For many businesses, the shift from on-premises systems to the cloud is no longer a question of if but when – and that’s if they haven’t moved already. Cloud migration brings opportunities to streamline operations, improve collaboration, and scale with ease. For organisations looking to modernise, Microsoft SharePoint is often the platform of choice – it has an estimated market share of over 63%.
But while the benefits are clear, a successful migration isn’t just a case of moving files from one place to another. You need to ensure your business processes remain uninterrupted, your people are prepared for change, and, most importantly, your data stays secure every step of the way. Strong cyber security practices must underpin every stage of the transition to avoid introducing new vulnerabilities as you move to the cloud.
In this guide, we’ll walk through the key steps to prepare your business for cloud migration to SharePoint, from assessing your current environment to building a strategy that keeps both productivity and security front of mind.
Step 1: Assess Your Current IT Environment
Every successful cloud migration begins with a clear picture of where you are today. Before planning the move to SharePoint, it’s important to take stock of your existing on-premises systems, applications, and data. This assessment helps identify what’s essential to migrate, what can be archived, and whether any legacy infrastructure needs to be upgraded or replaced before making the transition.
Equally important is evaluating your current security posture. Outdated software, weak access controls, or unpatched vulnerabilities (the instigator of 32% of ransomware attacks) can create unnecessary risk if carried over into the cloud. By auditing your systems in advance, you’ll not only streamline the migration but also close potential gaps that cybercriminals could exploit.
A thorough environment assessment should cover:
- Data review – classifying files and information by sensitivity and compliance requirements.
- System audit – mapping out the applications, servers, and integrations currently in use.
- Security baseline – checking for weaknesses such as unencrypted data, inconsistent permissions, or unsupported hardware.
Taking the time to assess your IT environment upfront ensures that the foundations of your SharePoint migration are strong, setting you up for a smooth transition and helping protect your data from day one.
Step 2: Build a Cloud Migration Strategy
Once you have a clear picture of your current environment, the next step is to create a structured plan for your cloud migration. A move to SharePoint is effectively a business transformation that requires alignment between people, processes, and technology.
- Define your goals – Are you aiming to boost collaboration, reduce reliance on ageing hardware, or improve compliance? Clear objectives shape the scope of your migration.
- Plan the approach – Consider a phased rollout. Moving non-critical data first allows time for testing and feedback before shifting core systems.
- Embed cyber security – Build protection into your plan with:
- Encryption for data in transit and at rest
- Role-based access controls
- Monitoring tools to flag suspicious activity
- Set success measures – Identify metrics such as reduced downtime, faster collaboration, or compliance improvements to gauge progress.
Treating your migration as a guided journey reduces disruption and ensures SharePoint becomes a secure, trusted platform for the future.
Step 3: Prioritise Data Security and Compliance
When moving sensitive business data into the cloud, security and compliance must sit at the heart of your cloud migration. For many organisations, SharePoint offers advanced tools for managing documents, permissions, and collaboration, but these need to be configured with care to ensure data is properly safeguarded.
During the migration itself, protecting data in transit is critical. Files should be encrypted as they move from on-premises systems to SharePoint, with secure transfer methods reducing the risk of interception. Once in the cloud, data should remain encrypted at rest, with clear access controls to prevent unauthorised use.
Compliance is equally important. Whether it’s GDPR, ISO standards, or sector-specific regulations, businesses must ensure that sensitive data is handled in line with legal requirements. A successful migration maintains the integrity, privacy, and auditability of that information throughout the process.
By making data security and compliance a priority, businesses can approach their SharePoint migration with confidence, knowing their most valuable assets are protected against evolving cyber security threats.
Step 4: Prepare Your People for the Change
A successful cloud migration is as much about people as it is about systems. Moving to SharePoint changes how staff access and share information, so preparing them properly is essential.
Communicate the “why”
Explain why the migration is happening and how it supports the business. Framing SharePoint as a tool that enables easier collaboration and centralised storage helps employees see the benefits early on.
Provide focused training
Practical support makes adoption smoother. Short sessions, guides, or demonstrations give staff confidence with features like document libraries, version control, and permissions.
Strengthen cyber security awareness
Migration projects often create opportunities for cybercriminals. Equip staff with reminders on:
- Spotting phishing attempts
- Sharing files securely
- Using strong passwords and MFA
By combining clear communication, targeted training, and a security-first mindset, you can minimise disruption and build employee confidence, ensuring that SharePoint is adopted smoothly and securely.
Step 5: Execute the Migration with Cyber Security in Mind
Execution is where planning meets reality. A smooth cloud migration to SharePoint relies on balancing speed with caution, ensuring data is transferred without exposing it to unnecessary risks.
Rather than moving everything at once, many organisations benefit from a phased approach. Starting with less critical systems allows time to test and refine the process before moving business-critical data. This gradual method helps reduce disruption while providing checkpoints to confirm everything is secure.
Throughout the migration, visibility is vital. Encrypting data as it moves, monitoring system activity in real time, and maintaining strict access controls all help to reduce the likelihood of a breach. These safeguards ensure that business continuity is maintained and that sensitive information remains protected.
For many businesses, working with a managed IT provider can bring added peace of mind. Having experienced professionals oversee the migration means issues are addressed quickly, security remains a constant priority, and internal teams can stay focused on day-to-day operations.
Step 6: Post-Migration Optimisation and Ongoing Security
Reaching SharePoint is only the beginning. Once the migration is complete, businesses need to optimise their setup and maintain strong security practices to protect data in the long term.
Regular patching, access reviews, and system updates should become routine, ensuring the platform remains resilient against evolving cyber security threats. Integrating SharePoint with wider Microsoft 365 security tools, such as multi-factor authentication and conditional access, adds further layers of protection.
Ongoing optimisation also helps you get more value from your migration. Reviewing workflows, permissions, and collaboration features ensures SharePoint is being used effectively and continues to support business goals.
Key post-migration priorities include:
- Continuous monitoring for unusual activity
- Reviewing user access and permissions regularly
- Updating policies and processes as the business evolves
By treating migration as the start of a continuous improvement cycle, businesses can keep SharePoint secure, efficient, and aligned with their long-term strategy.
Secure a Smooth Path to the Cloud
Migrating from on-premises systems to SharePoint is a powerful way to modernise your business, streamline collaboration, and prepare for future growth. But success doesn’t come from technology alone; it requires careful planning, employee readiness, and strong cyber security practices at every stage.
By assessing your current environment, building a clear strategy, protecting data, preparing your people, executing with care, and continuing to optimise post-migration, you can make the transition both smooth and secure.
At Redinet, we help businesses take the complexity out of cloud migration, ensuring SharePoint is deployed in a way that supports your goals and keeps your data safe. If you’re planning a move to the cloud, our team is here to guide you every step of the way. Ready to speak to an expert? Get in touch with us today to see how we can support your journey.
