By Daniel Watkiss, Customer Empowerment Lead
One of the biggest mistakes organisations make when planning a migration is assuming the technical move is the hardest part. In reality, the success of any migration often depends just as much on people as it does on platforms. As highlighted in article When Is the Right Time to Migrate?, migrations work best when users are present, involved and able to validate what is being delivered. That is because cloud migration is not simply about moving files and systems. It is about helping staff work confidently in a new way.
Migration Is Rarely as Simple as It Looks
On paper, a migration may look straightforward; move the data, configure permissions, switch users over and carry on as normal. In practice, there are layers of hidden complexity. Legacy data needs to be reviewed, permissions need to be checked, workflows need to be tested, and users need to understand where things have gone and how they now access them. Even when the technical elements are well managed, people need time to adapt. That is why migrations often take longer than expected and why rushing them can create more disruption later.
Why Staff Need to Be Brought Along
Staff should never feel that a migration is something being done to them. The most successful projects are the ones where staff are involved early, understand what is changing, and have opportunities to ask questions before the switch takes place. This involvement is important for practical reasons as well as cultural ones. Staff are often the people best placed to spot gaps in permissions, missing files, or processes that do not work as expected in day-to-day teaching and administration. When they are engaged throughout the project, issues can be identified and resolved before they become serious problems.
Understanding the Microsoft Ecosystem
Another reason staff readiness matters is that a migration into Microsoft 365 is not just a change of storage location. It often introduces a connected ecosystem of tools such as Teams, SharePoint, OneDrive and Outlook, each with a different purpose but designed to work together. If staff do not understand how these services fit together, confusion can quickly set in. People may save files in the wrong place, duplicate work, struggle to find information, or fall back into old habits that undermine the benefits of the migration. Giving staff a clear understanding of the wider Microsoft ecosystem helps them see not only what has changed, but why the new setup is more effective.
Common Pitfalls When Change Management Is Overlooked
- Assuming training can wait until after the migration is complete.
- Expecting staff to change long-established ways of working overnight.
- Communicating only the technical details, rather than the practical impact on everyday tasks.
- Failing to identify champions or key users who can support others during the transition.
- Treating go-live as the finish line, instead of the beginning of adoption.
What Good Preparation Looks Like
Good preparation means planning beyond the technical cutover. It includes clear communication, role-based training, opportunities for staff to test and validate changes, and ongoing support once the migration is live. For schools in particular, this means recognising that the people using the systems every day are central to the success of the project. When staff are confident in the Microsoft ecosystem and feel supported through the change, the migration becomes more than a transfer of data. It becomes a genuine improvement in how the organisation works.
For more information on successful migrations, contact us to discuss