There are around 5.5 million small and medium-sized businesses (SMBs) in the UK. Every business owner and manager knows that the trading environment is tough and getting tougher. Today, SMBs need to leverage every tool at their disposal to stay competitive. Microsoft 365 offers a comprehensive suite of tools designed to enhance productivity, efficiency, and security. However, many businesses only use a fraction of what this powerful platform can do. This article explores how SMBs can maximise their use of Microsoft 365 to drive success.
Why Microsoft 365?
Microsoft 365 is more than just a collection of apps like Word, Excel and PowerPoint; it’s a robust ecosystem that integrates seamlessly to support various business functions. From email and document management to collaboration and security, Microsoft 365 provides everything organisations need to operate efficiently. But to truly benefit, businesses must optimise their use of these tools.
Increase Productivity
One of the main features of Microsoft 365 is its ability to help improve productivity. Take Outlook email, for example. By using the Focused Inbox feature, businesses can ensure that important emails are prioritised, reducing the amount of time needlessly wasted sifting through non-essential content. Custom email signatures can also enhance professionalism and brand consistency.
Microsoft Teams is another game-changing application. By creating dedicated channels for different projects or departments, Teams can keep conversations organised and easily accessible. Customising notifications ensures that team members are alerted to important updates without being overwhelmed by constant pings. Additionally, using tabs to access shared files and resources directly within Teams saves time and streamlines workflows.
Improve Efficiency with Automation
Automation is a key component of Microsoft 365 that can significantly improve efficiency. Power Automate allows businesses to create automated workflows, reducing the need for repetitive tasks. For instance, a small business could set up a flow to automatically sort and archive emails based on specific criteria, freeing up valuable time for more strategic activities.
Power BI takes data analysis to a whole new level by enabling businesses to create insightful reports and dashboards. This helps in making informed decisions quickly, which is crucial for staying competitive. Imagine a retail business using Power BI to track sales trends and inventory levels in real-time, allowing them to respond quickly to customer demands. It could also allow a retailer to save money by identifying less popular items that may be reduced or removed from inventory.
Microsoft 365 Copilot AI assistant can help small businesses increase productivity by automating routine tasks, such as generating presentations and summarising meetings, allowing employees to focus on more critical activities. By integrating seamlessly with tools like Teams, Outlook, and Word, Copilot provides a tailored experience that supports core business functions and improves efficiency.
Strengthen Security
Today, no business or individual is immune from cyber threats. Microsoft 365 offers robust solutions to protect sensitive information. Multi-Factor Authentication (MFA) adds an extra layer of security, making it harder for unauthorised users to gain access. Data Loss Prevention (DLP) policies help safeguard confidential data by preventing it from being shared outside the organisation.
For businesses with mobile workforces, Microsoft Intune ensures that all devices accessing company data comply with security protocols. This is particularly important for protecting against data breaches and ensuring that employees can work securely from anywhere. In the retail sector, sales staff frequently use tablets or mobile devices to check inventory and process payments. With Intune, you can effectively manage these devices, ensuring they are always updated with the latest security patches and only have access to essential business applications.
Microsoft Copilot can enhance security by ensuring that all interactions with work data remain private and secure, leveraging enterprise-grade security measures. This means sensitive information is protected, reducing the risk of data breaches and ensuring compliance with security protocols.
Real-World Scenario: The Shopping Centre
Consider a shopping centre management team that utilizes Microsoft 365 to streamline operations and enhance communication. The management team can use Microsoft Teams to create channels for different departments such as security, maintenance, and tenant relations. This ensures that all relevant information is shared efficiently and that team members can collaborate in real-time.
For example, the security team can use Teams to report incidents immediately, share footage from security cameras, and coordinate responses. The maintenance team can schedule and track repairs using Planner, ensuring that all tasks are completed on time and that everyone is aware of ongoing work. SharePoint can be used to store important documents such as lease agreements and maintenance records, making them easily accessible to authorised personnel.
Additionally, the management team can use Power BI to analyse foot traffic data, sales trends, and tenant performance. This allows them to make informed decisions about marketing strategies, tenant mix, and facility improvements. By integrating Power Automate, they can automate routine tasks such as sending reminders for lease renewals or generating monthly performance reports.
By leveraging the full suite of Microsoft 365 tools, the shopping centre management team can improve efficiency, enhance communication, and make data-driven decisions that benefit both the tenants and the visitors.
Get Started
Maximising the use of Microsoft 365 can transform the way smaller businesses operate, driving productivity, efficiency, and security. By optimising features like Outlook, Teams, Power Automate, and Power BI, businesses can streamline their workflows and make more informed decisions. Ensuring robust security measures with MFA, DLP, and Intune will protect valuable data and build trust with customers and suppliers.
Start your journey to enhanced productivity and security. Our experts can provide a customised solution to help you maximise your Microsoft 365 subscription.
Contact Modern Networks today to learn more.
References
Official statistics: Business population estimates for the UK and regions 2023
