The Office 365 software suite definitely represents the future of productivity operating platforms for large and small companies alike. Thanks to the extensive efforts of Microsoft to create an effective cloud-system that encompasses numerous features, using programs like Word, Excel or PowerPoint is no longer limited to the local workstation. Documents are shared across the network with multiple users, who confer their personal input in real time, massively increasing productivity.
However, in order for the migration to the Office 365 to be successful and beneficial for your business, it is important to prepare properly. Let’s find out what you can do to avoid any problem.
Check the available bandwidth and connection speed
Regarding bandwidth, it is important to remember two aspects, namely that 1) downloading and installing the software package will require major traffic and 2) the Office 365 is heavily reliant on the internet connection for operations.
In other words, on the day of the installation, you might be forced to dedicate most of your bandwidth for the download, which could interfere with your business’ operations. At the same time, since the program suite is cloud-based, creating, accessing and editing the documents warrants that every employee’s workstation necessitates a stable and decent connection to the internet.
To be 100% certain that your current internet plan is suitable, contact your Office 365 provider and request an evaluation of your network’s capabilities of supporting the integration of the new platform. If you are informed that it’s not suitable for daily operations, then call your ISP and inquire about the costs of upgrading your service package.
Migrate only the files that are still relevant
On paper, the 1 Terabyte of file storage and 50 Gigabytes of email storage Microsoft offers to every user are more than sufficient, and in certain cases that might even be true. However, when several users on your network are attempting to transfer files of extensive sizes, that storage space will fill up quicker than you can say ‘irrelevant PowerPoint presentation of motivational quotes with nature backgrounds’. The options in this case are either to request archiving the inbox contents or to delete large attachments that are no longer pertinent to your company’s operations.
Inform your employees about the transition well in advance
If you wait until the day of the migration to let your personnel know about the new way of doing things, then your decision will most likely be met with frustration and resistant on their part. On the other hand, when you’ve given them enough time to become familiar with the platform and understand the benefits of the cloud system, the transition will be much, much smoother.
Hire an IT specialist to assist with the transition
Finally, when they analyze the expenditure associated with the purchase of the Office 365 suite, most managers are tempted to cut the costs by delegating the implementation of the new platform to ‘Jack from accounting who seems to know computers’. Unfortunately, if your company isn’t large enough to have an IT department on the payroll, the only way to avoid a plethora of issues and unforeseen errors is to enlist the services of a third party IT specialist.
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