SharePoint Migration Consulting: A Complete Guide
Migrating to SharePoint offers an opportunity to shift away from outdated methods and onto a more modern, secure platform. However, the process can be complex and may require expert assistance to handle the most delicate tasks.
This article outlines the role of a SharePoint migration consultant, highlights key considerations when choosing a migration partner, and explains why you should rely on Envision IT as your SharePoint migration consultant.
An Introduction to SharePoint Migration Consulting
Microsoft SharePoint is the foundation for organizations seeking modern digital workspaces. It offers scalable document management, intranets, workflows, and secure collaboration, all deeply integrated with the Microsoft 365 ecosystem. For businesses aiming to simplify their tech stack, cut costs, and centralize content on a secure platform, SharePoint Online is the clear choice.
The statistics speak for themselves. Today, 60% of all SharePoint installations are already online, which means that 40% of SharePoint instances will go out of support and still need to be migrated.
This momentum reflects a broader market trend. The enterprise collaboration market is projected to reach $85.8 billion by 2026, driven by demand for workflow automation, secure document management, and streamlined employee engagement.
The focus has shifted from whether organizations should migrate to the cloud to how they can do so effectively. SharePoint migrations are often more complicated than they seem because of the detailed data structures involved. That’s why organizations turn to professional consultants who specialize in SharePoint migration for a smooth, secure and successful transition.
The challenges of the SharePoint migration process
Many organizations choose to move to SharePoint Online for a specific business need. For example, your company might want to transfer years of project files from an on-site server to SharePoint Online, so employees can securely access and work on documents from anywhere, whether in the office, at home, or while travelling.
Or perhaps your organization has several regional offices. You might want to consolidate data from different locations into a single central SharePoint environment to serve as a reliable source of truth. Sometimes the aim could be to upgrade to the latest version of SharePoint Online to take advantage of modern features such as integration with Microsoft Teams, automated workflows, and AI-powered search.
Whatever the case, moving to SharePoint Online is a project with many moving parts, which is why it's not recommended to handle the process internally. Here are the biggest challenges companies face when making the switch.
Untangling years of data
Think about all the files your organization has stored over the years or even decades: old reports, duplicate documents, outdated file versions. Before migration, all of this data must be audited, cleaned, and organized into a complete content inventory and cleaned up before being transferred to your new SharePoint environment.
Otherwise, you transfer all that ‘information clutter’ which not only creates a chaotic workspace but can also lead to broken links, lost metadata, poor search results, a frustrating user experience, and ultimately a failed migration.
Permissions and security risks
Permissions in legacy systems, such as on-premises SharePoint, are often layered and complex. During migration, these must be accurately mapped to SharePoint Online’s security model.
If this step is skipped, sensitive files could fall into the wrong hands, or authorized users might be prevented from accessing them. For instance, a healthcare organization moving patient records without proper permission mapping could face compliance breaches. Establish governance policies and verify permissions before migration to avoid security problems later.
Winning over your users
Upgrading technology does not guarantee success. If employees don’t understand or trust the new platform, adoption can and will stall. Common mistakes include skipping training or failing to communicate the benefits of SharePoint Online. A strong adoption plan, including training sessions, internal champions, and ongoing support, helps users embrace the change and use the platform effectively.
Avoiding downtime and disruption
Maintaining business continuity is essential during a migration. A poorly planned and executed migration can cause downtime that disrupts key operations. For instance, your finance team might lose access to files during month-end reporting because of a migration glitch. To avoid this, organizations should implement phased migrations, thorough testing, and rollback plans to ensure systems operate smoothly during and after the migration.
Information architecture misalignment
Migrating involves more than just moving files; it is about designing a structure and information architecture that works effectively in SharePoint Online and for your organization. SharePoint’s search feature, a vital part of the platform, depends on metadata.
If your old site structure does not match modern SharePoint architecture, the migration's functionality, user experience, and overall success will be affected. Users might struggle to find what they need and may not see the benefits of the change. Planning navigation, permissions, and integration with Teams early on helps prevent confusion later.
Third-party integrations and customizations
Many organizations depend on custom workflows or third-party applications that don’t easily migrate to SharePoint Online. For example, a custom approval process in SharePoint 2013 might need to be rebuilt using Power Automate to ensure compatibility. Ignoring these dependencies can disrupt essential business processes after migration.
Content cleanup and rationalization
Performing a migration is a key opportunity to retire outdated, redundant, or low-value content, but many organizations overlook this important step. Moving “everything as-is” leads to clutter, higher storage costs, and a disorganized SharePoint environment from the beginning.
Conducting a thorough content audit ensures that only relevant, compliant data is migrated to the cloud and that your new SharePoint environment is current. Reviewing this information beforehand helps identify inactive sites, unused libraries, and duplicate files, making the process smoother, lowering costs, and enhancing search performance.
A comprehensive content audit ensures that only relevant, accurate, and compliant information is transferred to the cloud. By reviewing your content prior to migration, you can quickly spot inactive sites, unused libraries, outdated documents, and duplicate files, streamlining the process, reducing costs, and improving search results.
A successful SharePoint Online migration relies just as much on planning, governance, and content readiness as it does on the technical migration itself. Partnering with an experienced SharePoint migration consultant offers tailored guidance, helps avoid common pitfalls, and guarantees a smooth, efficient transition.
Now that you understand the potential challenges during a migration, let’s explore what a SharePoint Migration Consultant is and their role.
SharePoint Migration Consulting: What is it for?
A SharePoint migration consultant provides expertise, structure, and confidence to a process that can otherwise seem overwhelming.
Moving from older SharePoint environments to modern SharePoint Online is a delicate task that requires careful management of sensitive information, compliance requirements, and the expertise to ensure the new environment aligns with your organization’s goals.
This is where consultants come in: they have the expertise, proven frameworks, best practices, and practical guidance to make the transition smooth, successful, and predictable.
Phases and activities of an effective SharePoint migration
A successful migration follows a structured approach. Below is a breakdown of the key phases and their associated activities:
| Discovery & Environment Analysis | A successful migration starts with a thorough evaluation of your current SharePoint setup, including site layouts, content types, custom features, and integrations. Governance rules and compliance requirements are examined to make sure the migration complies with organizational standards and legal frameworks. |
|---|---|
| Strategic Planning & Architecture Design | A comprehensive migration roadmap is developed to define the scope, timelines, and priorities. This phase includes designing a future-ready SharePoint architecture, mapping metadata, and creating risk mitigation strategies. Planning aims to minimize disruptions and establish a strong foundation for a controlled, predictable migration process. |
| Pilot Migration & Validation | A pilot migration is conducted using a representative dataset to verify assumptions and test processes. This step confirms that permissions, workflows, and automation tools function correctly. Early validation helps reduce risks and provides an opportunity to refine the approach before full-scale deployment. |
| Full Migration Execution | Content is migrated securely and efficiently using automation tools. Continuous monitoring ensures data security, integrity, appropriate permissions, and workflow consistency. Exceptions are addressed promptly to maintain operational stability throughout the process. |
| Post-Migration Optimization & Adoption | After migration, efforts concentrate on governance, workflow improvements, and integration with Microsoft 365 services. User adoption is promoted through training and resources to help teams fully utilize the features of the modern SharePoint environment. |
SharePoint Migration Consulting: How to choose the right service provider?
We discussed what a SharePoint Migration Consultant does. Now comes the most crucial decision: selecting the right service provider and the key factors to consider when choosing a partner for your migration.
There are many self-proclaimed “experts” online, but that doesn’t automatically mean they have the experience or track record to manage your migration effectively. Keep these factors in mind when deciding whether to hire a consulting service for your migrations.
SharePoint Online expertise and proven track record
Seek a partner with an extensive track record in SharePoint migrations and experience across various sectors. Look for Microsoft certifications or partner status (e.g., Microsoft Partner status/Solutions Partner) as proof of expertise and subject-matter knowledge. They should also possess strong expertise in other Microsoft 365 platform tools, such as SPFx, Power Platform, Teams, and Microsoft Graph.
Advanced migration toolset
Ensure your migration consultant uses advanced, comprehensive migration tools that offer capabilities well beyond Microsoft’s basic migration tool, allowing them to execute complex migrations. This includes, for example, migrating content from third-party systems, managing large data volumes, handling advanced metadata and permissions, and automatically converting custom elements.
Process mapping and workflow design
Perhaps more importantly, it is their approach to migration. A disciplined process—assessment → planning → pilot/testing → full migration → validation reduces risk at each stage. Ask prospective partners about their project plan and timeline. Do they propose phased migrations, pilot runs, and cutover strategies to minimize downtime? A structured, tool-supported approach shows professionalism and reliability.
Security expertise
The partner must maintain a high level of security throughout the migration, implementing measures to prevent unauthorized access, data loss, and privacy breaches. They should also establish specific protocols to safeguard sensitive information, ensuring compliance with regulations (GDPR, HIPAA, ISO) and organizational policies. When consulting with different partners, always inquire about their security practices and how they manage sensitive information.
Experience with modern digital workplace transitions
Migrating to SharePoint Online often goes hand-in-hand with adopting a modern Microsoft 365 workplace. Each organization has unique processes, tools, and workflows, and your partner must understand these differences and replicate them to support the development of customized applications, automations, interfaces, and integrated solutions, sometimes for a complete workplace transformation.
Look for signs of “classic-to-modern” transitions in their portfolio. Do they replace legacy workflows with Power Automate? Do they design SharePoint sites optimized for Teams collaboration? A knowledgeable consultant will ensure your migration is also a strategic upgrade to a cloud-first, collaboration-ready environment.
Ability to handle common migration challenges (and drive adoption)
SharePoint migrations, although unique, often share similar challenges across organizations. An experienced SharePoint consultant anticipates these issues and has strategies to address them.
- Content cleanup: A top consultant helps identify redundant or outdated content before migration.
- Permissions and compliance: They map existing security structures to SharePoint Online and ensure sensitive data remains protected.
- User training and adoption: Change management is essential. Look for consultants who offer a training plan, documentation, and post-migration support.
- Downtime minimization: Inquire about their cutover plan. Do they use staged migrations or schedule off-hours to reduce business disruption?
Implementing structured post-migration support
A successful migration goes beyond the cutover. The best consultants deliver a structured post-migration plan that includes:
- Hypercare period: Immediate support for troubleshooting and user assistance during the initial weeks.
- Performance monitoring: Checking site health, permissions, and search capabilities to ensure everything functions as intended.
- User feedback loops: Collecting input from employees to identify issues and improve workflows.
- Continuous improvement: Providing recommendations for leveraging new SharePoint Online features, governance policies, and integration with other Microsoft 365 tools.
Inquire with potential partners about their post-migration support. Do they provide on-call assistance, Help Desk Support, scheduled reviews, or training refresher sessions? A consultant committed to long-term success will help your organization evolve beyond migration to become a fully optimized digital workplace.
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View a consultant as more than just a technician; consider them an intranet architect who guarantees your digital workplace functions seamlessly at every level. Selecting a consultant skilled in these areas will significantly improve the chances of a smooth, timely migration with lasting advantages for your organization.
Remember: a SharePoint migration is more than an IT project; it’s a business transformation. The right partner combines technical expertise with effective planning, communication, and training to ensure your cloud migration is both technically sound and positively received by users.
Key Benefits of Using a SharePoint Online Migration Consulting Service
Because of the project's complexity, partnering with an experienced SharePoint Online migration consultant provides more than just technical skills. They ensure your migration aligns with business priorities, minimizes risks, and sets the stage for long-term success.
Here are some main benefits of working with a SharePoint Migration Consultant.
Strategic alignment
A well-planned migration should align with your organization’s broader objectives, and a SharePoint consultant understands how to coordinate SharePoint’s functionalities with your organization’s goals.
This involves designing site structures, governance frameworks, and integrations that support collaboration, compliance, and scalability. Instead of a “lift-and-shift,” you achieve a migration that positions SharePoint as the heart of your digital workplace strategy.
Return on investment
DIY migrations can result in costly errors, including downtime, data loss, or inefficient setups that require rework. Consultants help prevent these issues by using proven methods, strategies, and advanced tools to reduce project timelines and on-premises infrastructure costs. By speeding up your transition to the cloud and refining your environment, they deliver the cost advantages of Microsoft 365 more quickly and provide a strong ROI.
Data migration and management
SharePoint migrations face complex challenges like permissions mapping, metadata preservation, and compliance requirements. Experienced consultants foresee these risks and put safeguards in place to prevent data loss, security breaches, and lengthy downtime. Their structured method with pilot migrations, rollback plans, and validation steps ensures a safe, smooth transition that maintains your business continuity.
Optimized structure
A migration provides an opportunity to improve rather than replicate your existing environment. Consultants reorganize content, simplify deep folder structures, and preserve essential metadata for better searchability and governance. This leads to a cleaner, more efficient SharePoint Online architecture that supports compliance and boosts user productivity well beyond the migration process.
User adoption support
Even the most effective technical migration can fail if employees don’t adopt the new platform. Consultants integrate change management into their services by offering training sessions, help documentation, and post-go-live support. By guiding users through the transition and demonstrating the advantages of modern SharePoint features, they increase adoption and ensure your investment provides real business value.
Customization and long-term scalability
Your SharePoint Online environment should grow with your business. Consultants adopt best practices and flexible architectures that support future expansion—whether that means integrating new Microsoft 365 apps, increasing collaboration capabilities, or modifying governance policies. This proactive approach safeguards your investment and ensures your digital workplace remains adaptable and competitive.
Why Trust Envision IT with Your SharePoint Migration
We know what migration consultants do, how to choose the right one, and the benefits of working with one. Now comes the most crucial question: who should you trust with your SharePoint Online migration?
If you’re looking for a partner who combines deep technical expertise with a focus on delivering real business value, Envision IT is here to help.
With over 20 years of experience in Microsoft technologies, we are a certified Microsoft Partner and a trusted advisor for organizations modernizing their digital workplace. We have been transforming workspaces with SharePoint Online since 1998, building custom intranets when others were discovering its potential, and we continue to lead the way in helping businesses transition to SharePoint Online.
We help you optimize your information architecture, preserve metadata, and integrate modern Microsoft 365 tools like Teams, OneDrive, and Power Platform to create a collaborative, future-ready environment.
We use industry-leading tools such as ShareGate and follow a structured process from initial assessment and pilot testing to full rollout and post-migration support. Training and adoption programs ensure your employees quickly embrace the new platform, so your investment delivers measurable results.
And we don’t stop at cutover. Our team provides ongoing optimization and governance guidance to keep your SharePoint environment secure, scalable, and aligned with your business goals.
Learn more about Envision IT's expert SharePoint Migration Services and explore our success stories to see how we’ve helped organizations transform intranets, streamline processes, and create modern digital workplaces that grow with them.
Conclusion
SharePoint migrations might seem like simple file transfers, but when your organization’s infrastructure and digital resources are at risk, nothing should be taken lightly or left to chance. That’s why collaborating with a consulting partner can make all the difference.
An experienced consultant ensures your migration is seamless, secure, and strategically aligned, preventing costly mistakes, data loss, and structural issues that could jeopardize your intranet or repositories.
Relying on a trusted advisor provides peace of mind, knowing that skilled professionals handle every detail from planning and testing to post-migration support, so your business can concentrate on what matters most.
Whether it’s Envision IT or another qualified partner, choosing expertise over guesswork is the best way to protect your investment and fully harness the potential of SharePoint Online.
Let’s Build Your Migration Plan Together
Migrating to SharePoint Online doesn't have to be a challenging process. Our team will work closely with you to understand your goals, assess your current environment, and develop a clear, customized plan for moving forward.
Are you ready to explore your options?
Connect with us today to schedule a no-obligation discovery call to discuss what a successful migration could look like for your organization.