Cloud Migration Checklist for Australian SMBs: 2026 Guide

Introduction

Cloud migration is no longer about “if” but “how well.” Most Australian SMBs have already moved some workloads to the cloud, but many are still running hybrid environments with on-premises servers, legacy applications, and a mix of cloud services that don’t quite work together.

Whether you’re completing a migration started years ago, moving remaining on-premises systems, or optimising an already-cloudy environment, a structured approach ensures you capture the benefits while avoiding common pitfalls.

This guide provides a practical, comprehensive checklist for cloud migration tailored to Australian SMB realities—including data sovereignty, compliance considerations, and budget constraints.

Phase 1: Assessment and Planning

Before moving anything, understand what you have and where it should go.

1.1 Inventory Your Current Environment

Hardware Inventory

Item	Details to Capture
Servers	Model, age, specs, role, applications
Network equipment	Routers, switches, firewalls, Wi-Fi
Storage	NAS, SAN, capacity, utilisation
Workstations	Number, specs, age
Other	Printers, phones, specialist equipment

Software Inventory

Item	Details to Capture
Operating systems	Versions, license types
Business applications	Names, versions, vendors, dependencies
Databases	Types, sizes, applications using them
Custom software	Purpose, documentation, maintainer
Integrations	What talks to what

Data Inventory

Data Type	Location	Size	Sensitivity	Owner
Files/documents	File server	X TB	Business confidential	Operations
Customer records	CRM/database	X GB	Personal information	Sales
Financial data	Accounting system	X GB	Highly sensitive	Finance
Email	Exchange/hosted	X GB	Mixed	All staff
Backups	NAS/tape	X TB	Per source	IT

1.2 Assess Application Suitability

For each application, determine cloud approach:

SaaS Replacement

Can this be replaced with a cloud-native SaaS application?
Is there a better SaaS alternative available now?
Example: On-premises accounting → Xero

Lift and Shift (IaaS)

Move application as-is to cloud virtual machines
Minimal changes, quick migration
Example: Custom database application → Azure VM

Refactor (PaaS)

Modify application to use cloud-native services
Better long-term but requires development
Example: .NET application → Azure App Service + Azure SQL

Retire

Is this application still needed?
Can its function be absorbed elsewhere?
Example: Legacy reporting tool rarely used

Phase 1: Assessment and Planning Infographic

Retain

Must stay on-premises (equipment integration, latency, compliance)
Example: Manufacturing control systems

1.3 Determine Cloud Platform

Microsoft Azure Best For

Microsoft-centric environments (M365, Windows Server, SQL)
Businesses already on Microsoft 365
Hybrid scenarios with on-premises integration
Australian government and regulated industries

AWS Best For

Development and tech-focused businesses
Wide range of services needed
Cost optimisation priority
Global operations

Google Cloud Best For

Google Workspace users
Data analytics focus
Kubernetes/container workloads
Machine learning projects

Multi-Cloud Considerations

Adds complexity and cost
May be necessary for specific services
Most SMBs should stick to one primary platform
Use SaaS services across any platform as needed

1.4 Australian-Specific Considerations

Data Sovereignty

Which data must stay in Australia?
Personal information under Privacy Act—Australian preferred
Government data—Australian often required
All major cloud providers have Australian regions

Platform Region Selection

Provider	Australian Regions
Azure	Australia East (Sydney), Australia Southeast (Melbourne)
AWS	ap-southeast-2 (Sydney), ap-southeast-4 (Melbourne)
Google Cloud	australia-southeast1 (Sydney), australia-southeast2 (Melbourne)

Compliance Requirements

Privacy Act 1988 compliance
Industry-specific requirements (APRA, healthcare)
Essential Eight alignment
Data breach notification capabilities

1.5 Define Success Criteria

Technical Success

All applications functional in cloud
Performance meets or exceeds current
Security controls implemented
Backup and recovery verified

Business Success

Minimal disruption during migration
Staff can work effectively
Costs within budget
Improved capabilities realised

Timeline

Realistic timeline with buffers
Avoid migration during busy periods
EOFY, Christmas, major projects

Phase 2: Design and Preparation

2.1 Architecture Design

Network Design

Virtual network structure
Connectivity to on-premises (if hybrid)
Internet connectivity and security
DNS planning

Identity and Access

Azure AD/Entra ID as identity provider
Synchronisation from on-premises AD (if applicable)
Multi-factor authentication
Role-based access control

Security Architecture

Network security groups/firewalls
Endpoint protection
Logging and monitoring
Encryption (in transit and at rest)

Backup and Recovery

Backup strategy for cloud resources
Recovery time objectives
Testing procedures
Offsite/cross-region considerations

2.2 Prepare the Target Environment

Cloud Account Setup

Network Setup

Identity Setup

Phase 2: Design and Preparation Infographic

Security Setup

2.3 Prepare Data for Migration

Data Cleanup

Remove unnecessary files (ROT: Redundant, Obsolete, Trivial)
Archive old data that doesn’t need to migrate
Fix known data quality issues
Document data ownership

Data Classification

Identify sensitive data
Apply appropriate classifications
Plan security controls per classification

Migration Method Selection

Data Volume	Connection Speed	Best Method
< 100 GB	Any	Direct upload
100 GB - 1 TB	100+ Mbps	Direct upload (may take time)
1 TB - 10 TB	100+ Mbps	Direct upload or data box
> 10 TB	Any	Data box or physical shipping

2.4 Prepare Applications

Dependency Mapping

Document all application dependencies
Identify migration order (foundations first)
Plan for temporary connectivity during transition

Testing Preparation

Define test cases for each application
Identify testers (application owners)
Prepare test data
Schedule testing windows

Rollback Planning

Define rollback triggers
Document rollback procedures
Ensure old systems can be restored
Keep old systems available during transition

2.5 Staff Preparation

Communication

Announce migration timeline
Explain what will change
Set expectations for temporary disruption
Provide support channels

Training

Identify new procedures staff need
Prepare training materials
Schedule training sessions
Create quick reference guides

Phase 3: Migration Execution

3.1 Migration Order

Typical order (adjust for your dependencies):

Week 1-2: Foundation

Directory synchronisation
Email migration (if part of project)
File storage migration begins

Week 3-4: Core Infrastructure 4. Database migrations 5. Application server migrations 6. Integration testing

Week 5-6: Applications 7. Business application migrations 8. User acceptance testing 9. Performance tuning

Week 7-8: Cutover and Cleanup 10. Final cutover 11. Decommission old systems 12. Documentation and handover

3.2 Data Migration Checklist

Before Migration

Verify target storage provisioned
Test connectivity and permissions
Estimate migration duration
Schedule migration window
Notify affected users

During Migration

After Migration

3.3 Application Migration Checklist

Before Migration

During Migration

After Migration

3.4 Email Migration Checklist (If Applicable)

Planning

Verify licensing (M365/Workspace)
Plan mailbox migration batches
Communicate timeline to users
Prepare for coexistence period

Execution

Post-Migration

Verify all mailboxes migrated
Test sending and receiving
Configure mobile devices
Decommission old email system

Phase 4: Testing and Validation

4.1 Functional Testing

For Each Application

For Infrastructure

4.2 Performance Testing

Metrics to Verify

Application response times
File access speeds
Database query performance
Network latency
Backup completion times

Acceptable Performance

Equal to or better than pre-migration
Within defined acceptable ranges
User experience acceptable
No bottlenecks identified

4.3 Security Testing

Verify Controls

Authentication working correctly
MFA enforced where required
Access controls restricting appropriately
Encryption in place
Logging capturing events

Security Validation

Vulnerability scan of cloud resources
Review security configurations
Test backup and recovery
Verify incident response capability

4.4 User Acceptance Testing

Involve Business Users

Application owners test their applications
Finance tests financial systems
Operations tests operational systems
Representative sample for general applications

Sign-Off Process

Document test results
Obtain written acceptance
Note any issues and remediation plans
Don’t proceed without business agreement

Phase 5: Cutover

5.1 Final Cutover Checklist

Pre-Cutover (T-1 Week)

All testing complete and signed off
Cutover plan documented and reviewed
Communication sent to all users
Support team briefed and ready
Rollback plan verified

Cutover Day

Post-Cutover (T+1 Week)

5.2 Communication Plan

Before Cutover

2 weeks out: Detailed timeline and what to expect
1 week out: Reminder with specific instructions
1 day out: Final reminder

During Cutover

Status updates as milestones completed
Immediate notification of any issues
Clear escalation path for problems

After Cutover

Confirmation of completion
Where to get help
Feedback request

5.3 Support Plan

Hypercare Period (First 2 Weeks)

Extended support availability
Quick response to issues
Daily check-ins with key users
Rapid issue resolution

Transition to Normal Support

Gradual reduction of heightened support
Documentation of common issues
Training updates as needed
Normal support channels resume

Phase 6: Optimisation and Operations

6.1 Cost Optimisation

Immediate (First Month)

Review actual vs estimated costs
Right-size over-provisioned resources
Implement auto-scaling where appropriate
Configure cost alerts

Ongoing (Monthly)

Review cost reports
Identify unused resources
Evaluate reserved instances for stable workloads
Optimise storage tiers

Cost Management Tools

Azure Cost Management + Billing
AWS Cost Explorer
Google Cloud Billing
Third-party tools (CloudHealth, Spot.io)

6.2 Security Hardening

Post-Migration Security Review

Review all access permissions
Verify security configurations
Enable additional security features
Conduct security assessment

Ongoing Security

Regular patching
Continuous monitoring
Periodic security reviews
Incident response readiness

6.3 Operational Procedures

Document

System architecture
Administrative procedures
Troubleshooting guides
Disaster recovery procedures
Vendor contact information

Implement

Monitoring and alerting
Backup verification (regular restore tests)
Change management process
Capacity planning

6.4 Decommission Old Systems

After Successful Migration

Verify all data migrated and accessible
Confirm no dependencies on old systems
Maintain backups of old systems
Physically decommission hardware
Securely dispose of/wipe storage
Update asset inventory
Cancel obsolete services/contracts

Common Migration Challenges

Challenge 1: Underestimating Complexity

Symptoms

Timeline slippage
Budget overruns
Integration issues

Prevention

Thorough discovery and assessment
Realistic timeline with buffers
Expert assistance for complex migrations

Challenge 2: Performance Issues

Symptoms

Slow applications after migration
User complaints
Business impact

Prevention/Resolution

Performance testing before cutover
Right-sizing resources
Network optimisation (latency-sensitive apps)
Consider application architecture changes

Challenge 3: Security Gaps

Symptoms

Exposed resources
Compliance failures
Security incidents

Prevention

Security-first design
Post-migration security review
Continuous monitoring
Regular assessments

Challenge 4: Cost Overruns

Symptoms

Bills higher than expected
Budget exceeded
Unplanned expenses

Prevention/Resolution

Accurate cost estimation upfront
Cost alerts and budgets
Regular cost reviews
Right-sizing and optimisation

Challenge 5: Change Management

Symptoms

User resistance
Low adoption
Workarounds and shadow IT

Prevention

Clear communication
Involve users early
Training and support
Address concerns genuinely

Timeline Estimates

Small Migration (5-15 Users, Simple Environment)

Assessment: 1-2 weeks
Preparation: 1-2 weeks
Migration: 2-4 weeks
Optimisation: Ongoing
Total: 4-8 weeks

Medium Migration (15-50 Users, Moderate Complexity)

Assessment: 2-4 weeks
Preparation: 2-4 weeks
Migration: 4-8 weeks
Optimisation: Ongoing
Total: 8-16 weeks

Complex Migration (50+ Users or Complex Applications)

Assessment: 4-8 weeks
Preparation: 4-8 weeks
Migration: 8-16 weeks
Optimisation: Ongoing
Total: 16-32 weeks

Conclusion

Cloud migration, done well, delivers significant benefits: reduced infrastructure burden, improved flexibility, better security capabilities, and often lower total cost of ownership. Done poorly, it creates frustrated users, ongoing issues, and unrealised benefits.

The keys to successful migration:

Thorough assessment: Know what you have before moving it
Realistic planning: Include buffers and contingencies
Rigorous testing: Don’t cutover until thoroughly validated
Clear communication: Keep stakeholders informed
Post-migration optimisation: Migration is the beginning, not the end

Australian SMBs have access to world-class cloud infrastructure with local data centres. The opportunity to leverage these capabilities has never been better.

Need help planning or executing your cloud migration? CloudGeeks provides practical cloud migration assistance for Australian SMBs, from initial assessment through optimisation. Contact us for an obligation-free discussion.

Introduction

Phase 1: Assessment and Planning

1.1 Inventory Your Current Environment

1.2 Assess Application Suitability

1.3 Determine Cloud Platform

1.4 Australian-Specific Considerations

1.5 Define Success Criteria

Phase 2: Design and Preparation

2.1 Architecture Design

2.2 Prepare the Target Environment

2.3 Prepare Data for Migration

2.4 Prepare Applications

2.5 Staff Preparation

Phase 3: Migration Execution

3.1 Migration Order

3.2 Data Migration Checklist

3.3 Application Migration Checklist

3.4 Email Migration Checklist (If Applicable)

Phase 4: Testing and Validation

4.1 Functional Testing

4.2 Performance Testing

4.3 Security Testing

4.4 User Acceptance Testing

Phase 5: Cutover

5.1 Final Cutover Checklist

5.2 Communication Plan

5.3 Support Plan

Phase 6: Optimisation and Operations

6.1 Cost Optimisation

6.2 Security Hardening

6.3 Operational Procedures

6.4 Decommission Old Systems

Common Migration Challenges

Challenge 1: Underestimating Complexity

Challenge 2: Performance Issues

Challenge 3: Security Gaps

Challenge 4: Cost Overruns

Challenge 5: Change Management

Timeline Estimates

Conclusion

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