SaaS Migration: What It Is, Why It Matters, and How to Do It Right

You may have noticed many businesses are migrating to the SaaS model now. New businesses, in turn, often prefer to use it from the very start. Two questions arise in this regard. Does YOUR business need SaaS migration, too? And if yes, how to perform it right? We’ll try to answer both.

What Is SaaS Migration?

First things first, let’s clarify the term as such. SaaS migration means you move from on-premises infrastructure to a cloud-based Software as a Service (SaaS) model. This way, your business can access software — applications, data, processes — online. The three core motives here are

• flexibility
• scalability
• cost-efficiency.

For example, you’ve got a CRM system installed on your company’s servers, but you want to access it through a web browser. You, then, turn to a reputed software engineering firm that, among all else, specializes in SaaS migration. They help you plan and realize the shift of your CRM system to a cloud-based platform. They can even develop a custom cloud-based system for you if necessary. The migration process typically involves 

• transferring all customer data
• setting up new workflows
• integration with your other business tools.

Who Needs SaaS Migration and Why?

Not every business may need SaaS migration, but for many, it’s essential. It depends, in a way, on an industry but mostly on your needs. As we said already, this migration addresses three core needs: scalability, flexibility, and cost-efficiency.

Scalability

When a business grows, software must grow with it. Meanwhile, scaling on-premises solutions is often costly and associated with various operational headaches. SaaS solutions, on the other hand, are designed to scale easily. They allow you to add new users, features, and integrations.

To illustrate the point, let’s take a small e-commerce company that’s now expanding. Initially, an on-premises inventory management system may suffice. However, since the company has growth plans, it will likely require more robust features, integration capabilities, and support for growing users. Migrating to a SaaS solution is a smart move, then.

Cost Efficiency

Software maintenance is always expensive. You’ve got costs for

• hardware
• IT staff
• software licenses, and others.

SaaS solutions are neither free, of course. But they often have subscription-based pricing models so the costs are lower. Plus, they are more predictable because you aren’t responsible for maintenance.

For example, many mid-sized companies that initially use on-premises accounting systems prefer to move to the SaaS model because of the high costs of server maintenance, updates, and IT support. After SaaS migration, they enjoy the same functionality at a fraction of the cost.

Flexibility

And, of course, there’s flexibility. Let’s be honest: most people prefer to be able to work remotely either permanently or, at least, when necessary. Without SaaS solutions, that’s hardly doable. So, if you are a marketing agency with teams spread across different cities, migrating your project management tools to a SaaS platform should be smart.

How to Perform SaaS Migration: Full Guide

By now, we know why businesses may seek SaaS migration, so it’s time to examine how one can be realized.

Step #1: Assess Your Current Systems and Needs

The first step is to list all the software applications currently in use. This includes major systems (e.g., ERP and CRM) and smaller tools specific to each department.

Then, your task is to identify any pain points or limitations in your current setup. We mentioned above that planning and realizing SaaS migration with professional services is best. It’s indeed so even at this primary stage. You’ll need their expertise to answer some important questions. Are there systems that are difficult to scale? Do you have redundant software that could be consolidated into a single SaaS platform?

Now, with professionals, you will outline what you hope to achieve with SaaS migration. It can be cost savings, scalability, better accessibility, or all of the above.

Step #2: Choose the SaaS Providers or Plan Software Development

Here, you’ve got two options. The first is to choose SaaS providers that offer the features and capabilities you need. The other is to build custom SaaS solutions specifically for your business. If you are collaborating with a good development agency from the start, they’ll consult you on which option is best.

No matter which option you choose, remember that the software must meet your industry’s security and compliance requirements. This is particularly important for sectors like healthcare and finance.

Plus, whether it’s a newly built or existing solution, you need to test it first. Your key task here is to see how it integrates with other systems you are using.

Step #3: Plan the Migration Process

Now, you develop a detailed timeline for the migration. Include milestones for each phase of the project and try to be realistic. It’s better to plan a looser deadline for each stage just in case something goes wrong.

An important task here is to prepare the data for migration. You’ll need to cleanse it thoroughly:

• remove duplicates
• correct errors
• ensure consistency.

The better you prepare it, the fewer issues will arise during the migration.

Besides, always have a backup plan. Create data backups and have a rollback strategy. You may even temporarily try running the new and old systems in parallel.

Step #4 Execute the Migration

And the migration begins. You carefully transfer your data to the new SaaS platform. Once done with it, configure the new system’s workflows to match your business processes. This may involve

• setting up user permissions
• defining automation rules
• integrating other tools.

Integrating other tools might include connecting CRM, ERP, or accounting software to create a unified workflow.

Step #5: Test and Validate the New System

Tests are your best friend, so you should ideally conduct them at each stage of the migration process. When the latter is more or less completed, you should

• verify data accuracy
• test integrations
• see if all workflows are operating smoothly.

It’s wise to involve end-users at this phase and ask them for feedback on the system’s usability and functionality.

Then, based on your testing and their feedback, you’ll make any necessary adjustments. This usually means tweaking workflows, fixing integration issues, or improving user interfaces.

Step #6: Train Your Team

Remember that people won’t be enthusiastic about the migration at first. The minimum you can (and should) do for your employees is to ensure they all are adequately trained on the new system. This might involve

• training sessions
• user manuals, 
• one-on-one support.

Even after the migration is complete, ongoing support will still be required. It will take time for your team to learn to use the benefits of SaaS migration.

Step #7: Monitor and Optimize

After the migration, you’ll need to keep an eye on key metrics:

• system uptime
• response times,
• user satisfaction.

Overall, SaaS migration is a complex process that benefits greatly from expert guidance. As you’ve just seen, working with a professional software development service is a really good idea. This way, you’ll at least minimize risks and disruptions. For the rest, you know how to plan and carry out this process correctly.