Maximizing Productivity with Microsoft 365: Are You Using Its Full Potential?

Productivity tools play a vital role in optimizing business operations, and at the forefront of these tools is Microsoft 365. While the subscriptions offer a wide range of applications, many organizations fall short of fully leveraging the diverse array of tools available to them. In this blog post, we delve into the reasons why organizations may not be harnessing the full capability of your Microsoft 365 subscriptions and provide insights on specific applications and how you can maximize the value of these powerful resources.

A recent study conducted by Microsoft sheds light on the significant impact that effective utilization of Microsoft 365 can have on productivity levels. Revealing that the suite of tools has the potential to boost user productivity by an impressive hour per week per employee, the study emphasizes the value of optimizing the utilization of Microsoft 365 applications. For an organization with a workforce of 70 employees, this enhancement amounts to a remarkable 3,500 person-hours of productivity gained annually.

The key to unlocking this unprecedented increase in productivity lies in effectively utilizing all the applications that Microsoft 365 has to offer. By harnessing the full potential of each app, you can pave the way for significant time savings, ultimately leading to heightened efficiency and performance across the board.
 

Factors Hindering Full Utilization:
There are some factors contributing to the underutilization of these apps within an organization:

1. Lack of Training: Employees may not be adequately trained on how to use all the features and tools available within Microsoft 365.
2. Limited Awareness: Some organizations may not be fully aware of all the features included in their subscription and how these features can benefit their operations.
3. Resistance to Change: Employees may be resistant to change and prefer to stick to familiar tools and workflows rather than exploring new features within Microsoft 365.
4. Inadequate Implementation: Businesses may not have effectively implemented Microsoft 365 across all departments or integrated it into their existing workflows, leading to underutilization.
5. Subscription Complexity: Microsoft 365 offers various subscription plans with different features and pricing tiers. Some businesses may have subscribed to plans that don't align with their actual needs, resulting in underutilization of certain features.

To address these challenges and ensure you fully leverage your Microsoft 365 investment, it's essential to provide comprehensive training to your employees, regularly communicate updates and new features, and assess their usage patterns to identify areas for improvement. Additionally, working with Microsoft partners, like K Group Companies, can help you optimize your Microsoft 365 deployment and maximize your return on investment.

Overlooked Key Applications:

We’ve all used Word, Excel, Outlook, and PowerPoint, but what about Entra ID, Intune, or Copilot? These are some of the applications that are commonly overlooked and may be included in your plan already. Here are some of the apps that may be overlooked but certainly should be included in your business operations:

1. Microsoft Teams – Is a workspace for real-time collaboration and communication, meetings, file and app sharing. It's a great way to stay connected with hybrid or remote workers, limit the abundance of emails, and integrate into your phone system for easy communication and compatibility.
2. Microsoft SharePoint – Your employees can use it to create sites to share documents and information with colleagues, partners, and customers. This cloud-based option is a secure and safe place to share business data.
3. Microsoft Entra ID – Microsoft Entra ID is an integrated cloud identity and access solution offering a comprehensive set of features for managing user identities, controlling access to resources, and ensuring robust security measures. Organizations leverage Entra ID for common use cases such as streamlining authentication processes, enhancing user productivity, and protecting sensitive data.
4. Microsoft Intune – This tool is a cloud-based endpoint management solution. It manages user access to organizational resources and simplifies app and device management across your many devices, desktop computers, and virtual endpoints. Enables IT to configure and protect endpoints for better hybrid work experiences.
5. Microsoft Co-pilot – An AI-powered assistant designed to simplify your workflow and boost productivity. Whether you’re working on a project, collaborating with team members, or writing a document, Copilot provides intelligent suggestions, generates insights, and automates repetitive tasks.

These applications and others from Microsoft offer your organization tools that can revolutionize collaboration, heighten data security, and streamline workflows, setting the stage for sustained growth and success.

Microsoft 365 is not merely a collection of applications but a gateway to enhanced productivity and efficiency within your organization. By recognizing and addressing the factors that contribute to underutilization, you can unlock the full potential of your subscriptions and pave the way for unprecedented productivity gains.

K Group Companies plays a critical role in supporting organizations to optimize their use of Microsoft 365 applications. Our team of experts is here to address any questions you may have, offer training for your employees, and provide guidance on maximizing the potential of these tools within your organization. Do not hesitate to contact us online or give us a call at 616-235-6860 for personalized assistance and support.