Moving to the Cloud can seem like a daunting task when everything has always been on-premises. A lot of people can find the idea of their data residing in the Cloud a bit difficult to comprehend. However, there are plenty of advantages to going down this road. This is especially true if you’re upgrading from SharePoint 2007 to SharePoint Online. Seeing as there won’t be any support for 2007 from later this year, SharePoint Online can be a worthy option.

Firstly, what is SharePoint Online?

A component of your Office 365 enterprise subscription, SharePoint Online is a Cloud based collaboration platform that lets you and your organisation store, organise, and share data and easily communicate with each other. With SharePoint Online, you can share common resources and applications on portals, search to discover information and expertise across your organisation, and stay in the know with personalised news in SharePoint home and the SharePoint mobile apps.

Get rid of the cost of on-premises work:

If you’ve always had SharePoint on-premises, you’ll be familiar with the various costs associated with it. Costs such as patch maintenance, security and hardware fixes can add up. It can also be difficult to shoehorn customisations into your existing system and getting those customisations to work with other functionalities on the system. SharePoint developers and administrator costs can add to this cost too, making the cost of SharePoint as a whole seem a lot more than it should be. SharePoint Online can eliminate
some of these large costs.

24/7 access to the most upgraded software:

Upgrading to SharePoint Online means that you’ll have access to a constantly updated platform. These updates are applied automatically and you don’t have to do anything. An improved UI, mobile access and advanced collaboration on all of your documents make SharePoint Online an easier option for businesses of all sizes. Workplaces today are more digital than ever, and having flexible access to a central, core system can transform SharePoint from a dated chore to an efficient necessity. If you currently have an older version of SharePoint (2007 onwards), you’ll need to consider whether the hybrid option (part on-premises, part Online) is best for you, or whether you want to be fully in the Cloud. Good preparation and organisation with your infrastructure can achieve this.

Security

If security is your main worry, then you should be concerned with having all your data in one physical location. If you have sensitive data on an employee’s laptop or scattered around various devices, this in itself is a huge security risk. With SharePoint Online, your data will be in one place and managed by permissions rather than who has physical access to the data in question. When it comes to document management, security is at the forefront of this process. You can automate lots of things with SharePoint Online, and how you manage the permissions determines how strong your security is. There’s no need to think about getting extra security software and spending money on third party options when you can manage some of the biggest risks yourself.

Our Principal Consultant, John Votaw: “Things that are unlikely to ever be offered on-premises are Delve, Sway and maybe Teams (because of its close association with Skype for Business).”

Return on investment

As with any software change, there are numerous costs involved. However, investment you make in upgrading your system now will pay off in the long run when it comes to cutting down your existing unnecessary costs. If you’re currently spending lots of your budget on maintenance fixes, numerous SharePoint administrators and third-party companies to patch up your existing software, those costs will be eliminated once you’ve migrated to a newer, more secure system.

If you’re spending time and money on training users on how to use an outdated system, you can make this back by migrating to a simple and easy to use UI with fewer complications. The ultimate ROI here is security. With data security at the forefront of many business’ strategies, upgrading to a more secure system couldn’t be more important. The financial consequences of data leaks can be catastrophic – the best strategy here is to prevent an outbreak before it happens. With newer features in SharePoint 2016, the reporting capabilities are second to none. What you spend now in third party reporting tools and various Excel spreadsheets can now be concatenated within SharePoint.

If you want to know more about upgrading your current SharePoint platform or migrating across your data, click here to read our handy guide that explains it all.