If you’re still running SharePoint on-premises, you’re not alone -around 40% of organizations (about 160,000 US businesses) are in the same boat. While on-premises SharePoint used to be the standard, the landscape has changed. Almost two-thirds (60%) of SharePoint installations have already moved to SharePoint Online, unlocking seamless Microsoft 365 integrations, enhanced security, and a much-improved collaboration experience.
We saw the rush to cloud adoption during the pandemic as businesses rapidly implemented Microsoft Teams and Exchange Online to support remote work. But in many cases, SharePoint was left behind.
If that happened in your organization, you might now be operating in two different worlds – modern collaboration in the cloud while your document management remains stuck on aging, on-prem infrastructure. This fragmented approach is inefficient, risky, and ultimately holding your business back.
That said, we know the cloud isn’t a one-size-fits-all solution. Some organizations – such as those requiring anonymous public access to SharePoint data – may still need to maintain an on-prem presence. But for the majority, the benefits of moving to SharePoint Online far outweigh any downsides. Let’s look at why.
Why staying on SharePoint on-premises is a false economy
If you’re managing SharePoint on-premises, it’s a constant battle:
- High maintenance costs – Running SharePoint servers takes time, money, and IT resources.
- Security risks – You’re responsible for every patch and security update, while Microsoft prioritizes cloud security.
- Collaboration limitations – Unlike SharePoint Online, on-prem doesn’t fully integrate with Teams, OneDrive, and AI-powered tools like Microsoft Copilot or SharePoint agents.
- Scalability headaches – Expanding your SharePoint setup means investing in more hardware, while SharePoint Online scales instantly.
If these challenges sound familiar, it’s time to consider making the move. At Cloudwell, we’ve worked with countless organizations navigating the challenges of balancing legacy infrastructure with the demands of modern collaboration.
More than a migration – moving to SharePoint Online is a digital transformation
We believe that moving to SharePoint Online isn’t just about lifting and shifting your files. It’s about rethinking your entire information architecture so you can take advantage of what SharePoint Online does best. When we work with clients on migration projects, we don’t just copy the old structure – we help them redesign it for the future.
Here’s what a modern SharePoint Online setup with Cloudwell looks like:
- A flat, flexible architecture – There’ll be no more outdated folder hierarchies. We use Hub Sites and Site Collections to create a streamlined, easy-to-manage system.
- Stronger security & compliance – Using Microsoft Purview and automated retention policies, we’ll help you stay compliant with HIPAA and other regulations like GDPR.
- AI-powered productivity – We can introduce you to Microsoft Copilot and SharePoint Agents, which will help to massively improve document discovery as well as automate workflows to save you time.
- A connected digital workspace – As SharePoint Online integrates seamlessly with Teams, OneDrive, and the full Microsoft 365 suite you’ll be able to take advantage of all the tools you need, stored in one place.
How we guide you through a SharePoint migration
We understand that a SharePoint migration is a big move – but it doesn’t have to be overwhelming. Here’s how we approach it at Cloudwell, making sure your transition is smooth, secure, and stress-free.
1. Help define your migration goals
- Why are you moving to SharePoint Online? What challenges are you solving?
- What does success look like? Faster collaboration? Less IT overhead? Better security?
- These are some of the questions we’ll help you to answer.
2. Audit your current environment
- We’ll review your current SharePoint structure and file servers.
- Identify large files, outdated content, and security risks.
- We’ll map permissions to avoid issues post-migration.
3. Design your future-proof Information Architecture
- Defining Site Collections, Hub Sites, and Teams integration, we’ll establish a clear, intuitive navigation structure.
- We’ll set up governance policies for data retention and security.
4. Plan & execute the migration
- Together, we’ll agree the best migration strategy – lift-and-shift or a full reorganization.
- We’ll set up batch scheduling to minimize disruption.
- Then we’ll test connectivity and assess bandwidth requirements.
5. Pilot & validate the migration
- We’ll run a test migration to catch potential issues early.
- Then validate data integrity, permissions, and security.
- We make sure your IT and key users are prepared before you go-live.
6. Drive user adoption
- We’ll provide training for you and your team, so they’re confident using SharePoint Online.
- We’ll create a communication plan, so everyone knows what to expect.
- With ongoing support, we’ll be on hand to address any concerns after launch.
Why migrate to SharePoint Online with Cloudwell?
We don’t just move your SharePoint environment. We transform it. With our expert guidance, your migration won’t be just a technology upgrade – it’ll be a strategic shift toward a more efficient, secure, and collaborative future.
Here are some of the benefits you can expect:
✔ Seamless collaboration: Full integration with Microsoft Teams and OneDrive.
✔ Stronger security: Automatic updates, built-in compliance, and multi-factor authentication.
✔ AI-enhanced productivity: Using Microsoft Copilot you can find, manage, and work with documents effortlessly.
✔ Lower costs: No more expensive server maintenance and hardware.
✔ Custom Features: We can help you to enhance SharePoint Online with apps like our very own Calendar Overlay & Staff Directory.
The future of SharePoint is cloud-based - are you ready?
We get it – change can be daunting. But staying on-premises is costing you more than you realize, whether it’s in maintenance, inefficiencies, or missed opportunities for innovation.
We’ve helped countless organizations migrate to SharePoint Online, minimizing downtime and disruption. If you’re ready to explore what’s next for your business, let’s talk.
Schedule your free SharePoint migration audit now!