Microsoft Teams and SharePoint Migration with Data Governance

Client Background

Cepheid, a Danaher company, is a leading molecular diagnostics company that develops, manufactures, and markets integrated systems for sample preparation and molecular biology testing. Operating across multiple continents with significant presence in EMEA and the Americas, Cepheid serves healthcare institutions, laboratories, and diagnostic centers worldwide.

At the time of engagement, Cepheid was facing critical challenges with their Microsoft 365 environment. Despite being a sophisticated organization with global operations, their data infrastructure had become fragmented and unmanageable, with teams across regions working in isolated silos without standardized processes or clear data governance.

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The Challenge

Cepheid's multinational operations were suffering from severe data disorganization that impacted productivity and collaboration:

• Fragmented Data Environment: Approximately 30 different Teams across EMEA alone, with some groups managing 27 separate SharePoint sites and over 80 channels
• Security & Governance Gaps: Limited understanding of their M365 security capabilities and no consistent data governance framework
• Lack of Visibility: Senior management (CFO, CIO, VPs, regional managers) had no unified view of projects and data across regions
• Widespread File Duplication: Critical business data was replicated across multiple locations, creating version control issues and storage waste
• No Standardized Structure: Each region and team had developed their own organizational methods, making cross-regional collaboration nearly impossible
• Mobile Access Requirements: All solutions needed to be fully accessible through Teams on both laptops and mobile devices, with no direct SharePoint access for end users

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Goals

The primary objectives for this engagement were:‍

Operational Goals:

• Consolidate fragmented Teams and SharePoint sites into a unified, logical structure
• Implement proper data governance and security protocols across all regions
• Create a consistent organizational hierarchy accessible to all stakeholders
• Enable seamless cross-regional collaboration and data discovery

Technical Goals:

• Design a user-friendly solution accessible exclusively through Microsoft Teams (no direct SharePoint access)
• Eliminate file duplication and establish single sources of truth
• Provide top-level visibility for senior management across all operations
• Implement proper permissions and security controls

Business Outcomes:

• Dramatically improve operational efficiency
• Reduce time spent searching for files and information
• Enable better decision-making through improved data visibility
• Create a scalable foundation for future growth

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Strategy & Approach

Our methodology combined change management best practices with technical expertise:

Phase 1: Discovery & Alignment (5S Kaizen Events)

We organized intensive Kaizen workshops for each business group, gathering all key business champions from specific regions into dedicated sessions lasting several days. This approach:

• Facilitated deep dive analysis of current business needs
• Built consensus on required changes and new ways of working
• Ensured all stakeholders had voice in the solution design
• Created clear ownership with actionable items for each participant
• Established a shared vision that drove adoption and compliance

Phase 2: Architecture Design

We developed a three-level SharePoint hub architecture that:

• Created a clear data hierarchy from executive to operational level
• Hid backend SharePoint complexity from end users
• Provided intuitive navigation through Teams interface only
• Ensured proper security and permissions at each level
• Enabled both top-down visibility and bottom-up accessibility

Phase 3: Technical Planning

• Selected ShareGate as the primary migration tool for its enterprise-grade capabilities
• Developed custom PowerShell scripts for complex restructuring requirements
• Mapped all existing data to new consolidated structure
• Designed security and permissions model
• Created validation and testing protocols

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Execution

Timeline:

Multi-phase deployment across regional groups

Tools & Technologies:

• ShareGate for enterprise-grade data migration
• Custom PowerShell scripting for automated restructuring
• Microsoft Teams as the exclusive user interface
• SharePoint hub architecture (three-level hierarchy)
• Microsoft 365 security and governance features

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Deliverables

1. EMEA Consolidation:

• Reduced 27 SharePoint sites to 1 unified Microsoft Team
• Streamlined 80+ channels down to 10-14 focused channels
• Consolidated approximately 30 different Teams across the region

2. Unified Data Architecture:

• Three-level SharePoint hub system providing executive-to-operational visibility
• Logical, replicable structure enabling cross-regional data discovery
• Consistent navigation and folder hierarchies across all regions

3. Security & Governance Framework:

• Comprehensive permissions model aligned to organizational hierarchy
• Documented M365 security capabilities and recommendations
• Standardized data governance policies and procedures

4. Change Management:

• Kaizen workshop outcomes with agreed-upon ways of working
• Clear documentation and training materials
• Support structure for ongoing adoption

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Results & Outcomes

Operational Impact

• 90%+ Consolidation: Reduced 30 Teams and 27 SharePoint sites to a single, unified Team per major business group
• 85% Channel Reduction: Streamlined 80+ channels to 10-14 focused channels, dramatically simplifying navigation
• Eliminated File Duplication: Established single sources of truth, freeing significant storage and eliminating version conflicts
• 100% Mobile Accessibility: All users can now access all necessary data through Teams on any device, with no SharePoint training required

Strategic Gains

• Executive Visibility: CFO, CIO, VPs, and regional managers gained complete top-level view of all projects and data
• Cross-Regional Collaboration: Any manager from any region can now easily locate data from other regions using consistent structure
• Security & Compliance: Full data governance framework with proper permissions and security controls
• Scalable Foundation: Replicable structure that supports expansion to additional regions and business units

Efficiency Improvements

• Significant reduction in time spent searching for files and information
• Faster onboarding for new team members with intuitive, consistent structure
• Enhanced decision-making capability through improved data accessibility
• Reduced IT support burden with standardized, well-governed environment

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Key Takeaways

Change Management Drives Technical Success‍

The intensive Kaizen workshop approach was critical to project success. By bringing all stakeholders together to define needs, agree on changes, and establish shared ways of working, we ensured high adoption rates and minimal resistance. Technical solutions without organizational buy-in fail; technical solutions with strong change management ownership thrive.

User Experience Over Technical Purity

While SharePoint provides powerful backend capabilities, hiding this complexity and delivering a Teams-only interface dramatically improved user adoption. The best technical solution is the one users will actually use consistently.

Data Governance Is a Business Imperative‍

For multinational organizations, the cost of poor data governance compounds daily. Consolidating fragmented data environments delivers immediate productivity gains and positions organizations for long-term scalability and compliance.

Structure Enables Autonomy‍

By creating a consistent, logical hierarchy that replicates across regions, we enabled teams to work independently while maintaining organizational visibility and cross-functional collaboration. Good structure creates freedom, not constraints.

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