Running a business is hard work, so having programs that help to make it easier is a must. Microsoft 365 (MS 365) is an essential addition to your business, as it is a whole package of products and solutions that give both employers- and their employees- everything that they need to work effectively and efficiently.
Why You Need Microsoft 365 For Your Business
Formerly Office 365, Microsoft 365 brings many crucial benefits that can help individual businesses to overcome their own specific challenges. Let’s look at some of the most common challenges that businesses face.
Keeping Software Updated
When it comes to updating their software, most people push it off and eventually forget about it until something goes wrong with their device.
There are several risks to not keeping your software up to date, including opening your device up to potential cyber-attacks due to not having the latest security updates. Having outdated software doesn’t just leave your devices vulnerable to attacks though, as it could potentially lead to your devices slowing down, or in extreme cases you might even experience total system failure.
With Microsoft 365, you don’t have to worry about your IT team manually updating your MS 365 programs, as all software updates are automatically controlled and applied when they are released. This means that your staff always have access to the very latest versions of the software so they can start benefiting from the latest updates as soon as they are rolled out.
Data Security Concerns
Feeling concerned over how secure your data comes with owning a business. After all, as well as keeping your own data secure, you also have the responsibility of keeping your customers/client’s sensitive information protected.
Microsoft 365 has industry-leading accreditations and certifications, as well as top-of-the-line product security.
With Microsoft’s continuous threat protection, device management and information protection policies that are included with almost all Microsoft 365 packages, you can be sure that your data is protected and secure.
For more information on cyber security and other programs that you can use to keep your data safe, click here.
Emails and Calendar Not Being Linked
It can be difficult to remember deadlines, appointments, and meetings, especially if they aren’t written down somewhere.
Fortunately, Microsoft 365 automatically synchronises your email, contacts, and calendar across all your devices, which means that there are no more excuses for forgetting your appointments!
Outlook also seamlessly integrates with the Office suite, allowing users to email files easily in just a few clicks.
Staff Not Being Able to Collaborate on The Same Document
If you have ever wished that you could work on a document at the same time as your colleague, you aren’t alone. Not being able to collaborate on the same document simultaneously can be a real headache and can cause issues with wasting time and deadlines.
Microsoft SharePoint is a cloud-based service that helps organisations share and manage content, knowledge, and applications.
This allows effortless collaboration on documents since multiple users of the SharePoint site can access and edit documents at the same time. Microsoft Teams also uses the SharePoint structure for its file storage making file access and collaboration possible via Teams.
Staff Being Unable to Access Work Outside of The Office
When employees are out of the office, for reasons such as working from home, they may find it difficult to access their work. There may be a deadline looming, and it doesn’t get completed on time due to issues with accessing work documents.
Fortunately, all Office apps- as well as the full Office suite- can be accessed from any device and on any platform, as long as you are connected to the internet. This means that staff that are often away from the office can still access their work on the go.
As well as Office apps, Microsoft also offers Windows Virtual Desktop, now known as Azure Virtual Desktop, which is a cloud-based service that enables users to access their work desktop- and desktop applications- from anywhere, providing you have an Internet connection. This might be on phone, laptop, tablet, or computer as WVD (Windows Virtual Desktop) can be accessed on practically any device.
Staff Using Different Devices
When staff use different devices for their work, it can cause incompatibility issues and general IT problems. After all, Apple products don’t tend to have Android features and vice versa.
Microsoft 365 can be accessed from any device (phone, tablet, or desktop), and from any platform (Android, iOS, or Windows), provided that there is an internet connection available. What makes this even better is that every user can install Microsoft Office on up to 15 devices (5 smartphones, 5 tablets and 5 desktops), so they really can work in any place, at any time.
Microsoft 365, and Office 365 respectively, offer many useful software programs that include, but are not limited to, the following:
These programs are some of the most crucial features Microsoft 365 can provide for your business. Let’s look at what each of these programs offers.
There are several things that you can do with Microsoft Teams, such as online video calling and screen sharing, audio conferencing and messaging.
It also allows you to store your documents in SharePoint so that you can share files with your colleagues as well as giving you and your colleagues the ability to simultaneously work on the same document.
You can even create a planner, which is extremely useful as it can be used to assign tasks to specific people.
Microsoft Word’s basic function is to create text documents. Within the program itself, it provides the user with a multitude of options for creating, editing, and formatting the documents they make.
This includes being able to add images to your documents, detecting grammatical errors and being able to insert things such as graphs and tables into your work.
Excel at its core is spreadsheet software that is typically used to store and sort data, produce graphs and charts, and perform financial analysis.
It is also commonly used in business for project management, performance reporting and managing programs.
It is used across all business functions and at companies from small to large.
Microsoft Outlook is a personal information manager software system that can be used on computers, laptops, tablets, and mobile phones.
It can not only be used to send and receive email messages but also to manage your calendar, track your tasks and store the names and numbers of your contacts.
This feature is an application creator that enables users to build mobile and web-based forms and apps with low or no code.
The apps that it enables can interact with data sources and services within the Microsoft 365 ecosystem.
This software system can be used for multiple processes involving workflow, automation, data visualisation and reporting, collaboration and more.
Power Automate (Formerly Microsoft Flow)
Flow is a process and task automation tool that helps connect different applications and services together.
Power Automate’s most common use is to trigger notifications when something happens.
These notifications can be in the form of emails, text messages, or push notifications on your phone.
There are other uses for it though, such as synchronising files and collecting data.
Microsoft 365 Packages
The services and programs available in your Microsoft 365 subscription depends on your requirements. We can help you to decide which plan is suitable for you and your business. The Microsoft 365 plans can be mixed and matched, so if some services aren’t needed for some users, you don’t pay for them. At Flyford Connect, our clients primarily use one of four Microsoft 365 plans. Those plans are:
- Microsoft 365 Business Basic (formerly Office 365 Business Essentials)
- Microsoft 365 Business Standard (formerly Office 365 Business Premium)
- Microsoft 365 Business Premium (formerly Microsoft 365 Business)
- Microsoft 365 Apps
For larger businesses, the Enterprise packages are a better fit. More information on Enterprise licenses is available on request.
Microsoft 365 Business Basic
With this package, you receive Microsoft Teams and access to SharePoint, along with web and mobile versions of Outlook, Word, Excel, PowerPoint, and OneNote.
As well as this, you receive a 50GB email mailbox, as well as 1TB of OneDrive storage for file storage and sharing.
Microsoft 365 Business Standard
The Business Standard package offers all the features that the Business Basic plan has, but you also get access to Microsoft Bookings, which allows users to view, manage and schedule appointments, as well as getting access to desktop versions of Office 365 apps for PC or Mac.
Microsoft 365 Business Premium
Business Premium includes everything that the Microsoft 365 Business Standard package has to offer, with the additional add-ons of advanced cyber threat protection and device management that improve security for your business environment.
This plan is more expensive than Business Basic and Business Standard, but as it has advanced threat protection as well as PC and mobile device management, this plan is more than worth it.
Microsoft 365 Apps
This package comes with exactly what the name suggests, Microsoft Apps! You get full access to both the web and mobile versions of Office apps, as well as the desktop versions too.
Microsoft Forms also comes included, which can be used to gather feedback from your customers and employees. As with Microsoft 365 Business Basic, you get 1TB of OneDrive storage for file storage and sharing, as well as being able to access and synchronise files on PC or Mac and mobile devices.
More information on Microsoft 365 can be found on our MS 365 page and Microsoft’s official website.
While Microsoft 365 isn’t a requirement for having a business, it is packed full of advantages.
If you would like to know more about how the packages that we offer can help to optimise your business, then we are more than happy for you to reach out. We can arrange an initial chat to discuss your business requirements and provide advice.
You can contact us through the details listed below: