Office 365 problems
Business Challenge – Labyrinth Ahead. A person standing at the entrance to a maze. Conceptual vector illustration.

Over the past few years, many organizations have migrated their digital environment to Office 365 because of the clear cost-saving and productivity potential it offers. In today’s competitive business atmosphere, the value-enhancing potential of Office 365 is difficult to dispute. But migrating to Office 365 doesn’t guarantee success alone – and there are many organizations that are missing out on its full potential. If your organization suffers from any of the Office 365 problems on this list, there’s a good chance you too are missing out on valuable ROI.

Security concerns

Ensuring the right people have access to the right information at the right times is an everyday problem that businesses face in Office 365. Organizations need to ensure sensitive information isn’t accessible to users who shouldn’t see it. At the same time, they need to give users access to the documents and files they need to do their job. Balancing these two requirements is a significant challenge.

In Office 365, manually managing permissions can be complex and time-consuming. To achieve the perfect balance, Office 365 administrators require a clear breakdown of how permissions are delegated across the company – in whatever level of detail they require. From there it should be easy to edit permissions en masse, by individual files or folders, for however many users the administrator requires.

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License management

Optimizing their license management is one of the most significant Office 365 problems that admins encounter.

In Office 365, it can be very easy to lose track of how many licenses are in use and to whom they’re assigned – particularly in large organizations. A high staff turnover can further complicate this problem, since it makes the number of active licenses fluctuate. It can therefore be difficult to properly decommission or reassign accounts when users leave – meaning many organizations are paying for licenses they don’t need.

However, manual license management in Office 365 can be a time consuming and inefficient process. Administrators looking to quickly optimize their Office 365 costs need to be able to easily view, decommission, or reassign licenses across their organization.

Optimizing Office 365 costs also involves ensuring the licenses you do use aren’t more expensive than they need to be. With multiple different pricing models available, it’s easy for organizations to over-license – by putting users on more expensive plans that they actually don’t require.

Office 365 administrators need easy access to detailed insights into what software is being used across their environment. This would allow them to transfer users on expensive plans to more cost-effective alternatives.

Adoption concerns

When workers first log in to their new Office 365 account, there’s a good chance they’ll head straight for the apps they know well, like Word, Excel, Outlook – and not a great deal else. It’s understandable that users stick with what they know – but it prevents organizations getting the maximum value from their Office 365 environment.

There’s a whole range of value-enhancing apps available in Office 365 that organizations won’t have experienced on-premises. This includes Microsoft Teams for communication, OneDrive for Business for file storage, and much more – all of which offer value-enhancing potential for cloud-based businesses.

To counter this problem, Office 365 administrators need to monitor the software and applications in use across the organization. From there, it’s easy to see where users need educating, or where company-wide best practices should be implemented, so employees can be encouraged to make the most of the tools they have available.

Mobile device management

In the era of mobile computing, BYOD (‘bring your own device’) policies are becoming increasingly common. Allowing users to work on their own devices leads to more flexibility than traditional desktop computers. It also gives users the chance to interact with technology in a way they’re comfortable and familiar with.

As a cloud-based environment, Office 365 enables BYOD and remote working policies – since it allows users to log into their profile anywhere and from any device. But this comes with its own set of complications, as security concerns are created when third party devices can access sensitive data.

Organizations looking to get the full value from the cloud need to be able to enable flexible BYOD policies, whilst managing the security risks they pose. To achieve this, they need to clearly see which devices are registered to the network and establish rules for the types of information and apps that third party devices can access.

An end to your Office 365 problems

There are many tools, software, and solutions out there that help manage some or even many of these everyday business problems. But there’s only one that provides the solution to all of the Office 365 problems discussed in this blog in the most effective, efficient way possible.

Inscape365 is the all-purpose value-enhancing administration tool for Office 365. It allows administrators to view and edit:

  • A clear breakdown of security access and permissions across their organization
  • Which licenses are deployed, to whom they are assigned, and when they were last used
  • Insights into which software and tools individual users employ within their license
  • Which devices are registered to which users, and the information they have access to

In Inscape365, these insights are easy to see, making actionable value-enhancing decisions about managing your digital environment easy and more efficient than ever.

If you want to find out more about getting the maximum possible value from your Office 365 investment with Inscape365, get in touch with us here.

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For more information, call 877-788-1617 or email info@messageops.com

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