How to move your business to the cloud

Moving to the cloud can feel like a big step, but with the right plan, it’s a lot more manageable than you might think.

We take you through each step of cloud migration, from deciding if it’s the right move, to planning, execution, and what to check once you're up and running.

You can also download our free handy cloud migration checklist to help you stay on track – from pre-migration prep to post-migration testing.

How do I know if cloud is right for my business?

It all boils down to your operational needs and long-term goals. Asking a few simple questions can help you decide if a move to the cloud makes sense:

• Do we need to access files from different locations or devices?

• Are our servers or systems getting harder – and more expensive – to manage?

• Is our hardware nearing the end of its life?

• Can we back up our data reliably?

• Are our tools, systems — and people — working in siloes?

• Would downtime or lost data cause major disruption?

If you're aiming for more flexibility, lower IT costs or better teamwork, the cloud is well worth considering.

And if you’re a smaller business, it’s a way to tap into the same tools and security big companies use, but in a way that fits your size, budget and growth.

How do you migrate your business to the cloud?

Every business is different, but most successful cloud migration strategies follow the same basic steps. And it all starts with solid prep.

Pre-migration planning

Before you move anything, you need a clear picture of where you are – and where you want to be. Ask yourself:

• What systems are we using now?

• What’s working well, what isn’t, and where are the sticking points?

• What are our goals? Lower costs, easier access, better collaboration, or something else?

• Are there any security or compliance requirements we need to think about?

• What type of cloud setup suits us best – public, private or hybrid?

• What are the potential risks of moving – and how will we manage them?

The more detailed you are now, the easier things will be later.

You can find more on how to boost collaboration in our cloud-based tools for remote work.

Plan your migration approach

You don’t need to move everything at once or start again from scratch. The right cloud migration strategy depends on how your current systems are set up, what time and resources you have, and how quickly you want to see results.

Some common strategies are:

• Lift and shift (Rehost) – Move your existing tools or systems to the cloud with minimal changes. It’s fast, simple, and a good starting point if you're looking for a quick win.

• Replatform – Make a few tweaks to your systems – like changing an operating system or database — so they work better in the cloud. It takes a little more effort but gives you more flexibility.

• Refactor or rearchitect – Rebuild or redesign your apps to make the most of cloud features. It’s the most work, but gives you the best long-term growth and performance.

• Repurchase - Swap an existing tool for a cloud-based alternative — for example, replacing desktop software with a Software-as-a-Service (SaaS) solution.

• Hybrid - Keep some systems on-premises and move others to the cloud. This approach is often the most practical for small businesses.

Choose the right cloud provider

Not all cloud providers offer the same level of support, flexibility, security or pricing, so take your time before choosing. Some key things to think about include:

• Security and compliance:

Do they have the right certifications (like ISO 27001, SOC 2, or regional equivalents)? Where will your data be stored? Are they GDPR-compliant?

• Integration:

Will their tools work smoothly with your existing systems?

• Pricing and scalability:

Is the pricing structure clear? Are there flexible options? And can the service grow with your business?

• Support:

Is support responsive, reliable, and easy to access if something goes wrong?

Look for someone that fits your business needs rather than the one with the flashiest marketing.

For more help, check out our guide to the best cloud storage solutions.

Create your migration timeline

A practical plan helps you minimise disruption and smooth the transition. Avoid peak periods or busy business deadlines, and start with low-risk, high-impact systems like file sharing, storage or collaboration tools. They’re usually easier to move and can deliver quick wins.

Think about internal readiness too. What changes will need extra training, support or process tweaks? Planning for people is as important as planning for tech.

Prepare your team

Get your team involved early. Be clear about what’s changing (and what’s not), when it’s happening, and how it’ll make life easier. Keep any training short, and focused on what people actually need to know. And make sure they know where to go if they need help.

The more confident your team feels, the quicker you’ll see the benefits.

Carry out the migration

Work through your plan step-by-step and track progress, so you can pick up any issues early. Keep stakeholders in the loop and make sure IT is ready to jump in in case anything needs a quick fix. Automated cloud migration solutions can speed things up – and if you need an extra hand, there’s always the option to bring in outside expert support.

Post-migration checks and testing

Once everything’s moved, run checks or security audits to make sure:

• Data transferred correctly.

• Permissions and access levels are set properly.

• Integrations with other systems are working.

• Backups are in place and running.

• Sensitive or regulated data is protected.

• Your team is comfortable using the tools.

• Regular monitoring and reviews are in place.

It’s also a good time to revisit your security protocols. Learn more in cloud backups.

Moving to the cloud is one of the most effective ways to future-proof your business. With a clear plan, the right tools, and your team on board, you can cut costs, be more flexible and make work simpler.

To get started, download our free step-by-step checklist. It’ll help you plan your move, stay on track, and set you up for success.