Migrating to Microsoft 365 for SMB organizations

What a Microsoft 365 migration means for SMBs

Microsoft 365 combines email, collaboration and document management in one environment. Outlook, Teams, SharePoint and OneDrive often replace separate systems, network drives and external tools such as GoDaddy email, Box, Dropbox, Google Drive and Slack.

For SMBs, this means less management, more flexibility and easier hybrid working. Employees work from one central environment with clear rights and better security. This benefit only occurs if the migration is done properly. Without clear setup and guidance, complexity shifts from the server room to the shop floor and productivity drops.

 

Step 1. Map the current IT environment.

Many SMBs have grown organically. Multiple mailboxes, shared disks, local servers and cloud tools side by side. Before you migrate, it should be clear what is in use and what is really needed.

Key questions include:
– Where does all the data reside
– Who uses which applications
– Which files are critical to operations
– What can be cleaned up

This inventory determines the lead time, costs and risks of the migration.

 

Step 2. Migrate data securely and completely

For SMBs, data is often mission-critical. Quotes, customer files and e-mail history must remain available without errors. Data loss or missing folders directly impact daily operations.

A good migration includes test phases, clear controls and recovery options. This ensures that email, calendars and files work exactly as expected after going live.

 

Step 3. Get security and AVG compliance right

SMBs are increasingly targeted by cyber incidents. During a migration, extra attention to security is necessary.

Microsoft 365 offers strong security options, but they must be set up correctly. Consider:
– Multi-factor authentication for all accounts
– Limited access rights by role
– Secure storage of corporate data
– Logging for AVG accountability

For many SMEs, this is the time to structurally improve security.

 

Step 4. Prevent downtime and lost productivity

In SMEs, downtime cannot be absorbed by additional staff. If systems are down, work is at a standstill. That’s why a phased migration is important.

By starting with a small group of users, you test technology and communication. Problems are solved before the entire organization switches over. This keeps e-mail accessible and allows employees to keep working.

 

Step 5. Get employees to go along

New tools are only valuable if they are used. In SMBs, employees often work practically and time-driven. Without explanation, Teams, SharePoint and OneDrive remain underutilized.

Good adoption requires:
– Clear explanations in understandable language
– Short, practical training sessions
– Clear agreements on working in Teams and SharePoint
– Quick support for questions

This prevents frustration and directly increases productivity.

 

Step 6. Look realistically at costs

For SMBs, licensing costs are only part of the story. Employee time, additional support and guidance after going live often determine the real investment.

Including these costs up front creates a realistic picture. This prevents surprises and makes the return on investment of Microsoft 365 transparent.

 

Step 7. Choose future-proofing

A Microsoft 365 migration lays the foundation for growth. Hybrid working, better collaboration and later AI applications such as Copilot build on this.

For SMBs, now is the time to set up IT in a scalable and manageable way. Not just for today, but for years to come.

 

The approach of ALTA-ICT

 

ALTA-ICT guides SMEs in Microsoft 365 migrations with a focus on simplicity, security and continuity. We work in a structured way, ISO27001 and ISO9001 certified, and with an eye for the daily practice of SMEs.

No unnecessary complexity, just an environment that works and stays working.

Want to know what a Microsoft 365 migration means for your SMB business. Contact us at alta-ict.co.uk/Migration for a no-obligation consultation.