Many businesses subscribe to Microsoft 365 with a set-it-and-forget-it mindset. But as teams evolve, roles shift, and new tools become available, your licensing may no longer match how your organization actually works. That can lead to inefficiencies and unnecessary costs.
Here’s how to align your Microsoft 365 environment with your real-world usage:
1. Audit Active Users and Access
- Identify inactive accounts (departed employees, duplicated users, test accounts).
- Remove or reassign licenses to avoid paying for unused seats.
- Use automated provisioning/deprovisioning tools to stay up-to-date.
2. Match License Types to Job Functions
- Not every employee needs the same level of access or tools.
- For example: frontline staff may only need Microsoft 365 F3, while management uses E3 or E5.
3. Analyze App Usage Trends
- The Microsoft 365 Admin Center offers usage reports for services like Teams, OneDrive, Power BI, and Exchange.
- If you’re paying for features that aren’t being used, consider a different plan or invest in user training.
4. Consolidate and Eliminate Redundancies
- Many businesses pay for third-party tools already covered in their Microsoft 365 plan (e.g., file sharing, endpoint protection, email encryption).
- Consolidating tools not only saves money, but simplifies management and security.
5. Leverage Built-In Security and Productivity Tools
- Plans like Microsoft 365 Business Premium or E5 include powerful features like:
- Microsoft Defender for Business
- Intune for device management
- Power Automate for workflow automation
- Activating and using these tools can boost productivity and reduce third-party software costs.
6. Set a Regular Review Schedule
- Licensing needs change as your team grows, restructures, or shifts to hybrid work.
- Build in quarterly or semiannual licensing reviews to stay proactive not reactive.
We can perform a complimentary license‑usage review and help you unlock the full potential of your Microsoft 365 subscription. Ready to see what you’ve been missing? Contact Us!