Microsoft 365 has revolutionised the way we work, especially for small businesses, providing a comprehensive suite of productivity tools that improve collaboration, communication, and efficiency in any workplace. Despite the numerous benefits, however, many users are not making full use of their license. To help you get the most out of your Microsoft 365 license for your business, this article will discuss the benefits of Microsoft 365 and how to make sure you’re getting the most from your licence.
What is Microsoft 365?
Microsoft 365 is a subscription-based productivity suite that includes a range of powerful tools to help businesses operate more efficiently and effectively. This cloud-based service is an all-in-one solution that provides a range of applications, including popular apps like Microsoft Word, Excel, and PowerPoint, as well as business-class email, collaboration tools, and advanced security features.
One of the most attractive aspects of Microsoft 365 is the ability to work from anywhere, with access to all your data and files from any device with an internet connection. This makes it easier to stay connected, work remotely, and collaborate with colleagues from different locations, which is essential in today’s fast-paced business environment.
Overall, Microsoft 365 is an incredibly powerful tool for businesses of all sizes, providing everything you need to stay productive, connected, and secure in one convenient package.
Document Management: OneDrive and SharePoint
OneDrive allows for easy storage, sharing, and collaboration of individual files, while SharePoint allows for more robust team collaboration and document management.
With OneDrive, users can access their files from anywhere, on any device, and easily share them with others both inside and outside of the organisation. The files are automatically synced, ensuring that the most up-to-date version is always available. OneDrive also offers built-in security features such as encryption and password protection.
SharePoint, on the other hand, provides a more comprehensive platform for team collaboration and document management. Teams can create and store documents in SharePoint libraries, which can then be accessed and edited by team members in real-time. SharePoint also allows for customisable workflows, ensuring that documents are properly reviewed and approved before being published or shared.
However, many business owners do not take full advantage of these document management tools. They may not be using the collaboration features effectively, or may not be properly organising their documents. To get the most value from their Microsoft 365 license, business owners should assess their current usage and look for ways to optimise their document management processes. This may include implementing better file naming conventions, creating a centralised location for all documents, and ensuring that team members are properly trained on the available features. By optimising their use of OneDrive and SharePoint, business owners can improve team collaboration, streamline document management, and ultimately get full value from their Microsoft 365 license.
Communication and Collaboration: MS Teams
With Teams, you can create virtual workspaces that enable your team members to collaborate on projects in real time. You can hold virtual meetings, share files, chat, and even call colleagues through this platform. It integrates with other Microsoft apps like OneDrive, SharePoint, and Outlook, allowing for seamless collaboration and productivity.
To optimise your use of Teams, ensure that you’re utilising all its features, such as video conferencing and file sharing. Encourage your team members to adopt this platform and provide training sessions to ensure everyone knows how to use it effectively.
Process Automation: Power Automate
Power Automate is a fantastic tool for businesses that are looking to improve their overall efficiency and productivity. With this tool, businesses can automate a variety of different processes, allowing them to spend more time focusing on their core operations.
One of the main advantages of Power Automate is that it allows you to streamline your workflows. You can create automated processes that quickly and efficiently carry out tasks such as sending emails, creating documents, and updating spreadsheets. This can save your business a significant amount of time and help you to avoid errors and mistakes that can occur when these tasks are done manually.
Another great benefit of Power Automate is that it integrates seamlessly with other Microsoft 365 tools, such as OneDrive and SharePoint. This allows you to automate processes that involve these tools, making it even easier to streamline your workflows and improve productivity.
There are a few things that businesses should keep in mind when using Power Automate to ensure that they are getting the most out of their Microsoft 365 license. Firstly, it’s important to identify which processes can be automated and prioritize those that will have the greatest impact on your business. Secondly, it’s essential to make sure that you have the necessary data and information available to create effective workflows.
Improve Data Analysis: Power BI
Data analysis plays a crucial role in today’s businesses. It helps organisations make sense of vast amounts of data and convert them into actionable insights. With Microsoft 365’s Power BI, you have a powerful tool that lets you analyse your data like never before.
Power BI is a dynamic data visualisation tool that enables you to create custom reports and dashboards tailored to your business needs. It connects to a wide range of data sources, including Microsoft Excel, SQL Server, SharePoint, and cloud-based services like Salesforce, Google Analytics, and Dropbox.
Power BI’s interactive visualisation tool lets you view your data in real-time and help you identify trends and patterns. You can quickly analyse large datasets, create charts and graphs, and share your findings with others.
With Power BI, you can track key performance indicators (KPIs) and gain a deeper understanding of your business metrics. You can also create custom dashboards that display your most critical business data and get real-time alerts when something significant happens.
Another essential feature of Power BI is the ability to collaborate and share your insights with others. You can securely share your reports and visualisations with colleagues, stakeholders, and clients. With Power BI, you can even embed your dashboards and reports directly into your website or application.
Productivity, productivity, productivity!
The Microsoft 365 suite of applications is a powerhouse of productivity tools designed to streamline and improve business processes. In addition to the applications we’ve already covered, Microsoft 365 also includes the following tools:
Microsoft Planner
A visual task management solution that organises teamwork and increases productivity. With Planner, team members can create and assign tasks, track progress, and collaborate on project updates.
Microsoft Whiteboard
An infinite virtual whiteboard built into Teams. With Whiteboard, team members can brainstorm and collaborate on ideas in real-time, making it an ideal tool for remote teams. You can create diagrams, flowcharts, and other visual representations, making it easier to organise thoughts and ideas.
Microsoft Lists
Another piece of software designed to help you get the most out of your Microsoft 365 subscription. With Lists, you can create lists with features such as pre-built templates and the ability to track information and organise work. Whether you’re managing projects, keeping track of inventory, or just making a to-do list, Microsoft Lists has the features you need to stay organised and productive.
Getting the most out of your Microsoft 365 subscription
These are just some of the many features packed into a Microsoft 365 subscription. If would like to find out more, or if you would like a license review, get in touch with the experts at Lithium on 01259 727847 or email info@lithiumsystems.co.uk
*Some features mentioned in this article requires a Microsoft Business Premium subscription.
