Smart Moves Tenant Migration

✅ Do's – Best Practices for a Successful Migration

1. Plan Thoroughly

Create a detailed migration roadmap. Include:

• Scope of migration (Teams, SharePoint sites, permissions, metadata)
• Timeline and milestones
• Resource allocation (technical team, stakeholders)
• Risk assessment and fallback strategies

2. Conduct a Pre-Migration Assessment

Use migration tool inventory and reporting tools to:

• Analyze site structures, content types, and permissions
• Identify orphaned users, broken links, or unsupported features
• Determine which Teams and SharePoint sites are active and worth migrating

3. Backup Critical Data

Before initiating migration:

• Use native Microsoft 365 backup tools or third-party solutions
• Ensure version history and document libraries are backed up
• Validate backup integrity and accessibility

4. Run Pilot Migrations

Test the migration process on a few Teams and SharePoint sites:

• Validate permission mapping
• Check for metadata preservation
• Identify performance bottlenecks or errors

5. Communicate with Stakeholders

Notify users and admins about:

• Migration timelines and expected downtime
• Changes in access or structure post-migration
• Support channels for reporting issues

6. Leverage migration tool Features

Maximize efficiency by using:

• Bulk migration tools
• PowerShell scripting for automation
• Built-in reports for post-migration validation

7. Document URLs and Site Mappings

Maintain a clear mapping of:

• Source and target site URLs
• Team names and associated SharePoint sites
• Any renamed or restructured components

8. Use Site Mapping and Permission Mapping

Ensure:

• Accurate mapping of source sites to target locations
• Permissions are preserved or reconfigured appropriately
• External sharing settings are reviewed

9. Inform Users About Tool Limitations

Set expectations by clarifying:

• Migration tool does not migrate custom web parts, third-party apps, or workflows
• Manual recreation may be needed for unsupported features

10. Prefer PowerShell for Large Migrations

For large SharePoint sites or Teams:

• Use PowerShell module for faster, more reliable migration
• Schedule scripts during off-peak hours to reduce load

❌ Don'ts – Common Pitfalls to Avoid

1. Don’t Skip Inventory Creation

Without a content inventory:

• You risk missing critical libraries, lists, or permissions
• Migration may be incomplete or inconsistent

2. Don’t Ignore Site Architecture

Preserve:

• Internal links between pages and documents
• Nested folder structures and navigation menus
• Custom views and web part configurations

3. Don’t Rush the Migration

Avoid:

• Skipping validation steps
• Overlooking user feedback
• Migrating without proper testing

4. Don’t Neglect Metadata

Ensure:

• Version history, authorship, and timestamps are retained
• Document properties are mapped correctly
• Metadata is not overwritten or lost

5. Don’t Overlook Security and Compliance

Review:

• Sensitivity labels and compliance policies
• External sharing settings
• Access controls and audit logs

6. Don’t Use Vague Naming Conventions

Avoid:

• Duplicate or confusing site/team names
• Inconsistent naming across tenants
• Lack of documentation for renamed entities

7. Don’t Use GUI for Large Sites

For large-scale migrations:

• Avoid using the graphical interface
• Use PowerShell for better performance and error handling

8. Don’t Schedule Incremental Copies During Working Hours

To minimize disruption:

• Run incremental migrations during off-hours
• Inform users of any temporary access limitations

📌 Summary

• Thorough Planning and Assessment are key to success.
• Backup and Testing prevent data loss and uncover issues early.
• Clear Communication ensures user readiness and reduces confusion.
• Tool Features and Automation improve efficiency and scalability.
• Security and Metadata Preservation maintain compliance and data integrity.
• Avoiding Common Pitfalls ensures a smooth and complete migration.