflows, and integrations.

User Acceptance Testing

Involve end-users in testing to ensure the new environment meets their needs.

Address Issues

Identify and resolve any issues or bugs that arise during testing.

Follow-Up Tasks

Update Permissions

Review and adjust permissions as needed to ensure proper access control.

Optimize Settings

Fine-tune SharePoint settings to improve performance and user experience.

User Training and Support

Provide Ongoing Training

Offer additional training sessions to help users fully utilize the new SharePoint features.

Establish a Support Channel

Create a dedicated support channel for users to ask questions and report issues.

Offer User Guides and Documentation

Provide clear and concise documentation to assist users.

Governance and Best Practices

Develop Governance Policies

Create policies for data management, security, and user access.

Enforce Best Practices

Promote best practices for content creation, storage, and management.

Monitor Compliance

Regularly monitor compliance with governance policies and address any violations.

Continuous Improvement

Evaluate and refine your governance practices to ensure ongoing effectiveness.

By following this essential migration checklist, you can streamline your SharePoint migration process. A well-planned migration can make the transition smoother and helps you get the most out of your new SharePoint environment.

Real-World Scenarios where SharePoint Migration Checklist can be invaluable to you

1. Merging Multiple Sites

It would guide the process of inventorying existing sites and identifying redundant content. It also involves mapping site architecture and proper planning for user adoption and training.

2. Migrating to SharePoint Online from a Legacy Document Management System

An action plan should outline steps for organizing content, defining metadata needs, and creating document libraries in SharePoint. It also involves testing content migration and ensuring data integrity.

3. Merging with Another Organization

SharePoint migration guide would help in assessing both environments and planning the migration schedule. It also involves mapping user permissions, migrating content, and ensuring that all critical business functions remain intact post-migration.

4. Data Center Disaster Recovery

It can guide you in restoring your SharePoint environment from backups, ensuring business continuity and minimizing downtime.

The Essential SharePoint Migration Checklist