Viva Goals Migration Workflow

With Microsoft sunsetting Viva Goals at the end of 2025, organizations relying on it to manage their OKRs need to start planning their migration now. A rushed or poorly managed transition risks losing valuable historical data, breaking formatting, and creating confusion for teams.

This workflow provides a step-by-step process to migrate out of Viva Goals into a new OKR system — ensuring continuity, preserving history, and keeping teams confident during the switch.

Step 1 – Audit Your Current Viva Goals Setup

Objective: Understand what you’re working with before moving out.

• Export all company, team, and individual OKRs from the past 2–3 cycles.
  
  
• Document formatting standards (naming conventions, scoring, R/Y/G status).
  
  
• Note dashboards, reports, or integrations currently in use.
  
  
• Highlight data you want to preserve long-term.

Helpful resource:

• OKR Reflection Template

Step 2 – Define Migration Goals

Objective: Set clear outcomes for the transition.

• Preserve historical OKR data for reference and reporting.
  
  
• Standardize formatting for clarity in the new tool.
  
  
• Ensure minimal disruption to the current OKR cycle.
  
  
• Improve visibility and usability compared to Viva Goals.

Helpful resources:

• OKR Metrics Toolkit
  
  
• OKR Visibility Playbook

Step 3 – Prepare Data for Export & Import

Objective: Clean and structure your data for migration.

• Remove duplicate or irrelevant OKRs.
  
  
• Align naming conventions across departments.
  
  
• Reformat Key Results into measurable, outcome-based statements.
  
  
• Map Viva Goals statuses (on track, at risk, off track) into your new system’s structure.

Step 4 – Test Migration in a Pilot Environment

Objective: Validate before going live.

• Import a sample of historical OKRs into your new tool.
  
  
• Test formatting, scoring, and dashboards.
  
  
• Verify data integrity against the Viva Goals export.
  
  
• Get feedback from a small pilot team.

Helpful resource:

• OKR Troubleshooting Checklist

Step 5 – Execute the Migration

Objective: Move OKRs from Viva Goals to your new platform.

• Import company-level OKRs first, then cascade team OKRs.
  
  
• Preserve at least 2–3 past cycles for continuity.
  
  
• Validate dashboards and reporting with leadership.
  
  
• Document the migration process for future reference.

Helpful resource:

• OKR Planning Template Pack

Step 6 – Train and Onboard Teams

Objective: Ensure adoption of the new system.

• Host training sessions for leaders and OKR champions.
  
  
• Share guides on creating, updating, and reviewing OKRs in the new tool.
  
  
• Emphasize benefits over Viva Goals (simplicity, visibility, integrations).
  
  
• Assign champions in each department for rollout support.

Helpful resources:

• OKR Adoption Starter Kit
  
  
• OKR Champion Quick-Start Toolkit
  ‍
• How OKRs Tool Supports Team Alignment

Step 7 – Monitor and Improve

Objective: Refine after migration.

• Collect feedback during the first cycle in the new tool.
  
  
• Fix formatting or workflow gaps quickly.
  
  
• Adjust dashboards as priorities evolve.
  
  
• Build best practices for future tool transitions.

´Helpful resources:

• Retrospective Workflow
  
  
• OKR Culture Playbook

Pro Tips for Viva Goals Migration

• Start early — don’t wait until Q4 2025 to plan your exit.
  
  
• Use migration as a chance to reset bad OKR habits (e.g., task-based KRs).
  
  
• Involve IT if you need integrations (Jira, Asana, Salesforce).
  
  
• Frame the transition as an upgrade — adoption depends on perception.

The Bottom Line

Viva Goals may be sunsetting, but your OKRs don’t have to suffer. With a structured migration process, you can protect your history, reduce disruption, and transition into a modern OKR platform that will scale with your organization long after 2025.

3 Resources you’ll love:

• 9 Best Profit Alternatives
  
  
• 7 Best Tability Alternatives
  
  
• 8 Best Viva Goals Alternatives