Sharepoint Migration: A Simple Guide for Small Businesses
Is your small business ready to move from an on-premise server to a Microsoft 365 SharePoint environment? If you’re still relying on local servers, now is the perfect time to make the switch. SharePoint offers flexibility, security, and collaboration tools that help small businesses stay competitive in today’s digital-first world. On-premise servers were once the backbone of business operations, but maintaining them is costly and limits scalability. With SharePoint, you gain remote access to files, enhanced security, and seamless collaboration, all without the burden of physical hardware. This guide will walk you through the key steps to ensure a smooth Sharepoint migration.
Review Your Applications
Start by reviewing all the applications your business uses, such as Adobe, QuickBooks, industry-specific tools, and Microsoft Office products. Determine whether these applications are web-based or hosted on your server. If you’re still hosting apps locally, check for cloud-based alternatives. Most modern applications have online versions with similar functionality, and in most cases, the transition is straightforward.
Check Your Hardware
Your computers play a critical role in a successful SharePoint migration. Ideally, they should be less than five years old and equipped with solid-state drives (SSDs) rather than hard disk drives (HDDs), as HDDs can cause performance issues in a cloud environment. Minimum recommended specs include an Intel i5 processor, 256GB SSD, and 16GB of RAM. If your hardware doesn’t meet these requirements, consider upgrading before migration.
Evaluate Your Internet Connection
A reliable internet connection is essential for cloud performance. Cable or coax connections typically show speeds like 100/10 (download/upload), while fiber connections display equal speeds such as 100/100. Fiber is ideal for cloud environments because of its higher upload speeds, but a strong cable connection can also work. If you’re unsure whether your current setup is sufficient, request a connectivity audit.
Choose the Right Microsoft 365 License
Not all Microsoft 365 plans include SharePoint. For small businesses, Microsoft 365 Business Premium is highly recommended because it includes SharePoint and OneDrive, along with advanced cybersecurity features and device management tools. This plan ensures your business is secure and fully optimized for cloud collaboration.
Plan Your File Migration
Next, review the amount of data stored on your servers and identify which files need to be migrated to SharePoint. SharePoint includes 1TB of storage per organization by default, but this can be expanded as needed. Organizing your files before migration will make the process smoother and reduce downtime.
Address Printing and Scanning
If your printing is currently managed by a server, you’ll need a cloud-based solution. Printix is an excellent option for small businesses. For scanning, consider switching from “scan to folder” to “scan to email” or scanning directly into a SharePoint folder.
Partner with the Right IT Provider
Your IT partner should have experience with SharePoint migrations and be able to provide references for similar projects. A knowledgeable provider will help you maximize your Microsoft 365 subscription and ensure your migration is done correctly. If you need assistance, contact us for a free SharePoint readiness review.
Other Key Considerations
Enable Multi-Factor Authentication (MFA) for added security. Sync all computers to OneDrive to protect your files and enable mobility. Finally, train your team on SharePoint best practices to ensure they can take full advantage of the platform.
Ready to Move to SharePoint?
Migrating to SharePoint in 2025 is one of the smartest moves for small businesses. It reduces costs, improves security, and makes collaboration easier than ever.
As Microsoft-certified experts, we specialize in helping small businesses transition smoothly to SharePoint and Microsoft 365. From planning and licensing to migration and training, we ensure your investment delivers maximum value.
Want a SharePoint readiness audit? Contact us and let our team guide you every step of the way.
