The shift to cloud computing isn’t just a tech upgrade. It’s a transformation of how your business operates. It changes how your business collaborates and protects data.
But here’s the truth: most cloud migrations fail. The reason is not bad software. It is due to poor planning and unclear expectations.
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This guide from SofTouch Systems explains essential knowledge for every business owner. Know this before moving critical systems into the cloud, such as accounting, project management, CRM, or routing. You’ll learn how to avoid costly surprises, secure your data, and choose the right path for your business.
1. Understand What “Moving to the Cloud” Really Means
Cloud migration isn’t simply “uploading your files.” It’s moving your entire digital workflow. This includes the apps, storage, and systems your team depends on. These elements are relocated into hosted infrastructure that’s managed elsewhere.
Three main types of cloud models:
- Public Cloud: Shared resources (Microsoft 365, Google Workspace, QuickBooks Online).
- Private Cloud: Dedicated environment, often for compliance-heavy industries.
- Hybrid Cloud: A mix of local servers and cloud services (ideal for gradual migration).
STS Insight: Most Texas SMBs benefit from hybrid cloud setups first — balancing flexibility with predictable control.
2. Audit What You Have Before You Move
Before migration, take inventory of your:
- Software applications
- Databases and storage systems
- Integrations and automations
- Security tools and backup routines
Create a dependency map to identify which systems talk to each other (for example: QuickBooks → payroll → banking → CRM).
Breaking a dependency can halt operations mid-migration.
Pro Tip: STS offers pre-migration “System Health Checks” to document these dependencies and recommend migration order.
3. Evaluate Your Internet and Network Readiness
A cloud system is only as good as your connection to it.
Before you go live, check:
- Bandwidth and latency
- Router/firewall configurations
- VPN or SD-WAN setup for remote offices
STS Insight: For South and Central Texas businesses, upgrading to business-grade fiber can prevent costly downtime. Using redundant LTE backup also helps during peak hours.
4. Prioritize Security and Compliance Early
Your data will travel through — and live in — systems you don’t fully control. Security must be planned, not assumed.
Minimum security checklist:
- MFA (Multi-Factor Authentication) everywhere
- Role-based access permissions
- Encrypted backups stored separately
- Endpoint protection (Bitdefender, DNS filtering, etc.)
- Password manager enforcement (1Password Business)
STS Insight: “Cloud doesn’t mean carefree.” We employ layered protection to keep client data safe from breach or misuse. Our methods include encryption, identity control, and continuous monitoring.
5. Plan for Downtime and Data Migration
Every system switch has a moment of downtime — even if it’s only a few minutes.
A reliable migration plan includes:
- Backup before migration (3-2-1 rule)
- Cut-over window (choose low-traffic hours)
- Test environment (verify integrations and logins)
- Rollback plan (restore point if needed)
STS Insight: Always export critical reports (financials, client data) before migration. Cloud imports can fail silently if data formats change.
6. Train Your Team Before You Flip the Switch
Cloud tools are only as good as the people using them.
Host short, focused training sessions:
- How to log in securely
- Where to save shared files
- How to collaborate in real time
- What to do if something breaks
Pro Tip: Create a 1-page “Quick Start Guide” for your team with login links, folder conventions, and IT contact info. STS can provide customized guides for each client’s environment.
7. Test, Monitor, and Optimize After Go-Live
After migration, the work isn’t over — it’s evolving.
Run a 30-day post-migration review:
- Monitor speed and uptime
- Verify backups are running
- Collect user feedback
- Identify unused tools or redundant workflows
STS Insight: Every cloud migration should end with a “stabilization phase”. This phase consists of two to four weeks of monitoring. It also involves fine-tuning and documenting new processes.
8. Keep Control with Managed Oversight
Even the best platforms (Microsoft 365, Google Workspace, QuickBooks Online, or Zoho) need oversight.
A Managed Service Provider (MSP) like SofTouch Systems can:
- Monitor uptime, security, and compliance
- Automate cloud backups and patching
- Provide human support when integrations fail
- Deliver transparent monthly reports (our No-Surprise IT™ approach)
Pro Tip: Predictable cloud management prevents unpredictable costs.
Moving to the cloud can transform your business — but only if it’s done intentionally.
Plan carefully, protect your data, and partner with trusted experts who understand both the technology and your operations.
“Technology should simplify your work — not surprise you.”
— SofTouch Systems, No-Surprise IT™
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