In today’s business environment, software solutions like Office 365 (O365) and Microsoft 365 (M365) are essential for daily operations. These platforms offer a wide range of tools that enhance productivity and collaboration. However, many organizations may be overpaying for licenses that are not fully utilized, or they may lack the necessary functionality to support their teams effectively. This is where an O365 / M365 profile assessment becomes invaluable.
What is an O365 / M365 profile assessment?
A profile assessment is an in-depth analysis of how your organization currently uses O365 and M365. It maps out existing license profiles, application usage, and the actual needs of your employees. This helps you quickly identify where your organization may be overpaying for unused licenses or falling short in functionality.
A key aspect of this assessment is creating the right user profiles, also known as “right-sizing.” This involves tailoring licenses to the specific needs of different groups of employees. By customizing these profiles, you not only save on costs but also streamline license management.
- Optimize your license costs
Microsoft offers various licensing models and bundles for O365 and M365, each with different pricing and functionalities. Without a clear understanding of actual usage, organizations risk overpaying. A detailed profile assessment can result in significant cost savings by identifying unused licenses and finding opportunities to reduce costs, such as downgrading to more affordable options.
- Maximize the value of your software investment
Having the right license for the right user can make a huge difference in productivity. When employees have access to the tools they truly need, it not only increases their effectiveness but also reduces frustration caused by limited software access.
A profile assessment ensures that every employee has the necessary tools to perform at their best, leading to higher employee satisfaction and a more efficient work environment.
- Gain insight into actual usage
Many organizations base their license purchases on assumptions about what employees need, without having full insight into actual usage. In our process, we conduct workshops to work with the client to determine which functionalities are currently being used and what solutions are needed to effectively support employees in their work. This approach helps in making well-informed decisions about future software investments, based on the actual needs of the employees.
- Avoid a one-size-fits-all solution
A one-size-fits-all approach to license management is rarely the best choice. Microsoft often offers full suites, like M365 E3 or M365 E5, with the promise of significant discounts. While this might seem attractive, you ultimately end up paying for features your organization doesn’t need. Even with a discount, purchasing unnecessary products is still an avoidable expense.
By establishing differentiated user profiles tailored to the specific needs of your employees, you ensure that each user has the right tools without incurring unnecessary costs. For example, healthcare providers, administrative staff, and warehouse workers often have different IT requirements. By creating multiple user profiles, you can match your licenses precisely to their needs.
- Prepare for negotiations
Armed with the data from a profile assessment, you’ll be better prepared for contract negotiations with Microsoft. Concrete data strengthens your position and helps you secure the best deal for your organization. This is especially important as Microsoft frequently adjusts its licensing models, making it crucial to stay informed about these changes.
BeSharp Experts: Your independent advisor
At BeSharp Experts, our independence sets us apart. Unlike many other consultants, we have no partnership with Microsoft and no interest in selling licenses. This allows us to provide objective advice that is solely in the best interest of our clients. With over 15 years of experience in contract negotiations and software license optimization, we help organizations get the maximum value from their Microsoft investments.
In conclusion
An O365 / M365 profile assessment is an essential step for organizations looking to optimize their software investments and maintain control over their licensing costs. Avoiding a one-size-fits-all approach and creating tailored user profiles is crucial for saving costs and increasing efficiency.
Would you like to optimize your license management and avoid unnecessary costs? Contact us today to discover how we can help you get the most out of your Microsoft investments.