Our SharePoint Migration Process

Tailored strategies for every migration type — from file shares to full intranet rebuilds — grounded in planning, precision, and employee needs 

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Overview

Tailored Approaches for Every SharePoint Migration 

Not all SharePoint migrations are the same. Whether you’re moving from file shares, cloud storage, or another SharePoint environment, our approach flexes to fit the complexity, goals, and content of each project.

We take the time to plan the right route — then execute it with minimal disruption and maximum value. 

Our SharePoint Migration Process by Scenario

We follow a consistent, proven framework for every SharePoint migration — but tailor each step to suit the type of move you’re making. Here’s how we approach each major scenario: 

Whether you’re moving from on-premises SharePoint or between Microsoft 365 tenants, this type of migration requires precision, planning, and a deep understanding of platform architecture. We ensure every element—permissions, metadata, and user experience—migrates cleanly.

Discovery & Planning

We begin by auditing your current SharePoint environment — mapping content, permissions, workflows, and any customisations. Stakeholder workshops help define the business priorities and technical dependencies behind your sites. 

Design & Strategy 

We align your existing structure with a future-ready SharePoint architecture. This includes permissions, metadata, governance, and tool selection (usually ShareGate or SPMT). We define whether it’s a lift-and-shift or a modernisation opportunity. 

Migration Delivery 

We run a pilot migration to test everything, followed by a phased rollout. Content, permissions, and links are validated with logs and exception tracking. 

Post-Migration 

We provide training, early-life support, and adoption monitoring — as well as retiring or locking legacy sites to avoid confusion. 

Migrating from shared drives is an opportunity to move beyond folder sprawl and unlock the full value of SharePoint Online. Our migration process help reimagine your file structures with a modern, metadata-driven approach. 

 Discovery & Planning 

We inventory file shares, analyse how content is used, and flag redundant or sensitive data. Departmental input helps shape the new structure. 

 Design & Strategy 

Folder structures are translated into metadata-driven information architecture. Access controls, retention, and permissions are planned. Tools like ShareGate, SPMT or Robocopy are selected based on scale and structure. 

 Migration Delivery 

We cleanse and categorise content, run test migrations, and move data in waves. We also fix broken links and resolve duplicate files. 

 Post-Migration 

We support users in navigating the new environment, provide search training, and refine the IA based on real-world usage. 

Whether you’re moving from Dropbox, Google Drive, or Box, shifting to SharePoint requires more than just content transfer—it’s about translating collaboration, security, and compliance into the Microsoft ecosystem. 

Discovery & Planning 

We analyse how your current cloud platform is used — identifying integrations, content types, and compliance needs. 

Design & Strategy 

We map cloud folders to SharePoint IA and plan metadata and permission mapping.  

Migration Delivery 

A pilot migration tests file compatibility and access. We then migrate the remaining content in stages, validating integrity and permissions at each stage. 

Post-Migration 

We help employees adjust to the new experience, train them on SharePoint equivalents, and support legacy platform decommissioning. 

Migrating from platforms like Workvivo or Oak Engage isn’t just about moving pages—it’s about rebuilding the experience using SharePoint and Viva tools, while keeping employees engaged and business needs front and centre. 

Discovery & Planning 

We audit your current intranet’s content, functionality, and engagement tools. We work with stakeholders to understand how employees interact with the platform — and which features are critical. 

Design & Strategy 

We map platform features (e.g. news, social feeds, directories) to SharePoint equivalents like Viva Connections, Engage, SharePoint News, or features in our Beacon products. We design site architecture, user roles, branding, and governance models.

Migration Delivery  

We rebuild the intranet in SharePoint using site templates, web parts, and modern design principles. Migration of content is manual or API-driven depending on platform support.

Post-Migration 

We support launch with employee training and work with you to iterate based on feedback and analytics. 

This is just a snapshot into the way we work. No two migrations are the same—and neither is our approach. Whether you’re moving a small department or a global enterprise, we shape the migration strategy around your organisation’s structure, challenges, and goals. 

We consider your industry, regulatory requirements, existing technical landscape, and cultural readiness to design a process that fits. For some, that means a lightweight lift-and-shift with minimal disruption; for others, it means a carefully phased rollout with new information architecture, custom scripts, or tool combinations to preserve complex metadata and embedded links. 

Our process flexes to support a variety of migration types—from network drives and on-prem SharePoint to tenant-to-tenant and intranet platform moves. Whatever the scenario, our aim is the same: deliver a migration experience that’s seamless, secure, and ready for the modern digital workplace. 

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What Makes Our SharePoint Migration Process Different 

Every migration provider can move content — but we go further to make sure your migration delivers long-term value. Here’s how our approach stands out: 

Tailored, Not Templated

We don’t believe in one-size-fits-all. Our process adapts to your systems, structures, and teams — whether it’s a simple lift-and-shift or a complex rebuild. 

Stakeholder-Led Planning

From IT to end users, we involve the right people at the right time. That keeps everyone aligned — and avoids disruption mid-migration. 

Deep Discovery

We invest time upfront to audit content, map usage, and uncover hidden risks. It means fewer surprises later — and migrations that actually make sense to employees. 

Built-In Adoption Support

We don’t stop at content transfer. Our process includes training, early life support, and help embedding governance and Copilot readiness. 

Tool-Agnostic Flexibility

We work with ShareGate, SPMT, LinkFixer and more — choosing the right tool based on your needs, not our preferences. 

Focus on Long-Term Value

Beyond the move itself, we help you structure your new SharePoint environment to be scalable, compliant, and ready for future evolution. 

Client Stories

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7 Day Intranet Transformation

A brand-aligned design refresh for financial services firm TP ICAP.

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Empowering Higher Education Comms

A new branded intranet with custom page templates for the University of Leeds.

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Award Winning Intranet

Storming success as the Met Office sets the standard for accessible collaboration for 2,000+ employees.

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Bauer Media Group set out to create a personalised intranet experience that truly works for every employee.

In this 60 second overview, see how we brought that vision to life using SharePoint and Beacon.

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Let’s Talk Migration

Whether you’re refreshing your homepage or building a new intranet, we’re here to help. Book a free consultation and explore what’s possible.

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FAQs

Find answers to common questions about planning, migration, accessibility, and ongoing support.

What are the key stages of a SharePoint migration?

A structured SharePoint migration typically involves discovery, planning, design, execution, and post-migration support. Discovery identifies content, users, and dependencies; planning defines the roadmap and governance; design ensures architecture and workflows are ready; execution migrates content and tests systems; and post-migration support ensures adoption and issue resolution.

At Silicon Reef, we combine this framework with organisational change management and training, ensuring that migrations are not only technically successful but also deliver smooth adoption, improved collaboration, and sustainable value for internal teams. 

How can organisations prepare for a smooth migration process?

Preparation includes auditing existing content, assessing workflows, reviewing permissions, and engaging stakeholders early. Understanding which content is critical or redundant reduces risks and ensures efficient migration. Leadership involvement ensures alignment with strategic objectives, while employee engagement helps adoption.  

Silicon Reef helps organisations create structured roadmaps, prioritise content, and implement governance policies ahead of migration. This approach reduces operational disruption, addresses potential risks early, and sets the foundation for a smooth, well-managed migration process that aligns with long-term business goals. 

Why is post-migration support important?

Even well-executed migrations benefit from post-migration support. It addresses employee questions, resolves technical issues, reinforces governance, and supports adoption of new workflows. Continuous monitoring and training help teams make full use of the new environment.  

At Silicon Reef, we provide tailored early-life support and guidance to maintain consistency and compliance. This ensures the migration delivers tangible business improvements in collaboration, efficiency, and document management, rather than simply moving content from one system to another. Post-migration planning is critical to protect investment and achieve intended outcomes. 

How do you balance speed with accuracy during migration?

Balancing speed and accuracy requires careful sequencing, pilot migrations, and thorough validation. Rapid migrations can risk data loss or process disruption, while overly cautious approaches may slow adoption.  

Silicon Reef recommends a phased rollout process that validate key workflows and content, enabling quick wins without compromising accuracy. Clear governance, monitoring tools, and communication with stakeholders ensure content integrity, compliance, and minimal disruption. This balanced approach helps organisations migrate efficiently while maintaining confidence in the accuracy and completeness of migrated data. 

How do custom requirements influence the migration process?

Custom workflows, SPFx components, or integrated Power Apps add complexity to migration planning. These elements must be mapped, tested, and validated in the target environment to ensure continuity.  

At Silicon Reef, we account for custom features early, integrating them with governance and adoption strategies. This ensures that organisational processes continue seamlessly post-migration, and the business benefits of customisation are preserved. By addressing these requirements proactively, organisations avoid costly disruptions and ensure that both standard and bespoke processes function effectively in the new SharePoint environment.Â