04 Sep Everything you need to know about Microsoft 365 consulting services
Microsoft 365 has become a crucial productivity platform for millions of companies operating around the world, from small and mid-size businesses (SMBs) to enormous corporations. But just because it is popular, that does not necessarily mean it’s easy to use. In truth, many businesses are unable to leverage 365 to its full potential. Rather than the powerhouse it is designed to be, it is often simply used as a document creation software.
This is a serious mistake that reduces efficiency, increases risk, and wastes thousands of dollars. But how can this be prevented, when you don’t even have the in-house expertise available to address these problems?
This is the precise issue that Microsoft 365 consulting services aim to solve.
Why businesses struggle with Microsoft 365
Microsoft 365 addresses a variety of challenges faced by modern businesses, such as:
- Collaboration: Tools like Microsoft Teams, OneDrive, and SharePoint simplify collaboration. Multiple staff members can work on the same document at the same time, even across vast distances.
- Data Security and Compliance: Microsoft 365 solutions like Defender and Purview protect sensitive data, reducing the risk of cyber-attacks and ensuring compliance with industry regulations.
- Efficiency: Automation helps streamline manual processes and reduce human error, significantly improving efficiency.
- Workflow Issues: Smooth integration between all 365 applications improves and speeds up workflows, limiting the amount of time staff spend switching between platforms.
But these benefits are accompanied by challenges. 365 comes with problems of its own that can undermine many of the platform’s biggest advantages:
Vague terminology
Microsoft is often not particularly clear on what their products are actually capable of. Descriptions contain a variety of buzzwords such as “Productivity solution” and “Enhances operations” but don’t explain what any of this means in practical terms. As a result, businesses invest in 365 with only a basic understanding of its functionality.
Complex configurations
Microsoft 365 is designed to be highly customisable, allowing businesses to tailor it to their exact needs. Unfortunately, much of this customisation is hidden behind complex configuration menus that most users do not have the time or necessary expertise to navigate effectively. Inevitably, these efforts are entirely abandoned. Useful features and important security settings go unused, reducing the effectiveness of the platform and potentially introducing severe vulnerabilities.
Migration issues
Merely migrating to Microsoft 365 in the first place can become an insurmountable challenge. Integration with existing technologies is often difficult, and data can be erased if it is not transferred correctly. Staff may also resist the introduction of a new platform, if they are already used to a different system. These issues make migration far more difficult and stressful than it needs to be.
Lack of internal resources
The other problems listed here would be solvable, given the right resources. However, not every business has access to these. Limited staffing and tight budgets exacerbate the issues already inherent to Microsoft 365 adoption, by preventing businesses from accessing the knowledge and technology needed to address them. Instead of 365 challenges being a minor roadbump, they spiral out of control until they become severe problems.
Let’s debunk some common IT myths
Microsoft 365 consultants explained
To solve these problems, many businesses are partnering with Microsoft 365 specialists. These third-party experts provide crucial guidance on how best to leverage the platform for stronger productivity and security.
Typically, a Microsoft 365 consultant will provide some or all of the following services:
- Assess your current environment for issues
- Identify potential improvements to solve them
- Examine which Microsoft solutions best address your needs
- Help configure your applications
- Assist with migrations to Microsoft 365
- Support your team to ensure long-term success
- Provide ongoing optimisation
The exact assistance offered will depend on each provider, as well as your specific needs. But they all share a common goal: to help your business stop wasting money on 365, and start using it effectively.
How a Microsoft specialist can help
Right-sizing
Like all other cloud services, it is very easy to overspend on Microsoft 365. The oft-repeated mantra of “Better to have it and not need it” may cause you to select a higher tier than you actually need, wasting money on services that provide no real value.
A consultant helps right-size your services by assessing your current infrastructure and identifying gaps. They will explain which plan you need and why, ensuring that your Microsoft solutions drive real growth instead of collecting dust. The money you would have spent on services you don’t need can instead be invested elsewhere.
Security and compliance
Most of 365’s most powerful security features are hidden behind a series of menus or confusingly-named products. Even locating them can be difficult, let alone setting them up correctly. Your Microsoft partner will handle all of this for you. They have spent years developing a deep understanding of this suite, and know how to secure your data. This, in turn, also increases your regulatory compliance and reduces your risk of an audit. Your business will be significantly safer, without any additional effort on your part.
Migration assistance
Microsoft 365 consultants provide expert guidance that helps you migrate without the chaos and disarray this process so often causes. They ensure that data is transferred correctly, 365 fully integrates into your existing infrastructure, and strong security protocols are maintained. They will also check that everything works as intended, identifying issues early and resolving them before they can harm your business.
Staff support
Even the best tools will fail without buy-in. Your consultant provides ongoing support for staff as they adjust to this new system, helping them overcome challenges they encounter. This not only prevents productivity from being lost during the transition, but also improves morale and reduces change resistance. When employees are confident that they know how to use a new platform, they are more likely to embrace it.
Patch management
Microsoft 365 patch management is a necessary but time-consuming process. The regularity of updates, and the necessity of a restart on each occasion, make this a tempting task to neglect. But this mistake could cost you dearly, resulting in slowdowns, outages, and security risks.
A Microsoft expert can manage these updates for you, ensuring that they install at convenient times when devices or programs are not needed. This keeps your systems up-to-date without interrupting workflows.
The potential problems with Microsoft 365 consulting services
While hiring a third-party provider offers a number of attractive benefits, it can also introduce unique challenges. Understanding what these are, and how to address them, is essential to ensure a successful partnership.
Loss of control
It is important to note that ultimately, you always have the final say. It is your business, and your IT infrastructure. However, outsourcing work always inherently means that a small amount of control is lost. Rather than interacting with your own team and solving problems directly, you must communicate with your provider and wait for them to act. If something goes wrong with this process, you could experience delays.
You can avoid this issue by fostering a strong relationship and dividing responsibilities carefully. Your in-house team (if applicable) and your service provider should each understand what their role is in your overall IT infrastructure, and they should feel comfortable collaborating with each other.
One size doesn’t fit all
Some Microsoft consultants incorrectly assume a strategy that worked for previous clients will also help you. They may implement generic, off-the-shelf solutions that seem useful, but do not address your business’ specific needs. You may be lulled into a false sense of security that issues are being solved, when in reality they are quietly spiraling out of control.
To prevent this, choose a provider who treats your business as the unique entity it is. They should put in the time to learn about your industry, goals, and IT infrastructure. If you partner with a provider who treats you just like everyone else, then that is all you’ll ever get.
Extra attack vectors
Your IT provider is a valuable partner, but they can also become an additional attack vector. Each third-party with access to your IT infrastructure is a new opening threat actors can exploit. If you are not careful, you could end up experiencing a major data breach.
The best way to avoid this is by vetting out your Microsoft 365 consultants carefully. Not every provider specialises in security. Make sure yours does. Look for consultants who also offer security services, and ask what their role is in protecting your business.
Misaligned expectations
Partnerships can only be effective if everyone is on the same page. Unfortunately, poor communication can lead to misaligned expectations. You might believe your consultant is helping you set up SharePoint for optimal security, while they’re under the impression that you wanted to focus on simplified data storage. When communication breaks down, these issues build up and your needs do not get fulfilled.
You can prevent this by setting a baseline from day one. Clearly outline your expectations and needs, then check that your provider understands this. Keep communication lines open during your partnership, so any misalignments can be quickly corrected.
How to choose the right Microsoft 365 specialist
Not all consultants are created equal. The choice you make could mean the difference between a strong Microsoft 365 environment that supports your needs, and one that actively hinders you. Here are some considerations to keep in mind during your search:
- Responsiveness: How long does the provider take to answer questions? Do they pick up the phone when you call? A lack of responsiveness often indicates an overstretched team, ultimately leading to delays and downtime. Look for a consultant who answers promptly and clearly.
- Expertise: It goes without saying that your consultant should have plenty of hands-on knowledge about Microsoft products. Membership within the Microsoft Cloud Partner Program is a positive sign, as it shows a strong relationship with the company.
- Experience: In a field where so much is learned through trial-and-error, experience is one of the most important traits a consultant can have. Look for testimonials and case studies that demonstrate a history of successful partnerships.
- Local Support: Long-distance consulting services might seem just as good, but this isn’t necessarily true. Time zones can slow down response times, and some issues just need to be solved in-person. Choose a Microsoft expert with at least one building in your local area, to ensure you get the best support possible.
- Strong Security and Compliance: Your chosen consultant should have a deep understanding of not just security best practices, but also the local regulations businesses must abide by. Strong security and compliance demonstrate a commitment to safety and trust.
- Long-Term Support: A good Microsoft 365 consultant shouldn’t disappear as soon as their initial task is complete. They should stay to offer ongoing support as needed.
FAQs
How do Microsoft 365 consulting services differ from regular IT support?
While IT support teams do offer guidance and advice, their primary focus is on issue resolution and prevention. Their knowledge is also typically much more general. Microsoft 365 consultants specialise in this specific platform, and develop a much deeper level of expertise. This allows them to resolve much more complex problems and provide niche support.
Can Microsoft 365 consultants help with Office applications?
This is a common misconception. 365 is the new name given to the same set of products that was originally sold under the “Microsoft Office” banner. If you can access your Microsoft products through the internet, then you are using 365 and a consultant will be more than equipped to help.
On the off-chance that you do still use products listed under the “Office” name (some home and school products do retain this branding, for example), the platforms are similar enough that a 365 consultant should still be able to help. However, in this case they will likely recommend that you upgrade to the modern, cloud-based version, as it provides far more benefits for businesses.
Are Microsoft Office 365 consultants different?
No. “o365 consultant”, “Microsoft 365 specialist”, and “Microsoft Office 365 consultant” are all different terms for the same thing. This confusion mostly springs from the rebrand in 2017, and is worsened by the fact that home users can still purchase an “Office” product. Managed Microsoft 365 services are also similar.
Are Microsoft 365 specialists only for large businesses?
Not at all. In fact, smaller businesses often gain the most from third-party IT services. They provide a more cost-effective option than hiring a full in-house team for the same purpose.
How much do Microsoft 365 consultants cost?
Like all IT services, the cost will vary based on your size, industry, needs, and the company’s own pricing system. If you need a more specific answer, it is always best to ask for a quote.
Make Microsoft 365 work harder for your business
Microsoft 365 offers your business an unprecedented level of productivity and security, but only if you understand how to leverage it properly. Without the right knowledge, you could end up with severe inefficiencies, wasted money, and even a data breach. An experienced Microsoft 365 consultant can help you overcome these challenges, making the most of this powerful productivity suite and streamlining your IT infrastructure.
Are you ready to stop wasting your technology investments? We understand that it’s all about how you use your IT, and provide the expert guidance you need to make smarter decisions. If you’d like to chat about your needs, get in touch with a consultant.