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From chaos to control: Managing migrations and Microsoft 365 with ShareGate!

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From chaos to control: Managing migrations and Microsoft 365 with ShareGate!
Place Profile
Image here
From chaos to control:
Managing migrations and
Microsoft 365 with
ShareGate!
Samuel Martineau
Solutions Architect, ShareGate, Canada
Let’s set the stage
Section 1
It's a challenge to...
Plan and prepare
for a migration
Move large data sets
without disruptions
Ensure data
migration integrity
Minimize the amount
of manual work
Ensure a smooth user
experience and
minimize downtime
It's a challenge to (cont'd)...
Manage Microsoft 365 So much change, hard to keep up.
Adapt to user needs Keeping everyone happy and productive.
Control content creation Creating content is easier than ever, but hard to tame.
Address the skills gap Users generally don't know how to use Microsoft 365 properly.
Ensure business continuity Keeping operations running in changing environments.
Collaborate with end users Mainly one-sided requests from users to IT.
Communicate and collaborate Inefficient team communication and siloed information.
Ensure compliance Meeting data protection and governance rules.
Manage data Tracking, securing, and managing dispersed data.
Support remote work Helping remote and hybrid workers do their best work.
Tenants gone wild.
Definition
Responding to issues as they
arise.
Challenge
Increased downtime, reduced
productivity, higher support
costs.
Definition
Managing the multifaceted
nature of Microsoft 365.
Challenge
Time and resource constraints,
change management demands,
user confusion, limited time for
strategic initiatives.
Definition
Inadequate governance,
regulations, and enforcement.
Challenge
Security risks, misuse of
tools, unmonitored external
sharing and guests, shadow
IT, difficulty in finding data.
Reactive mode Overwhelmed Exposed

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From chaos to control: Managing migrations and Microsoft 365 with ShareGate!

  • 2. Place Profile Image here From chaos to control: Managing migrations and Microsoft 365 with ShareGate! Samuel Martineau Solutions Architect, ShareGate, Canada
  • 3. Let’s set the stage Section 1
  • 4. It's a challenge to... Plan and prepare for a migration Move large data sets without disruptions Ensure data migration integrity Minimize the amount of manual work Ensure a smooth user experience and minimize downtime
  • 5. It's a challenge to (cont'd)... Manage Microsoft 365 So much change, hard to keep up. Adapt to user needs Keeping everyone happy and productive. Control content creation Creating content is easier than ever, but hard to tame. Address the skills gap Users generally don't know how to use Microsoft 365 properly. Ensure business continuity Keeping operations running in changing environments. Collaborate with end users Mainly one-sided requests from users to IT. Communicate and collaborate Inefficient team communication and siloed information. Ensure compliance Meeting data protection and governance rules. Manage data Tracking, securing, and managing dispersed data. Support remote work Helping remote and hybrid workers do their best work.
  • 6. Tenants gone wild. Definition Responding to issues as they arise. Challenge Increased downtime, reduced productivity, higher support costs. Definition Managing the multifaceted nature of Microsoft 365. Challenge Time and resource constraints, change management demands, user confusion, limited time for strategic initiatives. Definition Inadequate governance, regulations, and enforcement. Challenge Security risks, misuse of tools, unmonitored external sharing and guests, shadow IT, difficulty in finding data. Reactive mode Overwhelmed Exposed
  • 7. We had no control over what data was going in Teams or whether people were cleaning up or reviewing external links and guest access. - Astrid Gibbon Communications Systems Manager, Oxford Instruments “
  • 8. In a perfect world… You’re ahead of the game You have a solid management strategy for Microsoft 365 You have complete control of your environment
  • 9. July 2022 Gartner CFO survey: plan to protect digital investments. plan to increase automation for cost efficiency. 98% 66%
  • 10. • Migration • Workspace provisioning • Permissions, external sharing, guest access • Governance • SharePoint and Teams reporting • Administration 85% reduction in manual tasks …automates Microsoft 365 management!
  • 12. Solution: • No data cap • One fixed price • One license • SharePoint • Teams • Planner • New! Exchange Online mailboxes 1. Third-party migration tools are expensive and clunky Migration migraines
  • 13. Solution: • Tenant to tenant • Move channels between existing teams • Restructure your environment • Customize and schedule your migration • Generate reports to find out how it all went Migrate Teams Feature
  • 14. Solution: • Tenant to tenant or within the same tenant • Move specific object types • Adjust membership at destination Migrate Planner plans Feature
  • 15. Avvenire says they save 30% on licensing compared to other migration tools.
  • 16. Solution: • Fully configurable • Incremental migration • Schedule your migrations • Actionable reporting Plan and validate migration plan Inventory your environment Adapt quickly 2. Balancing productivity and security Migration migraines
  • 17. Source analysis report: • Understand your environment’s inventory and usage • List potential warnings and errors • Estimate the effort required Prepare and plan Feature
  • 18. Pre-check report • Test your migration • Fix potential issues Run a pre-migration check Feature Run pre-check Schedule Start copy
  • 19. Incremental copy • Copy over what’s changed since your last migration and keep your destination up to date. Migrate incrementally Feature
  • 20. Migration report • Customize displayed columns • Dig deeper into individual items • Export report See all the details of your migration Feature
  • 21. Permissions matrix report • Validate, monitor, and edit permissions for internal and external users. • Run a site permissions security audit. • Break or restore inheritance on entire lists or libraries. Manage permissions Feature
  • 22. Solution: • Smooth moves – drag and drop • Easy to use and intuitive • Get up and running quickly • No PowerShell skills needed 3. Migration is complex with lots of moving parts Migration migraines
  • 23. SharePoint migration mapping • Map users and groups, properties, content types, and permission levels. Map users, permissions, and metadata Feature
  • 24. Bulk edit content • Easily modify metadata and content types within a list or library. Manipulate metadata in bulk Feature
  • 25. All-encompassing, bulk migrations • Copy site objects from your source SharePoint environment to your destination SharePoint environment. Copy structure and content Feature
  • 26. We had total visibility on what was going on, so any mistake could not go undiscovered. Our users were very eager to know if their content and permissions had been copied, and we were able to prove that everything had transferred correctly. - Constanze Pretzler Senior Inhouse Consultant for Digital Collaboration, STIHL “
  • 28. Solution: • Instant information access • No more admin center hopping • No script creation/maintenance • Direct route to fixing issues 1. Security Managing Microsoft 365
  • 29. Solution: • Flexible, customized policy automations • Tenant cleanup and organization • Delegation of issue resolutions to free up IT team 2. Manual work and PowerShell scripts Managing Microsoft 365
  • 30. • Automated policies to help you maintain a secure and productive environment. Automate policies Feature
  • 31. ShareGate’s Teams chatbot • On-demand collaboration with owners for all policies, including purpose and sensitivity tags, as well as external sharing and guest access reviews in:  SharePoint  Teams Collaborate with owners automatically Feature
  • 32. I literally click one button and it sends all those people an email or a message in Teams, and I can sit back and watch it unfold in front of me. - Astrid Gibbon Communications Systems Manager, Oxford Instruments “
  • 33. Information security is very important to our organization. Before, it was almost impossible to find all the sharing links. Now, it’s a scheduled review, and everyone takes it seriously. - Neda Illic Senior Product Owner Microsoft 365, BCAA “
  • 34. Solution: • Enable end users to use M365 effectively • Implement guardrails for better control • Accelerate productivity through full-circle automation • No IT tickets, Power Automate, or PowerShell scripts needed 3. Ensuring a productive and secure environment for everyone Managing Microsoft 365
  • 35. • SharePoint site blueprints • Custom + dynamic templates • Approval workflows • New! Multiple approvers • Coming soon! SharePoint site provisioning One-stop for M365 workspace provisioning Feature
  • 36. • Users manage their teams and SharePoint sites • They see the teams they own and are a part of • They can manage their externally shared links and guests • Indexes recorded meetings for easy search • Coming soon! SharePoint site provisioning We have an end-user app! Feature
  • 38. Cool swag Swing by our booth! Exclusive sneak peeks

Editor's Notes

  1. This is the Pre-Title Screen. Please do not place any content on this screen.
  2. “Who here has ever had to deal with a migration or M365 tenant that’s gone out of control?” “Who’s used ShareGate or is actively using ShareGate today?” “Who’s used ShareGate for strictly non-migration related needs?”
  3. Challenges    1.Plan and prepare for a migration: This involves scanning your source environment, identifying the content to be migrated, mapping the source and target structures, and setting the migration schedule and strategy. You also need to consider the permissions, metadata, and dependencies of your content, as well as the potential impact on your users and business processes 2.Move large data sets without disruptions: This requires choosing the right migration tool that can handle the volume and complexity of your data, as well as the network bandwidth and performance. You also need to monitor the migration progress and troubleshoot any errors or issues that may arise during the process 3.Ensure data migration integrity: This means verifying that the migrated content is accurate, complete, and consistent with the source data, and that no data loss or corruption has occurred. You also need to ensure that the migrated content complies with the security and governance policies of your organization and Microsoft 365 4.Minimize the amount of manual work: This involves automating the migration tasks as much as possible, using scripts, scheduling and so on. 5.Ensure a smooth user experience and minimize downtime: This involves communicating with your users before, during, and after the migration, providing them with clear instructions and expectations, and offering them training and support. You also need to plan for a gradual and phased migration, testing each stage and resolving any issues before moving to the next one, to avoid disrupting the user access and productivity.
  4. Challenges    1. So much change with Microsoft 365 technologies that it's hard to keep up: Microsoft 365 is constantly updating and evolving. Trying to keep up with all the changes and making sure everyone in the company is on board can be a real challenge.    2. Meeting ever-evolving user needs: We're all about tech, and that's great, but it's a race to implement tools to keep work flowing smoothly. And, let's face it, the users' needs are always changing. So, it's a constant challenge to keep everyone happy and productive.    3. Creating content in Microsoft 365 is easier than ever: That’s great! Creating content has become easier with Microsoft 365, especially with the arrival of CoPilot in SharePoint. I mean, we never thought SharePoint look this good or make it so easy for people to create content. But the flip side is, when tons of sites and content start to flood your Microsoft 365 tenant, you’ll have a hard time trying to control it manually. So, easy content creation is also a bit of a double-edged sword for us.    4. Skills gap: The challenge lies in users not fully understanding how to use Microsoft 365 effectively, creating a skills gap within the organization. This issue can be due to a lack of training.    5. Business continuity: Your company's ability to keep the show going, even when things get a little crazy. It's about making sure your operations can run smoothly, even when there are big changes in the work environment, like a sudden shift to remote work due for example or even a merge or acquisition.    6. Balance collaboration with end users: Mutual collaboration between IT and end-users remains a challenge, with predominantly one-sided requests from end-users to IT, limiting the development of a true two-way exchange.    7. Communication and collaboration: When your team has trouble talking to each other or when information is locked away in different departments, it can slow things down.    8. Data compliance: Data is now stored in many places, from cloud services to mobile devices, which makes it challenging to ensure compliance at every point. It's like trying to keep track of dozens of moving pieces, all while making sure they meet complex and often region-specific requirements.    9. Data management: Organizations, especially larger ones, tend to have data scattered all over the place – in different apps and systems. Managing all that becomes a headache.    10. Remote work support: Making sure your team can work from anywhere – whether that's from home, a coffee shop, or the office. Providing the right technology and support to make remote or hybrid work productive is what it's all about.
  5. Impact Reactive mode: IT is fighting fires as they arise Lack of visibility to find and understand issues Escalating ticket queues Overwhelmed Lack of resources (people, skills, time, tools) Change management overload End users are confused about what tools to use and when Microsoft 365 tools are constantly changing No time for value-added projects Exposed End users using tools the wrong way Hard to find content and decide where to put things End users resorting to unapproved tools Unmonitored guests and external sharing Security risks
  6. Without compromising end-user adoption and empowerment as it hurts productivity
  7. https://www.gartner.com/en/newsroom/press-releases/08-30-22-gartner-says-cfos-are-focusing-on-automation-investments-to-drive-down-costs#:~:text=A%20July%202022%20survey%20of,their%20investments%20in%20the%20category. A July 2022 survey of 226 CFOs found that digital acceleration was the top spending priority for CFOs over the next 12 months, with 98% of respondents saying they will protect digital investments and of those, 66% stating they plan to increase their investments in the category. Digital investments are the spending on technologies that enable digital transformation and innovation in the business. According to the article, digital investments include: Back-office automation: Technologies that automate repetitive and manual tasks in areas such as accounting, IT services, and procurement. For example, robotic process automation (RPA), artificial intelligence (AI), and cloud computing. Pricing optimization analytics: Technologies that help optimize the pricing strategy and execution based on data and algorithms. For example, dynamic pricing, price elasticity, and customer segmentation. Digital acceleration: Technologies that enhance the speed and agility of business processes and operations. For example, low-code/no-code platforms, DevOps, and microservices.
  8. QUESTION: How many of you are aware that ShareGate offers more than just a migration tool; that it's a complete Microsoft 365 management solution?
  9. ShareGate's migration tool is powerful and super intuitive, making it a breeze to handle both on-premises and tenant-to-tenant migrations. It's the go-to choice for anyone looking to shift to the cloud. And there’s no data cap to worry about. We've bundled everything you need for your migration into one pocket-friendly price, covering SharePoint, Teams, Planner, and, coming soon, mailboxes. Get ready, because a public preview of our mailbox migration feature is dropping in January 2024. You can swing by our booth to learn more!
  10. For Avvenire, a Solution provider that uses ShareGate to do nearly all its SharePoint migrations, it’s an easy decision and an excellent return on investment Avvenire formerly used another SharePoint migration tool but found its lack of reporting capabilities lead to difficult planning and implementation. And then there was the cost. The former tool was expensive to license, putting it beyond the budget of Avvenire’s smaller clients. The problem wasn’t just the cost of the license, but also its structure. That other tool put a cap on the volume of content that could be migrated per license—so most clients, who started projects without a clear understanding of how much content they needed to migrate, had a hard time accurately anticipating the licensing cost. Avvenire found that ShareGate addressed these concerns, with its rich reporting capability, lower per-license cost—about 30% lower in their experience—and unrestricted volume on migrations per-license.
  11. Using ShareGate to migrate your users, their permissions, and metadata to SharePoint Online is an easy solution built to simplify complex migrations, with features that allow you to bulk manage metadata and migrate customized metadata. Creating your user-mapping file The tool automatically maps all your users and groups with existing users and groups with the same account name in SharePoint Online without considering the domain. you don’t have to worry if you’re migration project involves migrating from a classics-based authentication system to a claim-based system. ShareGate ensures that your users and groups will map correctly regardless of how your tokens are formatted. Mapping permissions Unlike the SPMT, when you use ShareGate, any unique permissions you might have are automatically mapped as well so they should be the same as they were at the source. ShareGate also allows the mapping from one type of group to the other type. Mapping metadata  use ShareGate to copy your metadata at the destination so that it’s there when you start copying your structure and content. Once the action is completed, ShareGate will provide a Migration report that will show you any successes, warnings, or errors with your migration.  After your migration, you may decide you want to make some changes in your metadata, you can use ShareGate to easily export existing SharePoint metadata to an Excel spreadsheet to make changes to all your documents’ metadata. ShareGate even suggests potential metadata that can be applied in bulk using basic Excel formulas. 
  12. The job isn't done just because the migration is finished. Now, the IT team's next big task is to put in place and stick to their organization's M365 governance strategy, making sure the newly migrated environment is as safe and hassle-free as they can make it. Challenges Lack of visibility into what goes on in your tenant Who has access to what. IT ends up being reactive rather than proactive.
  13. Managing Microsoft 365 can be tricky because there's not enough built-in automation. You often need to use PowerShell scripts for tasks, which can be complex and not everyone's skill. You also have to do a lot of manual work to find and fix issues, sometimes involving end users. To make it simpler, consider using third-party tool like ShareGate that offers a range of automation options to manage M365. ShareGate offers a solution with flexible, customized policy automations. These policies help clean up, organize, and govern your M365 tenant, reducing manual work. Plus, ShareGate allows for the delegation of issue resolutions, freeing up your IT team to focus on more strategic tasks.
  14. As an admin, you can set up the ShareGate Teams chatbot to send notifications automatically and you can use our chatbot to send notifications manually. Use our chatbot to ask owners to apply a purpose tag or sensitivity tag; to alert owners when it's time to review external sharing links and guest access; and to take action on inactive teams and groups.
  15. Many people find it tough to make the most of these tools because they lack confidence, their needs aren't being taken into account, or they haven't had the right training. As a result, they often resort to familiar yet unapproved tools (shadow IT) or end up misusing M365, which leads to unnecessary complications.
  16. Fun facts about the ShareGate end-user app:  It’s a workspace for your end users to create and manage their own workspaces from start to finish  It makes it easy to collaborate with team owners and help them stay on top of their resources’ lifecycle management   ShareGate will prompt team owners on your behalf to help them review and resolve issues such as external sharing and guest access.  It’s integrated in Microsoft Teams, so your end users can easily access it in the Teams navigation bar  Remember, the templates your end users will find in the ShareGate end-user app are created by your IT team.
  17. ShareGate is here for the long haul with IT. Simple tools that help you build your governance strategy, focusing on best practices, and providing collaborative automation, making sure your users have the guardrails in place to do their best work, securely.
  18. ShareGate is here for the long haul with IT. Simple tools that help you build your governance strategy, focusing on best practices, and providing collaborative automation, making sure your users have the guardrails in place to do their best work, securely.
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