Migrating to any new system can be a major task and moving your enterprise to Office 365 is no exception. One of the advantages 365 will often have for organisations is its relative familiarity, helping the rollout to staff in terms of training and potential user resistance. Nevertheless, the process still needs to be carried through with diligence. And by following these simple steps, you can ensure that your rollout runs smoothly to full completion.
User Accounts
Ensure you have all users collated within the organisation. Everyone who will be using the system should be accounted for, with a record of username and password for each user. Make sure that every user has been successfully added to the Office 365 subscription with contact details entered into the correct directory and email address set-up functional and with password appropriately set.
If you are operating multiple Office 365 subscriptions, ensure that each user is assigned to the appropriate subscription, so that they have access to (and restriction from) the requisite applications.
Mailboxes
Do you have the correct number of mailboxes set-up for the business? This might include mailboxes for:
- Individual Users
- Shared departmental
- Conferencing
Ensure mailboxes are of appropriate size to cope with capacity.
Configurations
Ensure you have correct configurations for the various devices used in the company, such as:
- Browsers
- Operating Systems
- Mobile Devices
Have you accounted for every device used in the organisation?
Understanding the different versions of Office 365 for different devices is an essential tool in the future management of a multi-user and remotely accessed system. Ensure that you have correctly set-up and configured Mobile Device Management (MDM) for Office so that you are able to record the devices accessing the system, including any facility required to block access or wipe the device.
If your enterprise has a BYOD (Bring Your Own Device) policy, then managing system access through the App should be similarly set-up accordingly.
Network
Is your network correctly set-up? Check that firewalls are correctly configured, that internet connectivity and bandwidth is appropriate.
Ensure that DNS records are correct and pointing to the Office 365 servers.
File Storage
Ensure you have located and accounted for all files so that they are appropriately migrated to the Office system.
If migrating files to the Sharepoint system, ensure that your subscription has accounted for appropriate storage capacity.
Ensure that libraries and sub-folders have been set-up to enable data to migrate to the correct location.
Hybrid Environments
Will Office 365 be integrated with existing services? For instance, you may have existing local Office products in operation (such as on-site directories, existing Skype set-up). Ensure that your Office 365 system is accurately synchronised with these local set-ups so that they mirror each other and avoid confusion or lost information in future use.
Similarly, user identity needs to be mirrored between local user ID and cloud-based ID. This ensures that appropriate access is given to users for the data and applications they require via both local services and online.
User Preparation
System users need to be fully prepared for the migration. This means effective communication, including timings for roll-out, and making clear what the migration will entail, any changes they’ll notice in use. And when their accounts, mailboxes and application access is going to go live.
Roll-Out Support
At the go-live date and across the roll-out period, ensure that suitable training and support is provided for users across the company. This should entail comprehensive support from the IT team and service desk, adequately prepared to deal with roll-out queries and assistance.
