Most SME owners and managers have heard of Microsoft 365. In fact, most organisations already use it, especially after the COVID lockdowns forced businesses to adapt to cloud-based IT to survive.
But are you making the most of Microsoft 365?
And how do you know if you could be using it better?
That’s what we’re going to explain in this article.
The importance of using Microsoft 365 effectively
Microsoft 365 is a cloud-based suite of software applications designed to help businesses of all sizes improve their productivity, communication and collaboration. Formerly known as Office 365, it includes a range of popular tools such as Word, Excel, PowerPoint, Outlook, Teams and more.
The suite is available on a subscription basis, and users can access it from anywhere with an internet connection.
Microsoft 365 also provides access to cloud storage, making it easy to store and share files with others. In addition, it offers a range of automation and integration capabilities that can help users save time and reduce errors.
By taking advantage of the features offered by Microsoft 365, businesses can streamline their workflows, reduce administrative tasks and focus on what matters most.
Using Microsoft 365 effectively can have a significant impact on your business’s success. However, simply having access to the suite is not enough.
To truly benefit from the tools, your business must use them efficiently and effectively. This means understanding the capabilities of each application, training employees to use them properly and keeping up with updates and new features.
By doing so, your business can optimise its use of Microsoft 365 and gain a competitive advantage in your industry.
Assessing your organisation’s current usage
Many SMEs use Microsoft 365. It’s nothing new in the business world.
However, the vast majority use it only for straightforward tasks like sending emails or video conferencing on Teams. Of course, you also get your organisation’s licences for Word, Excel, SharePoint, OneDrive and so on.
If this sounds like your business, know there’s so much more you could be getting out of the platform.
Measuring productivity is an important aspect of any business. There are several ways to measure productivity, including tracking the time spent on tasks, monitoring the completion of projects and analysing the output of employees.
Microsoft 365 provides several tools that can help businesses measure productivity, such as Microsoft Teams’ analytics features, which allow managers to track user activity and engagement, and Microsoft Power BI, which provides detailed data visualisations and reports.
The first thing to do is assess how you and your staff are currently using Microsoft 365 and making the most of the ‘productivity score’. This helpful feature monitors your system’s use, including information like how many interactions your organisation has had using Teams, etc.
Identifying areas for improvement
Microsoft 365 is a business tool. It can do far more than access your emails and allow access to video chats on Teams.
So, let’s start with the simple. You’re already paying for Microsoft 365, and thus you can most likely access all these productivity upgrades for ‘free’ (that is, without paying extra in terms of subscription cost).
The primary advantage of making the most of Microsoft 365 is collaboration and inter-app relationships. Automated services are also key. These features, in particular, help you and your employees save time.
The best way to identify the areas for improvement is by utilising some of Microsoft 365’s productivity features. For the best results, consult an expert who knows your setup and ask for their thoughts and advice.
Arguably the most critical step in making the most of Microsoft 365 is encouraging adoption (and best practices) among your employees and other end-users. The exact steps depend on your organisation. Explain the benefits, give examples of the updated system(s) in use, and provide extensive training.
So, how do you know if your business is using Microsoft 365 well?
This is the key question and will differ from business to business, team to team and even individual to individual. However, there are some common indicators that can help you determine if your business is using Microsoft 365 effectively. Here’s what you should be looking at:
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Adoption
If your employees are using Microsoft 365 applications like Teams, OneDrive, SharePoint and Outlook on a regular basis, it’s a good sign that they’ve embraced the technology and are finding it useful. You can track adoption rates using usage reports in the Microsoft 365 Admin Centre.
Productivity score works well here for larger organisations, as they can use the results to identify skills gaps and target training to different departments or business units.
However, it might not be as meaningful for smaller organisations and business, where it’s easier to track who’s using what. For example, knowing that only five people are using Teams regularly out of a team of 10 doesn’t really help, as you probably already know who they are. Instead, you’d need to start talking to those who do and don’t to work out why, and then develop a different approach to encourage adoption.
Also, look at how much your users are using less well-known tools within Microsoft 365 – how many are using ‘Forms’ rather than survey monkey? How many used Power Automate to remove a manual process?
Are people asking your service desk about enabling a particular part of Microsoft 365 or for help to do something unusual – like build an application in Power Apps?
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Collaboration
Microsoft 365 is designed to facilitate collaboration among employees, so if you’re seeing increased collaboration and teamwork, that’s a positive sign. While collaboration is intangible and so can be hard to monitor, you can look for indicators like the number of Teams created, the number of users active in Teams, the number of active channels, the amount of files shared in OneDrive or SharePoint, and the use of co-authoring in documents.
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Productivity
Microsoft 365 is meant to improve productivity by streamlining workflows and reducing manual tasks. If you notice that your employees are completing tasks faster or with fewer errors, it’s a sign that they’re using Microsoft 365 effectively. You can check on how many workflows have been created in Microsoft Power Automate, for example.
It’s also worth monitoring how your team are using automation tools to streamline routine tasks and free up time to focus on more important activities.
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Security
Microsoft 365 has built-in security features that can help protect your organisation from cyber threats. If you see a reduction in security incidents like phishing attacks, data breaches or malware infections, it’s a sign that Microsoft 365’s security features are doing their job. You can monitor security events using the Security and Compliance Centre in the Microsoft 365 Admin Centre.
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User feedback
A good way of understanding how well your organisation is using Microsoft 365 is through user feedback. Some of the things to consider include how well attended training sessions are, what are departments and users requesting regarding training and help and what type of trouble tickets are being raised? It’s also worth looking at which departments are really championing adoption and usage, how many users are generating ‘how to’ content themselves, and how many times online training resources are being viewed.
You’re in-house ICT and digital services have a key role to play here. If they are invested in using Microsoft 365, and educating others to do so, that’s a good sign. If they aren’t using it when they’re the most suited/able to use it, then it’s likely that no-one else will adopt it either. Remember, user adoption is key.
Let AMDH help you get more from Microsoft 365
In summary, there are many ways to get the most out of Microsoft 365. And if you’re already paying for a subscription, these ‘upgrades’ are technically free.
We strongly encourage all SMEs to evaluate their organisation’s use of the software and find ways to maximise its efficiency. Trust us, it’ll pay off.
AMDH Services is a specialist provider of IT consultancy in the East Midlands. We help SMEs increase profits by cutting costs and streamlining processes in computer networks. As a licensed Microsoft Partner, we’re perfectly placed to help develop and implement strategies to get you on your way.
Interested in how Microsoft 365 consultancy is much cheaper than hiring in-house experts? Contact us using the form below for an obligation-free, friendly chat about your needs. We’ll get back to you as soon as possible.
