3 Mistakes Organizations Make with Microsoft 365 Optimization and Management

Microsoft 365 (M365) is an indispensable tool for many organizations, offering a suite of cloud-based applications that enhance collaboration, improve productivity, and drive business efficiency. With features like Word, Excel, PowerPoint, Teams, and OneDrive, M365 empowers employees to work seamlessly across devices and platforms. However, despite its widespread use, many organizations face challenges when implementing M365, often due to a lack of time and resources and the complexity of the tool. To ensure successful Microsoft 365 optimization, organizations should avoid these three common mistakes: 

1. Ignoring Security and Compliance Settings

Microsoft 365 provides robust security and compliance features, but organizations often fail to configure them properly, putting sensitive data at risk. Out-of-the-box, M365 provides basic security features, but in today’s threat landscape, it is imperative that businesses take advantage of the platform’s advanced settings to enhance security based on the organization’s unique needs. Failing to implement these can leave the organization vulnerable to breaches, data leaks, and compliance violations. 

Common security and compliance mistakes include: 

• Not Enabling Multi-Factor Authentication (MFA): MFA is a basic security measure that should be enabled for all users to prevent unauthorized access. 

• Overlooking Data Loss Prevention (DLP): DLP policies help prevent sensitive data from being shared or leaked. Not setting up these policies can expose an organization to compliance risks. 

• Weak Role-Based Access Control (RBAC): Assigning overly broad permissions can result in unauthorized access to critical information. It's essential to define roles clearly and restrict access based on the principle of least privilege. 

2. Failing to Optimize Licensing and Costs

Microsoft 365 offers a variety of licensing plans, each tailored to different needs, sizes, and use cases. A common mistake organizations make is not fully understanding the various plans and over- or under-purchasing licenses. For example, some organizations may opt for an Enterprise plan when a Business plan would suffice, or they may purchase higher-tier plans without fully utilizing advanced features. Conversely, some employees may be left on lower-tier plans that lack essential tools for their roles. 

To optimize M365 licensing and reduce costs, organizations should: 

• Evaluate Needs: Assess the needs of different teams and individuals within the organization. Not everyone needs the highest-tier M365 plan, and tailoring the licenses to each department’s needs can save costs. 

• Monitor Usage: Regularly review usage reports to determine if employees are using all the features available to them. If not, consider downgrading licenses or reallocating them. 

• Leverage Microsoft’s Flexible Licensing: Microsoft offers options for scaling licenses up or down based on your organization’s needs. Take advantage of this flexibility to adjust as your business evolves. 

3. Not Fostering Continual Improvement

Microsoft 365 optimization isn’t a one-time project; it’s an ongoing process. As M365 evolves, with regular updates and new features, organizations need to foster a culture of continuous learning and adaptation. Failing to create a long-term plan means the tools could quickly become underutilized or employees may struggle to keep up with new features. 

To address this, organizations should: 

• Communicate Regularly: Keep employees informed about new features and updates. Regular communications ensure that employees understand the latest functionality and can adapt quickly. 

• Create Feedback Loops: Establish mechanisms for employees to provide feedback on their experience with M365. This feedback can guide future training, updates, and adjustments to the tools. 

• Monitor Performance: Continuously assess how well M365 is supporting your business goals and make adjustments as needed. 

Conclusion 

Microsoft 365 can revolutionize the way organizations work, but to truly reap its benefits, careful planning and execution are required. By avoiding these common mistakes, organizations can set themselves up for long-term success with M365. With the right approach, M365 can be a powerful tool to drive productivity, collaboration, and business growth. 

If you’re looking for a partner you can trust with M365 optimization and management to ensure you’re keeping your data safe while maximizing the ROI on your investment, All Covered has you covered. Reach out today to learn more about our new M365 Manage and Protect service for streamlined administration, improved productivity, and increased data security.