HOW MIGRATION EFFORTS CAN FAIL

Reasons for Failure in SharePoint Migration Efforts

Introduction

SharePoint migration involves transferring data, configurations, and functionalities from legacy systems to modern environments, such as SharePoint Online. While this process offers significant benefits in terms of collaboration and scalability, it is prone to failure due to various technical, organizational, and strategic challenges. This document outlines key reasons for such failures, with detailed sub-reasons presented in bullet points for enhanced clarity.

Key Reasons for Failure

1. Lack of Comprehensive Planning Inadequate preparation often undermines the entire migration process.

   • Skipping essential steps such as conducting a full site inventory or performing health checks on existing environments.
   • Failing to perform thorough risk assessments, leading to unaddressed complexities in data structures or dependencies.
   • Underestimating project scope, resulting in extended timelines, resource shortages, and escalated costs.

2. Incompatibility with Customizations and Unsupported Features Legacy elements frequently do not align with modern SharePoint capabilities.

   • Presence of Full Trust Code or custom solutions that are unsupported in SharePoint Online.
   • Reliance on deprecated tools like InfoPath forms, SharePoint Designer workflows, or third-party solutions such as Nintex.
   • Custom web parts or add-ins requiring complete reengineering rather than direct migration.

3. Handling Large Volumes of Content Managing substantial data quantities poses significant technical hurdles.

   • Encountering Microsoft throttling limits and performance bottlenecks during bulk transfers.
   • Neglecting content cleanup, allowing redundant, outdated, or trivial (ROT) data to inflate migration scope.
   • Prolonged migration durations leading to incomplete transfers or operational disruptions.

4. Complex Permissions Structures Permission models from on-premises systems often fail to translate effectively to the cloud.

   • Granular or inconsistent permissions that do not map cleanly to Azure Active Directory identities.
   • Hybrid environment challenges causing access denials or unintended exposures.
   • Increased risks of security vulnerabilities and non-compliance with regulatory standards.

5. Insufficient User Adoption and Training End-user readiness is critical yet frequently overlooked.

   • Resistance to the modern SharePoint interface due to familiarity with legacy versions.
   • Lack of targeted training on new navigation, features, and collaboration tools.
   • Resulting productivity declines and underutilization of advanced capabilities.

6. Challenges in Workflow Migration Automations built on outdated platforms require substantial rework.

   • Deprecated workflows from SharePoint 2013 or earlier versions facing retirement.
   • Need for redesign using modern tools like Power Automate or third-party alternatives.
   • Disruption of critical business processes if migration is not properly managed.

7. Preservation of Metadata and Version History Data integrity issues arise from incomplete transfers.

   • Loss of critical metadata such as creation timestamps, authors, or custom properties.
   • Incomplete version history migration due to tool limitations or misconfiguration.
   • Compromised audit trails and historical context in the target environment.

8. Search Configuration and Refiners Discoverability features demand reconfiguration.

   • Custom search schemas and managed properties not automatically carried over.
   • Refiners and query rules requiring manual rebuilding in the modern search engine.
   • Impaired content findability, reducing overall platform effectiveness.

9. Third-Party Integrations and Compatibility External system connections often break during transition.

   • Dependencies on ERP, CRM, or other tools needing updated APIs or licensing.
   • Compatibility issues with add-ins or connectors unsupported in the cloud.
   • Functional gaps post-migration requiring additional development efforts.

10. Governance and Compliance Deficiencies Absence of robust policies exacerbates risks in the new environment.

    • Outdated governance frameworks failing to address cloud-specific roles and permissions.
    • Inadequate handling of data residency, retention policies, and classification.
    • Potential for security breaches or violations of industry regulations.

11. Broken Links and Legacy Content Issues Structural changes disrupt internal references.

    • Internal hyperlinks within documents or pages pointing to obsolete locations.
    • Unsupported legacy services such as PerformancePoint or Excel Services.
    • Incomplete migration of specialized content types or features.

12. Limitations of Migration Tools Tool selection directly impacts outcomes.

    • Free or basic tools lacking support for older SharePoint versions or advanced features.
    • Inadequate capabilities for handling complex scenarios, necessitating premium alternatives.
    • Risk of stranded content if tool limitations are not evaluated upfront.

13. Inadequate Stakeholder Engagement and Communication Organizational alignment is essential for success.

    • Limited involvement of key stakeholders in planning and decision-making.
    • Poor communication of changes, timelines, and impacts on daily operations.
    • Resistance or misaligned expectations leading to delays and rework.

14. Outdated Information Architecture Legacy structures rarely optimize modern platforms.

    • Direct replication of old site hierarchies without redesign for flat architecture.
    • Inefficient taxonomy, metadata schemas, or navigation leading to poor usability.
    • Compromised searchability and security due to suboptimal organization.

15. Cost Overruns and Resource Mismanagement Financial and human resource planning frequently falls short.

    • Underestimation of storage requirements tied to licensing models or additional services.
    • Unexpected expenses for tool licenses, consulting, or remediation efforts.
    • Poor project management resulting in scope creep and delayed deliverables.

Conclusion

Addressing these reasons through meticulous planning, expert guidance, and proactive mitigation strategies is essential for a successful SharePoint migration. By recognizing and resolving these potential pitfalls, organizations can achieve improved alignment with business goals, enhanced user satisfaction, and long-term platform value.