Maximize the Value of Your Microsoft 365 Investments at Renewal Time###### Jason Webster

Field CTO, Microsoft 365 & Azure

Whether you have an upcoming renewal or are looking to expand your capabilities with Microsoft productivity and security, you want to get the most out of your investments.

Maximizing value means addressing several things:

• Identifying the solutions that are the right fit for your organization.
• Navigating complexity and purchasing the right bundles.
• Planning to install, configure, and manage new capabilities.
• Most importantly, ensuring your users know how to use the new tools they have. The first step is to understand your business and how Microsoft 365 productivity and security solutions solve needs.
  Do you need E (Enterprise), F (Frontline Worker), A (Education), or G (Government) series licensing?
  Maybe Business Premium is ideal for your growing business?
  Furthering that question, what is the ideal mix and match for E5, E3, etc.? As the M365 licensing site shows, you have options.

Deciding on the Right License Option

Answers to the licensing topics below are based on observations from working with numerous clients on how to sift through licensing options to make the right decision for their business.

– How Do You Choose the M365 Package That’s Right For You?

“It depends” is the honest answer anyone should give you at the start of the conversation. You must evaluate it based on the needs of the business, current solutions in place, and ability to implement new technology once procured. The most common outcome we see is a mix of M365 E3, F3, E5, F5, or the Security and Compliance E5 bundles.

– When is It Beneficial to Go Full E5?

I categorize Microsoft 365 E5 features into three groups: Productivity (Power Platform, Phones, etc.), Security (Defender Platform), and Compliance (Purview Platform). Financially, using an E5 bundle is sensible if you need two or more capabilities from these areas. From a capability standpoint, consolidating platforms simplifies management and reduces long-term costs, requiring less specialized vendor expertise.

It’s also common that an organization has compliance or security needs, but they already have investments elsewhere in one or the other. Procuring E5 allows vendor consolidation and streamlined management of both areas to reduce complexity and cost.

– Consolidating Existing Solutions After the Purchase

Developing a solution to service map (or GAP/Overlap analysis) that includes which solutions currently address the needs of the business, while documenting product costs, renewal dates, and dependencies allows you to build an effective timeline. Some Microsoft 365 benefits can be realized immediately. However, others can take time to effectively, plan, test, and execute in production. Developing a baseline for decision-making and a timeline for implementation is critical to the decision process.

– Do You Need the Advanced Security Features in E5?

If your organization deals with sensitive data or operates in a regulated industry, the advanced security features in E5 (like Microsoft Defender, Entra ID (fka Azure AD) Premium P2, and Advanced Threat Protection) can help reduce risk by protecting against cyber threats. Additionally, they can streamline compliance reporting and decrease risk through effective management tools.

If your business isn’t obligated to meet specific regulatory compliance, we still advise you to adopt and adhere to an appropriate industry standard to guide security decisions that adapt over time. The specific features you need can be easily identified through a GAP analysis.

– The End-User Impact is the Difference Between Success and Failure

With any technology change, success depends on effective utilization AFTER the change.

There are three core milestones to achieving success:

1. Product selection and procurement
2. Product installation and testing
3. Product value realization Until your users are effectively using M365 capabilities for the goals of the organization, you haven’t realized the value of what you’ve purchased. Planning for #2 (Implementation Plan, Budget, and Timeline) and #3 (Organizational Change Management) is just as important as #1. I’ve seen countless pieces of software operating as shelfware in businesses. Develop a timeline, resourcing plan, upskilling plan, and change management plan as part of your purchase decision.

– Don’t Leave Incentives on the Table

There are incentives in the form of discounts, implementation support, educational workshops, and concierge guidance available for businesses of all sizes. Include those in your planning and ensure you get the maximum value out of your planned investments.

– The Microsoft 365 Roadmap

The Microsoft 365 Roadmap is an active workshop designed to support a business looking to understand how an investment in Microsoft 365 solutions can increase productivity, security, and management time for their end users. Those looking to get the right fit for their Microsoft licensing while also ensuring they get the greatest return on capabilities procured.

The outcomes of the Microsoft 365 Roadmap are:

• Microsoft 365 licensing plan
• Productivity, security, and compliance solution GAP analysis
• Microsoft 365 solution implementation plans and budgets
• Third-party solution overlap and consolidation guidance
• 3YR total cost of ownership (TCO)
• Available Microsoft and licensing provider incentives Timing: The ideal time to execute a Microsoft 365 Roadmap is 30-180 days prior to Microsoft renewal or a planned licensing change. Microsoft incentives may be available for qualified customers. With a time commitment of 20 hours across 2-3 weeks, you can efficiently and effectively plan the right fit for your business.

We Can Help!

If you have any questions about Microsoft 365 or are looking for assistance withmaximizing your Microsoft 365 investment, please reach out toinfo@eGroup-us.comor complete the form below.  

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