By Lexi Jordan, SharePoint Consultant | April 4, 2024
Are you managing your organization’s information technology (IT) needs in a way that positions you to nimbly respond to growth, market changes and cost saving needs? In an ever-changing business landscape, companies must be forward-thinking, adaptable, and budget-conscious to remain competitive – and that includes IT: digital infrastructure, software, technology, and support. If your organization is still using an on-premises document management and storage system, you are missing out on significant cost savings, accessibility, and integration benefits.
You are facing increased risks associated with data security, scalability limits, and unsupported technology.
Consider the following benefits of migrating to the Microsoft 365 (M365) Cloud-based solution, which includes SharePoint Online.
Cost Savings
On-premises file servers require significant investment in hardware, software licenses, and storage space, plus considerable expenses in ongoing maintenance, required upgrades, and general IT support. By contrast, M365 offers a subscription-based pricing model, eliminating the need for upfront infrastructure investments and reducing ongoing maintenance and support costs.
Migration to the Cloud should involve a comprehensive review of an organization’s IT needs, assets and user preferences. This analysis often identifies cost savings opportunities, such as:
- Eliminating unused software licenses
- Consolidating duplicate technology
- Transitioning away from legacy systems and outdated hardware
Using an out-of-the-box solution avoids the high cost of developing and maintaining a custom solution.
Security and Support
On-premises file servers require significant investment in hardware, software licenses, and storage space, plus considerable expenses in ongoing maintenance, required upgrades, and general IT support. By contrast, M365 offers a subscription-based pricing model, eliminating the need for upfront infrastructure investments and reducing ongoing maintenance and support costs.
Migration to the Cloud should involve a comprehensive review of an organization’s IT needs, assets and user preferences. This analysis often identifies cost savings opportunities, such as:
- Eliminating unused software licenses
- Consolidating duplicate technology
- Transitioning away from legacy systems and outdated hardware
Using an out-of-the-box solution avoids the high cost of developing and maintaining a custom solution.
Scalability
Without a doubt, a key benefit of migrating to a Cloud-based solution is scalability. On-premises file servers are limited by the physical hardware and storage capacity they have on-site; they can only adjust to organizational shifts within a limited range.
Microsoft SharePoint Online allows organizations to easily upgrade or downgrade their storage and user requirements, enabling businesses to adapt to changing needs without incurring additional costs or disruptions to business processes.
Cloud-based products can be scaled across multiple locations with differing sizes and requirements and customized accordingly. SharePoint Online offers the option to scale into a wide range of features and capabilities, including:
- Document management
- Collaboration tools
- Workflow automation
- Integration with other Microsoft products, like Microsoft Teams and Power Automate
Accessibility and Integration
Perhaps the most appealing benefit to end-users is the ease of accessibility offered by Cloud-based solutions, which can have a dramatic impact on your organization’s productivity.
Users can access their documents and collaborate from anywhere, at any time, using any device with an internet connection – a big asset for remote teams, multi-site organizations, or high-travel users.
SharePoint Online is tightly integrated with other Office 365 applications, such as Microsoft Teams, OneDrive, and Outlook, providing a seamless collaboration experience for users.
Integration also offers benefits to IT managers, who can implement user provisioning, site creation, and permissions management across multiple software applications through a centralized admin portal. This can help IT teams save time and resources by reducing the overhead associated with managing on-premises infrastructure.
Time to Upgrade? Time to Migrate.
For the smoothest possible conversion, you need a partner who understands the technology options and takes the time to understand how you do business. Pico Logic partners with our clients to create a customized migration strategy that includes software configuration, change management plans, communication strategies, and training options, so everyone at your organization is empowered to embrace the move to M365 together. If you’re ready to explore how these benefits of migrating to the Cloud apply to you, reach out to us today!