Microsoft Teams Migration Checklist: 7 Critical Steps Most People Miss

25 Jul

Written By Ben Fox

Migrating Microsoft Teams from one tenant to another may not sound exciting, but it is often essential for business growth. Whether you are expanding into new regions, going through a merger, or strengthening your security setup, a well-managed Teams migration helps your organisation stay connected and productive.

At PTS Managed Services, we help companies across Hong Kong and Asia handle complex IT transitions. This Microsoft Teams migration checklist outlines common challenges and practical steps that will help you avoid disruption and stay on track.

Common Microsoft Teams Migration Challenges

Moving from one Microsoft 365 tenant to another can get complicated. Here are the most common issues organisations face and how to deal with them effectively.

1. Lack of planning

A successful migration begins with a solid strategy. Map your users, understand your data, and prepare both the source and target environments before you begin. Early planning saves time and prevents unnecessary stress.

2. Permissions not copied correctly

Microsoft Teams permissions and memberships do not always carry over smoothly. Use tools that allow accurate mapping of users and access rights to ensure nothing is lost during the transition.

3. Underestimating time and resources

Tenant migrations take time. Give your team the resources and timeline they need to scope, test and execute the move without causing disruption to day-to-day operations.

4. Risk of data loss or downtime

Moving large volumes of data in one go increases the chance of errors. Instead, break the project into smaller phases and test as you go. This reduces risk and helps identify issues early.

5. Moving outdated or unused data

Not everything in your current setup needs to be transferred. Take time to clean up unused Teams, remove outdated files, and streamline your data before migrating.

6. No alignment with leadership

Microsoft Teams migration is not just an IT task. It affects the whole organisation. Get support from leadership to ensure the project is properly resourced and that everyone is on board.

7. Skipping post-migration checks

Once the migration is complete, always double-check that data has moved correctly. Look for missing files, broken permissions or incomplete Teams. Collect feedback to understand what worked well and what needs improvement.

Step-by-Step Guide to a Smooth Microsoft Teams Migration

Follow these steps to keep your Microsoft Teams migration on track and avoid common problems.

Step 1: Review your current setup

Start with a clear audit of your existing tenant. Understand your Teams structure, access controls, user accounts and stored files. Know exactly what you are moving.

Step 2: Set your goals

Be specific about what you want to achieve. Do you want to simplify your structure, migrate chat history or improve naming conventions? Use a test migration to check if your plan works in practice.

Step 3: Get support from leadership

This type of project needs commitment and clear communication. Assign responsible stakeholders and make sure the leadership team understands the scope and value of the migration.

Step 4: Design your future environment

Plan how your Teams, channels, SharePoint sites and permissions will look in the new tenant. Pilot the new setup with a small group and adjust based on their feedback.

Step 5: Clean your data

Before you move, archive or delete anything you do not need. A clean dataset makes the migration faster, more secure and easier to manage.

Step 6: Go live and monitor closely

Launch your migration and keep a close eye on progress. Encourage users to report any issues and track how data has transferred across.

Step 7: Optimise and support

After the migration is complete, continue monitoring Teams performance. Resolve issues quickly and adjust configurations based on real feedback from your users.

Let PTS Help With Your Microsoft Teams Migration

A Teams migration does not have to be disruptive or stressful. With the right tools, a clear strategy and experienced support, your business can move smoothly from one Microsoft 365 tenant to another.

At PTS Managed Services, we offer expert Microsoft Teams migration support tailored for businesses across Hong Kong and Asia. From planning and design to execution and optimisation, we are here to help every step of the way.

Ready to migrate with confidence?

Ben Fox