Migrating to the Cloud: A Step-by-Step Guide for South African SMBs

Let’s be honest: the cloud isn’t just a buzzword anymore — it’s business-critical. But if you’re a small or medium business owner in South Africa, cloud migration might still feel like climbing Kilimanjaro with a laptop strapped to your back.

Don't worry. You’re not alone — and you don’t need to go it alone either.

Whether you’re tired of paying for outdated hardware, want your team to collaborate from anywhere, or just want to sleep better knowing your data is secure, this guide will take you step by step through a cloud migration journey that works for you.

And yes — we’ll keep the tech-speak to a minimum.

Step 1: Set Your Business-Driven Cloud Strategy

Before touching a single file, step back and ask: Why are we moving to the cloud?

• Is it for cost savings?

• Do you want to improve security?

• Is your team working remotely more often?

• Do you need better backup and disaster recovery options?

Identifying your goals will help you prioritise what goes first and ensure you're not just “moving to the cloud” because it sounds cool.

Pro Tip: Think business-first, not tech-first. The cloud should serve your goals, not the other way around.

Step 2: Discover & Assess Your Current Setup

Do an audit. Take stock of what systems, apps, and data you currently have:

• What servers are in use?

• Where is your data stored?

• Are your devices up to scratch?

• How do employees currently access information?

It’s also important to look at dependencies (e.g. accounting software that links to your inventory system), licensing, and potential risks.

This helps avoid migrating chaos, like forgetting the shared folder your sales team lives in.

Step 3: Plan & Pick Your Migration Path (The 6 Rs)

Every workload has its ideal move. Here are the 6 “R” strategies to help you decide:

1. Rehost (Lift & shift)
   Move apps as-is to the cloud. Fastest, but not always optimal.

2. Refactor
   Tweak your code to better fit cloud platforms (more effort, better results).

3. Revise
   Make broader changes for full cloud compatibility.

4. Rebuild
   Rebuild the app from scratch for the cloud (great, but time-intensive).

5. Replace
   Swap your legacy system for a SaaS tool like Microsoft 365.

6. Retire
   Some things just don’t make the cut. Archive or bin them.

Most SMBs opt for a replace or rehost strategy, particularly when moving to Microsoft 365, which bundles email, storage, Teams, and Office into one secure platform.

Step 4: Prepare Infrastructure & Test Connectivity

Before the big move, get your digital ducks in a row:

• Internet Stability: You’ll need reliable business fibre (or strong LTE failover).

• Power Resilience: Load shedding is real. Make sure you have UPS or inverter backups.

• Security Setup: Firewalls, endpoint protection, and MFA should already be live.

• Device Readiness: Old laptops and clunky desktops may need upgrading or replacing.

• Compliance Check: Ensure your migration process aligns with POPIA and industry-specific regulations.

Test, test, test — especially if you're migrating outside of business hours.

Step 5: Migrate to Microsoft 365

For many South African SMBs, Microsoft 365 is the easiest on-ramp to the cloud.

Here’s what’s typically migrated:

• Email: From outdated on-prem servers or Gmail to Outlook 365

• Files: Into OneDrive and SharePoint with structure and permissions

• Calendars & Contacts: Seamlessly synced

• Apps: Word, Excel, PowerPoint, Teams, and more — accessible from anywhere

Migrations can take a few hours to a few days, depending on the size of your business and the amount of data. A well-prepared partner (like Yolo) will make sure it happens with minimal disruption.

Step 6: Optimise, Monitor & Govern

Cloud migration isn’t a once-off thing — it’s an ongoing journey. Once you’re in the cloud:

• Train your staff on using Microsoft 365 properly

• Set up access controls so only the right people see the right things

• Monitor performance and usage

• Back up your data — even cloud data isn’t immune to human error

• Regularly review licensing to avoid paying for unused accounts

This is where you go from "just migrated" to "maximising value".

Security & Compliance Corner

Yes, the cloud is secure. But only if configured properly.

• Enable MFA (Multi-Factor Authentication) for every user.

• Use Microsoft Defender for endpoint protection.

• Set data retention and email archiving policies.

• Control external sharing and access permissions.

Remember: POPIA isn’t optional. If your data contains personal info, it’s your job to protect it.

Watch-Outs & Fixes

Even smooth migrations can hit a few speed bumps:

• Email delays
  Pre-verify DNS settings and MX records
• Missing files
  Always back up before moving
• Confused staff
  Provide clear training material or cheat sheets
• Licensing headaches
  Work with a partner who handles this for you

DIY vs MSP: Which Path Should You Take?

Sure, you could DIY your migration — but you’ll likely lose a few days, a few files, and possibly your cool.

Working with a Managed IT Services Provider like Yolo means:

• Fewer disruptions

• Zero data loss

• No trying to decipher Microsoft’s licensing maze

• And someone to call when things go weird

Let’s face it — your IT guy shouldn’t also be your receptionist, salesperson, and part-time barista.

ROI Snapshot: Real Benefits for SA SMBs

So what’s the actual value of migrating to the cloud?

Cost Savings: No more pricey servers, hardware upgrades or electricity bills for cooling noisy racks.

Improved Security: Microsoft 365 provides enterprise-grade security tools out of the box.

Flexibility: Access your files, tools and emails from anywhere — home, office or braai.

Collaboration: Real-time co-editing, shared calendars, and seamless Teams calls keep your team in sync.

Scalability: Add or remove users as your team grows (or downsizes).

Predictable Monthly Spend: One simple bill = easier cash flow planning.

Why Yolo is the Cloud Migration Partner You’ve Been Looking For

At Yolo, cloud migration isn’t just a tick-box service — it’s a tailor-made experience.

We:

• Use Microsoft 365 as our cloud platform of choice

• Help you choose the best-fit strategy for your specific needs

• Handle every step of the migration, with minimal downtime

• Offer training and support so your team hits the ground running

• Have an experienced team monitoring your environment and jumping in when needed

• Don’t give you cryptic tech instructions over the phone — we sort problems either remotely or on-site, no fuss

Need to migrate without migraines?

Ready to Start Your Cloud Journey? Let’s Chat.

Drop your details below, and let’s show you how simple (and powerful) cloud migration can be with the right team by your side.