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SharePoint has evolved significantly since its inception.
Once a simple document management platform, SharePoint changed into a full-fledged collaboration and content management system.
After years of updates from Microsoft, we can distinguish between a Classic and Modern SharePoint.
Understanding the differences between classic vs. modern experiences is crucial for organizations looking to optimize their collaboration and content management processes.
Head-to-Head Comparison
Feature | Classic SharePoint | Modern SharePoint |
User Interface
| Outdated, more complex, less intuitive, and cumbersome. | Clean, modern, intuitive and user-friendly |
Mobile Responsiveness | Not optimized for mobile devices | Fully responsive, and mobile-friendly. Users can access content from any device without compromising on functionality. |
Customization | Requires coding for custom solutions | Drag-and-drop customization with web parts |
Integration | Basic integration with Microsoft tools | Seamless integration with Microsoft 365 apps |
Performance | Slower, especially with large datasets | Faster load times and improved performance |
Collaboration Tools | Basic collaboration features | Integrated with Microsoft Teams, communication sites and more |
Scalability | Limited by older architecture | Cloud-first, designed for scalability |
Security | Good security features but can be complex to manage | Strong security features with easier management |
System Requirements | Server farm installation | A cloud-based solution compatible for web browser that supports HTML5 |
Maintenance | Requires patches and upgrades; no longer receives new features from the vendor | Requires no in-house maintenance; receives updates automatically from the vendor |
AI Capabilities | Lacks AI features | Offers GenAI add-on, Microsoft Copilot; offers SharePoint Premium add-on for additional AI tools |
Administration | Disjointed UX for administrators | Unified administration across entire Microsoft 365 platform |
Payment Models | Requires upfront installation costs | Operates on subscription model |
The Modern SharePoint Experience
Modern SharePoint is built on the core principles of responsiveness, mobile-friendliness, and a user-centric design. Around 60% of SharePoint installations are now based on SharePoint Online. Modern SharePoint was developed with the modern workplace in mind, where users expect seamless access to content across devices.
Key Features
SharePoint Start Page: A customizable homepage that provides a centralized hub for accessing your SharePoint sites, documents, and news.
Lists and Libraries: Enhanced with a more intuitive interface, improved performance, and the ability to integrate with other Microsoft 365 apps like Power Automate and Power Apps.
Team Sites: Designed for collaboration, offering integration with Microsoft Teams and other collaboration tools.
Communication Sites: Sites designed for sharing information and news with a broader audience, with visually appealing templates and design options.
Pages and Web Parts: A flexible system for creating custom pages and adding various web parts, such as calendars, documents, and news feeds, to enhance functionality.
Hub Sites: A feature unique to Modern SharePoint, Hub Sites allow you to organize and connect sites based on departments, projects, or other criteria.
Search: A powerful search engine that helps you find the information you need quickly and easily, offering personalized results based on user activity and context.
Signs Your Organization Should Consider Moving to Modern SharePoint
Rapid User Growth: As your user base expands, Classic SharePoint may struggle to keep up with the increased demand for collaboration and document management. Modern SharePoint offers a more scalable solution that supports growing teams and streamlines workflows.
Mergers and Acquisitions: If your organization is navigating the complexities of mergers or acquisitions, managing multiple SharePoint environments can become a challenge. Moving to Modern SharePoint simplifies integration, providing a unified platform for collaboration across merged organizations.
Maintenance and Customization Costs: Classic SharePoint often requires extensive customization and ongoing maintenance, which can be costly over time. Modern SharePoint reduces the need for complex customizations with its built-in features, saving on both time and cost.
User Experience Limitations: One of the key reasons an organization’s SharePoint system is underutilized could be the user experience. If your employees face clunky interfaces or difficulty accessing content on mobile devices, it may be time to upgrade to Modern SharePoint for a better user experience.
Compliance and Security Requirements: Managing sensitive data or stricter compliance regulations requires enhanced security features. Moving to Modern SharePoint provides stronger protection ensuring that your organization meets evolving regulatory standards.
Collaboration Challenges: If your teams are spread across different locations or are increasingly working remotely, Modern SharePoint’s enhanced collaboration tools, like Microsoft Teams integration and improved document sharing, make it easier to stay connected and productive.
Leveraging New Technologies: To stay competitive, organizations need to take advantage of the latest technology, such as AI and Generative AI, which Modern SharePoint seamlessly integrates. This integration benefits your team with advanced search capabilities, automation, and smarter data insights.
The above indicators offer a well-rounded view suggesting it’s time to plan the transition to Modern SharePoint, ensuring your organization stays ahead in both efficiency and innovation.
Global Manufacturing Firm Migrates Data and Modernizes their SharePoint
A multinational manufacturing firm faced rapid growth in their business units and needed to migrate their data to a new international region for easier access and an upgraded SharePoint experience. We helped them reorganize their information architecture, migrate the data, and implement custom workflows. Data migration streamlined their operations, unified the company-wide intranet, and empowered BUs with greater autonomy and local data access.
Key Considerations for Modern SharePoint Migration
Migrating from Classic to Modern SharePoint is a strategic move that benefits your organization. Organizations can take advantage of the latest features, improved performance, and a more engaging user experience.
However, there are also some challenges and considerations to keep in mind when migrating to Modern SharePoint. These include:
Complexity: The migration process can be complex, especially for large organizations with a lot of data, customizations, and ensuring compatibility with existing systems.
Cost: Migration can involve significant costs, including the cost of resources, user training, and potential data migration tools.
Downtime: There may be some downtime during the migration process, which can disrupt business operations.
To ensure a smooth transition to Modern SharePoint, it’s important to follow best practices such as:
Planning and preparation: Develop a detailed migration plan that outlines the scope, timeline, and resources required. Involve stakeholders early, and leverage Microsoft’s migration tools and resources.
Data assessment: Assess the amount and type of data that needs to be migrated.
Testing: Thoroughly test the migration process to identify and address any issues.
Training: Provide training to users on how to use Modern SharePoint effectively.
Partner with an external team: Partnering with an external SharePoint expert like Eleviant CTG offers in-depth expertise, reduces data loss risks, and ensures a smoother transition to Modern SharePoint. This can lead to faster completion and lower costs, making the migration process more efficient and cost-effective.
Embrace the Modern SharePoint Era
The differences between Classic and Modern SharePoint are substantial.
When deciding between classic versus modern SharePoint, organizations should consider their specific needs, the potential benefits of modern features, and the long-term viability of their chosen platform. As SharePoint continues to evolve, it’s likely that Modern SharePoint will become the standard platform for organizations of all sizes.
By understanding the key differences between Classic and Modern SharePoint, you can make informed decisions on when to transition to Modern SharePoint, ensuring the shift aligns with your needs and usage patterns.
Eleviant CTG SharePoint Expertise
With more than 10 years as a Microsoft partner, we help businesses fully leverage SharePoint and other Microsoft tools. We specialize in customizing SharePoint to meet your needs, ensuring that it’s tailored to your workflows and processes.
We focus on modernizing your SharePoint system, enhancing navigation, and improving the overall user experience.
