It seems like features and functionality are changing constantly within our Microsoft 365 tenant. It can be overwhelming when seeking to maximize your M365 investment. It’s best to start with the basics as we find most companies are not embracing most of the common productivity and collaboration tools.
Recommendations for individual users – master the use and workflow of 1 or 2 features and resist jumping around to check out the next shiny object.
Small and mid-sized businesses (SMBs) need tools that not only enhance productivity but also streamline operations and foster collaboration. Microsoft 365 is a powerful suite that offers these capabilities and more. However, to truly get the most out of your investment, it’s essential to understand how to effectively adopt and use Microsoft 365 within your organization.
Microsoft 365 is designed to provide a comprehensive solution for businesses of all sizes. It includes familiar applications like Word, Excel, and PowerPoint. Also, powerful collaboration tools such as Teams, SharePoint, and OneDrive. There are lesser-known tools such as Power BI and Power Apps that can streamline processes and enhance business profitability. For SMBs, Microsoft 365 offers flexibility to scale and adapt to changing business needs, making it an ideal choice for growing companies.
Training and Onboarding: One of the first steps in adopting Microsoft 365 is ensuring that your team is well-trained. Utilize the various training resources available to help your employees become proficient in using the tools. Providing on-demand training and validating skills through certifications can also boost confidence and productivity.
Viva Learning – an app that integrates with Teams
The AME Group’s Security Awareness Training
BrainStorm solutions | Microsoft 365
Integration with Business Processes: Microsoft 365 should be integrated seamlessly into your existing business processes. This means leveraging tools like Teams for communication, SharePoint for document management, and OneDrive for cloud storage. By embedding these tools into daily workflows, employees can work more efficiently and collaboratively.
Utilizing Adoption Metrics: Monitoring the adoption and usage of Microsoft 365 within your tenant is crucial. These metrics can provide insights into how employees are using the tools and identify areas where additional training or support may be needed. Regularly reviewing these metrics can help you make informed decisions to optimize usage.
Also utilize Microsoft’s Experience Insight’s Dashboard to understand usage by your organization. This can help you pinpoint areas of improvement and training opportunities.
Leverage Advanced Features: Microsoft 365 offers a range of advanced features that can enhance productivity. For example, Microsoft Copilot can assist with tasks such as drafting emails, creating presentations, and analyzing data. Encouraging employees to explore and utilize these features can lead to significant efficiency gains.
Copilot Chat comes with every license. It’s the basic AI chat tool that helps you craft better communication faster. You still have to edit and make sure it’s accurate and conveys your point.
Copilot Pro requires an additional license. This AI tool can be used within every M365 application and offers more features and functionality than Copliot Chat.
Best Reasons to use Copilot AI
It pulls from your company data. It also incorporates information from the public web but just think how long it can take to search for a file you forgot the name. It can help by searching content. It’s great for summarizing long email chains, multiple documents, meetings you’ve missed.
It is private and secure. You don’t have to worry about your employees putting client data or business intel into a public AI chatbot.
Security and Compliance: Ensuring the security of your data is paramount. Microsoft 365 includes security features such as multi-factor authentication, data encryption, and advanced threat protection. Regularly reviewing and updating your security settings can help protect your business from cyber threats.
Continuous Improvement: Our digital world is constantly evolving, and so should your use of Microsoft 365. Stay updated with the latest features and best practices by participating in webinars, reading blogs, and engaging with the Microsoft community. Continuous learning and improvement will ensure that your business remains competitive and agile. Check out Microsoft’s Champion Program.
Power BI is a powerful business analytics tool within the Microsoft 365 suite that can transform the way SMBs handle data. It offers interactive visualizations and business intelligence capabilities that help organizations make data-driven decisions. With Power BI, SMBs can create detailed reports and dashboards that provide real-time insights into key performance indicators (KPIs), customer behavior, and market trends. This enables businesses to optimize inventory, refine marketing strategies, and improve overall efficiency without the need for large capital investments. Additionally, Power BI’s scalable solutions ensure that as your business grows, your analytics capabilities can expand to meet increasing data demands.
The AME Group uses PowerBI to visualize survey data and financials. We also pull valuable client insights into a executive report we utilize for Quarterly Business Reviews.
OneDrive is an essential tool for SMBs looking to enhance their cloud storage capabilities. To use OneDrive effectively, start by integrating it with your existing Microsoft 365 applications, such as Teams, Word, and Excel. This seamless integration allows for easy file sharing and collaboration across your organization.
The best thing about OneDrive. It offers automatic backups and scalable storage solutions, ensuring that your data is secure and accessible from any device. File versioning and automatic saving is a life-saver! You can also have offline access, to maximize productivity and minimize disruptions.
By leveraging OneDrive’s capabilities, SMBs can create a centralized database that supports efficient workflows and enhances overall business operations.
SharePoint is a robust tool that can significantly enhance business efficiency and collaboration. Here are some tips for using SharePoint effectively in your SMB:
Publish Information Quickly: SharePoint allows you to distribute documents swiftly to the entire organization or specific groups, eliminating redundancy and consolidating information. This ensures that everyone has access to the same information at the same time.
Communicate During Meetings: Use SharePoint to share live documents during virtual meetings, enabling participants to collaborate on-the-fly and get more done. This can enhance the productivity of your meetings and ensure that everyone is on the same page.
Task and Assignment Lists: Instead of sending tasks and assignments directly to employees, publish them in SharePoint. This increases visibility and transparency, ensuring that all team members know what is being worked on and the status of each task.
Document Sharing and Collaboration: SharePoint excels in document sharing and collaboration, allowing multiple individuals to work on documents without fear of overwriting each other’s work. Make SharePoint the standard for document storage and sharing to improve efficiency.
Personal Documents and Notes: SharePoint can also be used for personal document storage and note-taking. This ensures that personal work documents remain within the company’s servers and makes it easier for employees to work across multiple platforms and systems.
Customer and Member Portals: SharePoint can be configured to grant access to members and clients, making it a versatile tool for both internal and external use. This can enhance customer engagement and streamline interactions with clients.
Microsoft Planner is an excellent task management tool that can help SMBs organize and manage their projects more effectively. It offers a user-friendly interface that allows teams to create, assign, and track tasks with ease. Planner’s visual boards and cards make it simple to see the status of tasks at a glance, promoting clarity and organization.
Additionally, Planner integrates seamlessly with other Microsoft 365 applications, such as Teams and SharePoint, enabling real-time collaboration and communication. By using Microsoft Planner, SMBs can enhance productivity, streamline project management, and ensure that all team members are aligned and working towards common goals.
Microsoft Forms is a versatile tool that empowers SMBs to create custom surveys, quizzes, and forms with ease. Its intuitive drag-and-drop interface makes form creation quick and hassle-free, allowing businesses to gather valuable feedback and insights from customers and employees. Forms integrate seamlessly with other Microsoft 365 applications, such as Excel and SharePoint, enabling efficient data analysis and storage.
Additionally, Forms supports collaborative and external participation, making it ideal for conducting satisfaction surveys, event RSVPs, and more. By leveraging Microsoft Forms, SMBs can streamline their data collection processes and make informed decisions based on real-time feedback.
The AME Group utilized Microsoft Forms for client surveys. The survey information is updated to a spreadsheet that is attached to a Power BI for visualizing and analyzing the data.
Microsoft Stream is a powerful video service within the Microsoft 365 suite that can significantly enhance communication and learning within SMBs. It allows businesses to securely upload, share, and manage video content, making it an invaluable tool for training, communication, and knowledge sharing. Stream’s integration with other Microsoft 365 applications, such as Teams and SharePoint, ensures a seamless collaborative experience.
Additionally, Stream offers features like AI-powered search, automatic transcription, and live events, which can boost engagement and accessibility. By leveraging Microsoft Stream, SMBs can foster a more connected and informed workforce, ultimately driving productivity and growth
Microsoft To Do is a simple yet powerful task management tool that can help SMBs stay organized and productive. It allows users to create, manage, and prioritize tasks with ease. To Do integrates seamlessly with other Microsoft 365 applications, such as Outlook and Teams, enabling real-time collaboration and communication. Its intuitive interface and customizable lists make it easy for employees to track their progress and stay on top of their responsibilities.
By using Microsoft To Do, SMBs can enhance productivity, streamline task management, and ensure that all team members are aligned and working towards common goals.
Microsoft Sway is a versatile tool that allows SMBs to create visually compelling newsletters, reports, single-page websites, and interactive presentations. It is optimized for mobile use, making it ideal for an increasingly mobile workforce. Sway’s intuitive drag-and-drop interface makes it easy to create professional-looking content without the need for extensive design skills. Additionally, Sway integrates seamlessly with other Microsoft 365 applications, enabling efficient content sharing and collaboration. By leveraging Microsoft Sway, SMBs can enhance their communication efforts, engage their audience more effectively, and present information in a visually appealing manner.
The AME Group utilized Sway for our weekly employee newsletter. It’s great for presenting information, but it doesn’t allow for commenting and reacting.
Microsoft Teams is a powerful collaboration tool that can significantly enhance communication and teamwork within SMBs. To use Teams effectively, start by integrating it with your existing Microsoft 365 applications, such as Outlook, SharePoint, and OneDrive. This seamless integration allows for easy file sharing, real-time collaboration, and efficient communication across your organization. Utilize Teams’ features, such as channels, chat, and video conferencing, to create a centralized hub for all your team’s activities. Encourage your team to use Teams for project management, brainstorming sessions, and daily check-ins to foster a collaborative and productive work environment. By leveraging Microsoft Teams, SMBs can streamline their workflows, improve communication, and enhance overall business operations.
The AME Group holds all internal meetings and calls using Teams. It is great for sharing materials for collaboration during meeting. Messaging is a favorite tool.
Microsoft Outlook is a comprehensive email and calendar application that can help SMBs manage their communications and schedules efficiently. To use Outlook effectively, start by organizing your inbox with folders and rules to keep your emails sorted and easy to find. Utilize Outlook’s calendar features to schedule meetings, set reminders, and share your availability with colleagues. Take advantage of Outlook’s integration with other Microsoft 365 applications, such as Teams and OneDrive, to streamline your workflow and enhance collaboration. Additionally, explore Outlook’s advanced features, such as email templates, keyboard shortcuts, and automation tools, to save time and increase productivity. By using Microsoft Outlook effectively, SMBs can improve their communication, stay organized, and manage their time more efficiently.
One of the best features of Outlook is the ability to create groups to streamline initiatives. You’ll never leave out a core person or department, and everyone will have easy access to all communication and files.
Partnering with a managed IT services provider can significantly enhance the setup and support of your Microsoft tenant, ensuring you get the most out of its features and security. Managed service providers (MSPs) offer proactive management and continuous monitoring of your IT infrastructure, which helps in identifying and resolving issues before they escalate. They provide cost-effective solutions by offering expert support without the overhead of full-time salaries and benefits.
MSPs also ensure that your IT infrastructure evolves with your business growth, providing scalable solutions that meet increasing demands. Additionally, MSPs offer enhanced security by implementing best practices and continuous monitoring, protecting your business from cyber threats. By working with a managed IT services provider, SMBs can focus on their core business objectives while enjoying the benefits of a well-managed and secure IT environment.
Adopting and effectively using Microsoft 365 can transform the way your SMB operates, driving productivity, collaboration, and growth. By following these strategies and leveraging the powerful tools within Microsoft 365, you can maximize your investment and set your business up for success.
References
[1] Microsoft 365 for Small and Medium Business – Microsoft Adoption
[2] Microsoft 365 Adoption Guide
[3] Microsoft 365 for Small and medium business | Microsoft 365 Blog
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