CloudTweaks | Migrating Microsoft Workplace 2013

As of April 11, 2023, Microsoft will cease supporting Workplace 2013. The choice to finish assist for Workplace 2013 ought to come as no shock. Over the previous a number of years, Microsoft has been slowly ending support for its one-time buy merchandise to encourage adoption of subscription-based options. With all that’s altering, IT groups have rather a lot to contemplate as they resolve learn how to proceed.

For a lot of organizations, transitioning to Microsoft 365—the cloud-based productiveness suite that can really feel most acquainted to Workplace 2013 customers—makes essentially the most sense. Nevertheless, no matter which suite corporations change to, migrating to a brand new resolution requires cautious planning and consideration. To tell their determination, IT leaders ought to establish the alternatives and challenges forward and perceive the most effective practices to comply with for profitable migrations.

Advantages of switching to a contemporary productiveness

Although end-of-life transitions could be disruptive for companies and finish customers, the shift will profit some enterprises. Since instruments like Microsoft 365 and Google Workspace are cloud-based, customers get all of the bells and whistles from the newest model of the software program as an alternative of being caught with the options out there from the one-time funding. IT groups that change to a cloud-based choice gained’t must pay for periodic upgrades of bodily software program or miss out on the latest-and-greatest options since they’ll get the latest model robotically with their subscription.

Past having essentially the most up-to-date instruments at their fingertips, corporations will profit from enhanced safety protocols. With Microsoft 365, corporations can benefit from the newest options Microsoft presents. As IT leaders know, safety is advanced and doubtlessly costly from a price and administration standpoint. With the ability to leverage Microsoft’s appreciable sources and experience—relatively than managing safety internally—is a major benefit.

Challenges of transitioning from Workplace 2013

Switching to a complete new productiveness suite isn’t with out its potential issues. Software program end-of-life deadlines usually power corporations to make an unplanned transfer as an alternative of a proactive change—which might imply the migration course of is lower than excellent. Enterprises can even have to expend finances to entry Microsoft 365 or one other enterprise productiveness software program. They’ll additionally must stability the price of coaching workers on the brand new system and decreased productiveness as staff regulate to the brand new platform.

Regardless of the disruption that comes with transitioning to a brand new productiveness suite, the dangers of constant to make use of Workplace 2013 past its finish of assist are far higher. Utilizing a product that’s now not being up to date or supported could appear to be a great way to keep away from added expense and headache, however it will possibly truly trigger larger issues down the road. Going with out software program updates and assist means bugs gained’t get mounted, which suggests potential publicity to safety points. If one thing doesn’t work correctly in Workplace 2013 after assist ends, Microsoft gained’t have the ability to assist.

Given the benefits of Microsoft 365 and different cloud-based choices, migrating to a brand new productiveness suite is a great long-term funding. However migrations aren’t all the time straightforward or simple. Implementing a change that requires a giant adjustment in the way in which individuals work might trigger extra resistance and end in frustration, points finishing duties and decreased adoption charges. Realizing what to anticipate forward of time may help counter these points.

What to anticipate earlier than migrating

First, perceive that shifting from Workplace 2013 to Microsoft 365 or Google Workspace means a shift from a software program buy mannequin to a subscription-based mannequin. A shift in cost strategy might have an effect on firm money movement and finances, so the enterprise could have to flag this for his or her accounting division.

One other vital consideration earlier than starting a migration is how different inside programs will likely be impacted by the transition. Think about if and the way essential plug-ins and important instruments will work with the brand new resolution. For instance, corporations that leverage a instrument like Salesforce will wish to know the way the combination will likely be impacted by a brand new instrument.

Lastly, don’t underestimate the worth of preparation and coaching. Taking the time to arrange for the migration and develop a sensible coaching strategy is important to success. Earlier than getting began, IT leaders ought to search for locations the answer might have issues through the improve, to allow them to handle them upfront. If wanted, IT groups can put alternate instruments in place that will both exchange particular functionalities or function an alternate resolution.

As soon as the brand new productiveness suite has been chosen, IT workers can use the next steering to make sure the migration course of is easy.

Plan forward

Planning is crucial to seamlessly migrate from one ecosystem to a different, since no two ecosystems are utterly an identical. Prematurely of the migration, IT professionals ought to acquire a agency understanding of the variations between Workplace 2013 and the brand new resolution. This data will likely be helpful for creating coaching applications and life like, complete migration timelines. It additionally offers IT leaders time to unravel any compatibility points that would come up between the brand new instrument and current integrations the corporate depends on.

By creating a plan, IT workers can gauge how a lot knowledge must be moved, the place it must be moved and what timeframe it must be moved in. “Finally, corporations can depend on the the channel to assist finish customers throughout this course of—serving to them to extra precisely plan their knowledge migration, so no issues come up,” stated Lon Clark, world channel gross sales director at BitTitan. “With correct planning and procedures in place, finish customers can mitigate dangers and setbacks that may happen with migrations, serving to to make sure each day operations don’t get disrupted and permit them the chance to plan for the change forward.”

Pilot with completely different teams

Planning forward additionally permits time to pilot the brand new software program with inside customers to see what hiccups emerge and regulate accordingly. IT leads can conduct pilots with completely different teams throughout the group—corresponding to HR, accounting, gross sales, and so forth.—and compile findings to uncover frequent ache factors. Outcomes must be shared extensively, in order that individuals are conscious of challenges they could encounter and really feel like they’re a part of the method of selecting the brand new resolution.

Predict surprises

If the pilot section reveals that almost all of the corporate isn’t proud of the brand new suite, IT leaders can take into account an alternate choice. For example, some corporations could uncover that shifting to a browser-based resolution merely doesn’t work for the group and impedes workers from being productive. Choosing the proper resolution from the get-go prevents potential roadblocks and can save corporations cash in the long term.

Procure the correct instruments

Migration instruments can function lifelines to make sure the transition is profitable and minimally disruptive for finish customers. The good thing about utilizing a migration resolution is that IT groups gained’t have to expend further time and power studying learn how to carry out the migration. Migration options are additionally designed by consultants, leaving much less room for error within the course of.

Put together workers

Accessible, company-wide coaching is without doubt one of the most vital parts of a migration. As soon as the corporate has migrated to the brand new resolution, IT groups ought to provide trainings to workers who aren’t conversant in it. It will guarantee everyone seems to be on the identical web page and conscious of what’s altering. It additionally creates a deeper understanding of what it means to modify platforms and the way workflows could change with the brand new instrument. Coaching also needs to embrace sources and ongoing assist that workers can use as wanted through the transition.

Laying the groundwork now

With assist for Workplace 2013 ending in only a couple months, IT groups can start laying the groundwork to transition to a different productiveness suite. Cloud-based choices provide extra safety and simpler cross-team collaboration, along with giving enterprises entry to the latest-and-greatest model of the platform. Making ready upfront and following finest practices will defend corporations from frequent challenges that would hinder the success of their migration.

By Frank Suglia, VP of technical providers at BitTitan