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The Ultimate Microsoft Teams Migration Checklist

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If you are migrating to Microsoft Teams, ensuring your success—and avoiding future issues and problems—is all about proper planning. Get the most value out of your tool by establishing these best practices. 

1. Planning

  • Develop Team and Channel structure
  • Identify existing BOTS/integrations
  • Scope effort to migrate bots/integrations
  • Evaluate level of deployment:
    • Teams only for collaboration
    • Meetings for internal/external participants
    • PSTN calling in Teams (see Buyers Guide for more information on options)
  • Develop Office 365 policies for channel management and data retention policies
  • Develop or assemble end-user training documents and best practices

For meetings: 

  • Identify requirements for integration of Teams meetings to existing video systems and endpoints

For integrating calling directly into Teams client:

  • Determine licensing requirements (E5 or Phone System)
  • Determine direct routing plan 

2. Execution

  • Set up Office 365 policies 
  • Build Teams and Channels using the attached worksheet
  • Initiate bot/integration development
    • Do not cutover—it is best if they can work cross-platform
    • Otherwise, ensure they are running against existing system
  • Deploy a solution to integrate video endpoints to Teams

For telephony integration: 

  • Add licenses
  • Deploy SBCs, Cisco CUBE or subscribe to a fully managed Direct Routing solution 
  • Configure users on your Microsoft tenant using PowerShell commands or tools like SMACS


3. Launch

  • Monitor adoption through metrics on space usage through O365 dashboard 
  • Keep new and old systems active for a period of 1-2 weeks and ensure IT is informed of any missed spaces or integrations
  • Progressively archive or remove access to a legacy system
  • Retain old data or archive as per corporate requirements 

Watch Out For These Traps

  • Missed integrations or bots. Departments may have critical integrations to bots or 3rd-party tools and automations. Make sure you develop a proper inventory of these items to ensure no one gets left behind—this will help you avoid negatively affecting teams and creating end-user frustration. 
  • Duplication. Make sure you are not duplicating all the spaces you already have in another collaboration tool. Reviewing your structure is an opportunity to optimize. Just like when moving homes, get rid of the stuff you don’t need or use. 

Start Small, Take Incremental Steps

Moving to a new platform is an opportunity to improve structure and provide better access data. Start with a minimalist approach to team and channel creation; if you give users a path to adding items as required, you avoid the need to over-engineer the structure. 

It is best to approach these migrations in phases, while trying to focus on the end-user experience as a driver. 

Tailor your approach to the size of your organization and users’ ability to adapt. Small companies can migrate to a full MS Teams solution in weeks, while larger organizations will require months and progressive rollouts.

June 7, 2021


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