There are many risks associated with using outdated and unsupported systems such as SharePoint 2013:
Increased costs
Outdated and unsupported systems are often more expensive to maintain than newer systems. This is because updates and issues are no longer supported, compatibility with other systems will slowly degrade, and technical and operational skills and experience within both the organisation and the marketplace will become more scarce.
System downtime
Outdated systems are more likely to experience downtime than newer systems. This can lead to lost productivity, revenue, and customer satisfaction.
Decreased productivity
Employees who use outdated systems are often less productive than those who use newer systems. This is caused by a variety of factors – outdated systems can become slow, more difficult to use, and less reliable over time. Staff may also not want to invest in legacy skills that have little value in the marketplace.
Cybersecurity vulnerabilities
Over time outdated and unsupported systems become more vulnerable to attacks – they do not have security features or patches.
Lost competitive edge
Businesses using outdated systems face a competitive disadvantage because newer systems typically offer many more opportunities in terms of functionality, features, efficiency, support, and available skills available in the marketplace.
Compliance issues
Outdated systems may not natively meet future government regulations or industry standards around auditing, monitoring, and security.
Reputational damage
Customers, suppliers and staff will not react well to outdated user interface designs, restricted integration and automation opportunities, or even defunct process and procedure modelling.
It is important to take steps to upgrade outdated systems as soon as practically possible. By upgrading, you can protect your reputation and avoid the risks associated with using outdated technology.
Here are some tips for upgrading your systems:
Create a plan
Before you start upgrading your systems, it is important to create a plan. This plan should include the following:
A list of the systems that need to be upgraded
A timeline for the upgrades
A budget for the upgrades
Choose the right partners
If you do not have the in-house expertise to upgrade your systems, you may need to hire a partner to help. Transparity has worked with organisations throughout Europe to successfully manage SharePoint upgrades and migrations. We have many free case studies available for you to review.
Test the new systems
Once you have upgraded your systems, it is important to test them thoroughly to make sure that they are working as expected – avoiding unexpected problems and potential down-time as a result.
Train your employees
Once new systems are up and running, it is important to train your employees on differences from past systems. Often system upgrades involve new functionality, and possibilities to improve processes and practices. Making work easier for your staff will aid user acceptance.
The most straightforward upgrade path for SharePoint 2013 is to a newer version of SharePoint – such as SharePoint 2016, or SharePoint 2019. You can also consider moving to SharePoint Online – part of the Microsoft 365 cloud services offering. We can therefore divide upgrade paths into two broad categories:
In-place upgrades
In-place upgrades are the simplest type of upgrade. With an in-place upgrade, you upgrade your existing SharePoint farm to the new version. This type of upgrade is typically the fastest and easiest way to upgrade SharePoint, but it can be more risky. This is because in-place upgrades can sometimes cause data loss or corruption.
Migration upgrades
Migration upgrades are more complex than in-place upgrades, but also more reliable. With a migration upgrade, you first create a new SharePoint farm with the new version – then you migrate your data from your old farm to the new farm. This type of upgrade is typically slower and more complex than an in-place upgrade, but it is less risky.
SharePoint Online is the cloud-based version of SharePoint that offers a number of advantages over on-premises SharePoint. Some of the key advantages include:
Cost-effectiveness
SharePoint Online is a subscription-based service, which means that you only pay for the features that you need. This can be a significant cost savings compared to on-premises SharePoint, which requires you to purchase and maintain the hardware and software yourself.
Scalability
SharePoint Online is highly scalable, which means that you can easily add or remove users and storage as needed. This is ideal for businesses that experience spikes in demand.
Reliability
SharePoint Online is highly reliable, with data centers located all over the world. This means that your data is always available, even in the event of a disaster.
Security
SharePoint Online offers a high level of security, with features such as encryption and access control. This can help you protect your data from unauthorized access.
Flexibility
SharePoint Online is very flexible, allowing you to customize the solution to meet your specific needs. This includes the ability to add custom apps, create custom workflows, and design custom sites.
Innovation
SharePoint Online is constantly being updated with new features and functionality. This means that you always have access to the latest and greatest features.
If you are looking for a cost-effective, scalable, and reliable solution for continued management of content and collaboration between staff, SharePoint Online is the natural option. It is worth noting however that while SharePoint Online is continuously updated with new features, it is not a like-for-like replacement for on-premises SharePoint.
SharePoint on-premises (SharePoint 2016, SharePoint 2019)
Pros
You have complete control over your data and infrastructure.
You can customize SharePoint to meet your specific needs.
You don’t have to worry about vendor lock-in.
Cons
You are responsible for all hardware, software, and maintenance costs.
You are responsible for managing security and compliance.
You are responsible for upgrading and patching SharePoint.
SharePoint online
Pros
You don’t have to worry about hardware, software, or maintenance costs.
Microsoft is responsible for security and compliance.
Microsoft is responsible for upgrading and patching SharePoint.
Cons
You don’t have complete control over your data and infrastructure.
You may have less customization options than with on-premises SharePoint.
For the past several years Microsoft has been shifting its focus to cloud-based solutions – which includes SharePoint Online. Cloud-based solutions offer a number of advantages over on-premises solutions, such as scalability, reliability, and security. However, some organizations either prefer or are required to keep their data and infrastructure on-premises. These organizations may be concerned about security, compliance, or vendor lock-in. For these organisations, on-premises SharePoint is still be a viable option.
Ultimately, the long-term future of on-premises SharePoint will depend on the needs of organisations. If organizations continue to need the flexibility and control that on-premises solutions offer, then on-premises SharePoint will remain a viable option. However, if organisations are willing to give up some of that flexibility and control in exchange for the benefits of cloud-based solutions, then on-premises SharePoint may eventually become a relic of the past.
Ultimately, the best choice for you will depend on your specific needs and requirements. If you need complete control over your data and infrastructure, then SharePoint on-premises may still be the right choice. If you are looking for a more cost-effective and integrated solution, then SharePoint online may be a better option.
There are a number of other platforms that can be used for collaboration, including Google Workspace, Confluence, and Asana. Each platform has its own strengths and weaknesses, so it is important to choose the right one for your needs.
Here is a comparison of SharePoint with some of the other popular collaboration platforms:
Microsoft SharePoint
Starts at $5 per user per month
1TB storage per user
Integrates easily with other Microsoft products
HIPAA compliant
24/7 support
Google Workspace
Starts at $6 per user per month
30GB storage per user
Integrates easily with Google products
HIPAA compliant
24/7 support
Confluence
Starts at $5 per user per month
2GB storage per user
Integrates with a variety of third-party apps
SOC 2 compliant
Email and phone support
Asana
Starts at $10.99 per user per month
100MB storage per user
Integrates with a variety of third-party apps
SOC 2 compliant
Email and phone support
Let’s break them down:
Microsoft SharePoint is a good choice for businesses that need a powerful and versatile collaboration platform. It offers a wide range of features and integrations, and it is highly secure.
Google Workspace is a good choice for businesses that are looking for a more affordable collaboration platform. It offers a variety of features, but it is not as powerful or versatile as SharePoint.
Confluence is a good choice for businesses that need a platform for managing knowledge and collaboration. It offers a variety of features for creating and organizing content, and it is highly customizable. However, it can be complex to use and manage.
Asana is a good choice for businesses that need a platform for managing tasks and projects. It offers a variety of features for planning, tracking, and managing work, and it is easy to use. However, it is not as powerful or versatile as SharePoint or Confluence.
If you need help to assess your options or to manage your SharePoint upgrade or migration, get in touch – we have helped many organisations assess, prepare for, and successfully migrate legacy SharePoint infrastructure to both the latest on-premises versions, and to the cloud.
In the new year Microsoft is implementing changes to their Enterprise Agreements (EA) which are set to impact how businesses manage their Microsoft software and services, particularly for those using cloud-based solutions. The changes are in line with Microsoft’s broader business strategy to streamline licensing and emphasise subscription-based models.
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