When every dollar counts, a closer look at Microsoft 365 could reveal unused licences, overlapping costs and tools your business is already paying for.
For small businesses watching every dollar, regular expenses deserve regular attention. Supplier invoices get questioned. Electricity plans get compared. Major purchases are carefully considered.
Then there is Microsoft 365.
The team needs email, Word and Excel, so the subscription is treated as essential. The payment goes through, everyone carries on working, and the bill can become something nobody looks at too closely.
Yet an essential service still deserves a review. Who is using it? What does each person need? And how much value is the business actually getting from it?
Businesses Change. Do Their Licences?
Microsoft 365 subscriptions can grow gradually. A new employee joins, another licence is added. A contractor needs access for a project. Someone requests extra features.
Over time, the setup can become a record of what the business once needed.
A useful review compares the licences being paid for with current staff, their roles and the tools they use. It can identify unused licences, accounts belonging to former employees and plans that deserve a closer look.
Simply unassigning a licence does not necessarily reduce the bill. The paid subscription quantity also needs to be reviewed, and the timing of any savings depends on the subscription terms and renewal arrangements. Business emails, files and security requirements should be considered before changes are made.
Giving someone a lower-cost plan also needs careful consideration. Their desktop applications, storage, security and management requirements all matter.
Are You Paying Twice for the Same Job?
Software subscriptions often arrive one at a time. A team signs up for a file-sharing service. Another department buys a collaboration tool. A separate application is introduced to solve an immediate problem.
Each purchase may make sense on its own. Together, they can create overlapping costs.
Depending on the Microsoft 365 plan, the business may already have tools that could meet some of those needs. Reviewing separate subscriptions alongside the features already available can help identify opportunities to simplify.
The questions are straightforward: what does each application do, who uses it, and what would be lost if the business changed how that task was handled?
The Cost That Never Appears on the Invoice
There is also a cost in paying for useful tools while continuing to work in ways that create extra administration.
Think about a document emailed to three colleagues for feedback. Three edited copies come back. Someone then has to combine the changes and work out which version is current.
With suitable Microsoft 365 applications and documents stored in OneDrive or SharePoint, colleagues can work together on the same file. Clear sharing permissions and a consistent approach to storing documents can make everyday collaboration easier.
The opportunity is practical: fewer copies to reconcile, less time spent searching and a clearer place to find the information people need.
A little guidance and training can help staff use the tools available to them more confidently.
Five Questions Worth Asking
A Microsoft 365 review can start with five simple questions:
- How many licences are we paying for, and who is using them?
- Does each person’s plan suit their role and security requirements?
- Are separate subscriptions duplicating tools we already have?
- Which included features could make everyday work easier?
- Who is responsible for reviewing licences and renewal dates?
These questions deserve attention whenever staffing or business needs change, as well as before a subscription renews.
Get More Value From Microsoft 365 With GenesysTel
GenesysTel’s Managed 365 service helps businesses manage their Microsoft 365 environment, including licensing, configuration, security and ongoing support.
Its approach includes aligning licences with business needs and helping employees make better use of the platform through guidance and training.
For a small business keeping a close eye on costs, that creates an opportunity to review both the subscription bill and the way the team works.
Make your Microsoft 365 subscription part of your next business cost review. Speak with GenesysTel about Managed 365 or call 1300 836 500.
