How to successfully replace Big Tech platforms with an open source collaboration platform

From conferences to online talks: The conversation about migrating away from Big Tech platforms like Microsoft 365 seems to be everywhere. After all, there are plenty of reasons to make the switch. Just think of the concerns on compliance and data safety, the ever-rising subscription costs, and the growing geopolitical tensions. In other words, traditional Big Tech no longer offers the solution many organizations and public institutions are looking for, and there are a lot of incentives to migrate.

But while the motivation is clear, the execution often fails. From failed architectural setups to terrible user experiences: there are plenty of pitfalls that come with replacing Big Tech platforms.

So how can your organization make a successful switch, freeing itself from vendor lock-in, ensuring compliance, and regaining control over its data?

Replacing Microsoft 365: Common fails

When organizations look to replace a Big Tech solution, like Microsoft 365, they often choose one of two routes: building it themselves or bundling multiple open source tools.

How does it go wrong with these alternatives?

1. The struggles of in-house development: complexity, scope, and ownership

The reasons for building your own tech solution seem straightforward. You get to maintain full control, you can set up features tailored specifically to your organization, and you keep your digital autonomy.

However, in practice, large public-sector IT projects and in-house collaboration suites are prone to failure. So much so that there are public outcries to stop struggling with digital transformation projects.

Why do they fail?

Often organizations underestimate the complexity of the task, which was, for example, the case with the UK’s government project to overhaul the computer system of its national health service (NHS), which “achieved little and wasted billions.” Or the task starts out well, but once the scope expands, it becomes impossible to manage the project.

Add fragmented ownership and long delivery cycles to the pattern, and the in-house development idea becomes a recipe for disaster.

After all, collaboration platforms are not single tools. As ecosystems of tightly integrated services, including identity management, file sharing, communication apps, and search tools, they need strong product governance to succeed.

Rebuilding a tech stack from scratch, as well as ensuring compliance and lifecycle management, is rarely sustainable.

2. Bundling multiple open source tools: constant operational and productivity costs

A second and common route is assembling an offering of multiple products, such as a file-sharing solution, video conferencing tool, email system, chat app, and document editor.

Organizations can choose open source solutions for this. And often, they introduce them one by one, which at first thought seems like a good option.

As Adriana Groh from the Sovereign Tech Agency recently emphasized, open source is the «winning strategy» and «superior in terms of security, interoperability, and low development costs. No silo development can keep up with this speed.” And she is right in that. There are excellent open source tools out there for various use cases.

The risk is that, when introducing solutions one by one in isolation, you don’t end up with a cohesive collaboration environment. Rather, it is a fragmented mess! Even when looking to build a single solution, organizations often make the mistake of just bundling separate applications with little regard for user experience. But you have to keep in mind that the competition is Microsoft 365, a deeply integrated collaboration platform.

The productivity costs of constantly having to switch between tools and having to search for that final version of a document are high, easily adding up to an hour a day, according to studies. On top of that comes the operational complexity and associated security risks, as well as the performance problems of running multiple technology stacks in parallel.

Such an “all-in-one solution” from a bundle can quickly turn into poor user adoption and increased admin overhead. As an ICT manager, you have to take a step back and ask yourself: Can I afford to pay the constant price in terms of decreased productivity and increased operational costs, going forward?

The harsh reality is: A fragmented set of tools, even with a common theme and a sprinkle of integrations, simply cannot be a serious replacement for Microsoft 365.

The architectural difference: A bundle is not a platform

What matters is that replacing the Big Tech solution is not about setting up individual tools, but about replacing one platform with another. A real digital platform should provide you with strong collaboration tools, including:

• Unified identity and presence
• A consistent permission and sharing model
• Integrated search, presence, and notifications across the platform
• Coherent governance
• Unified lifecycle management
• A predictable user experience

In other words, a successful Microsoft 365 alternative must be designed from the ground up as an integrated platform.

Look for an open source collaboration platform that provides a strong architectural foundation, a transparent governance model, and a consistent user experience, so you are ensured of a future-ready platform.

How Nextcloud does it differently: An integrated platform that offers choice

Nextcloud is designed as a platform from the ground up. This means that you get a modular stack for a smart and personable digital experience instead of fragmented tools that leave your team members frustrated.

The benefits?

You get complete control over which apps you would like to use or replace, so you can create your own digital workspace. Nearly 600 apps offer a huge range of functionality and integrations with a wide range of third-party tools, ensuring perfect adaptation to your needs.

With a wide set of Nextcloud features, including online communication, project management, and AI-powered collaboration, you can design your own self-hosted platform to strengthen your team’s productivity and collaboration.

And of course, a single platform simplifies compliance and data control.

Beyond code, the Nextcloud solution also comes with an extensive ecosystem of partners that provide access to the expertise needed to operate a Nextcloud environment. From hosting and support to deployment advice, upgrade help, training, and documentation: these Nextcloud partners can build on, complement, and provide services around our platform.

In short, Nextcloud means you get a successful, well-performing, stable collaboration platform, which is very different from a bundle of code you download from a website.

Making the switch: from Big Tech to open source with a unified platform

You might realize by now that digital sovereignty is not just an ideology, but also a practical concept that comes with operational conditions. If your organization decides to switch, be sure to choose a solution that you can adopt, manage, and trust. A platform, not a bundle of sticks. Something that evolves, adapts, and will provide collaboration for the future, not just today!