The 5 biggest challenges when introducing Microsoft 365

Microsoft 365 has the potential to deliver huge benefits but some organisations haven't yet implemented it – typically because doing so seems too challenging or complex.

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In this blog article, we look at some of the biggest implementation challenges organisations face, and how they can be successfully overcome.

Microsoft 365: a world of possibilities – but also complexities 

Microsoft 365 has a great deal to offer in terms of enhanced collaboration and communication and simplified hybrid and remote working, all of which can lead to increased efficiency and productivity. The platform provides easy scalability in line with business growth, as well as predictable monthly spend on licensing. And of course, it fits well with a broader strategy around cloud or SaaS adoption, while opening up future potential for automation and digitalisation of business processes. 

However, ensuring a successful implementation can seem like a daunting and complex task, especially for SMEs with limited in-house resources. Based on our experience, here are the five biggest hurdles to Microsoft 365 implementation. 

1. You don't have enough in-house IT team capacity 

Even if your company is large enough to have its own in-house IT team, you may be concerned the team doesn't have spare capacity to manage a Microsoft 365 implementation project alongside day-to-day tasks. Alternatively, if they focus on the rollout, who will be available to handle everyday IT needs? 

You also have to bear in mind that rolling out Microsoft 365 requires specific skills, and is better undertaken by a team that has plenty of experience. So even if your in-house IT is willing, they may not have the right expertise to handle the project. 

2. How do you calculate the costs? 

One of the great things about moving to Microsoft 365 is that you no longer have to deal with the cost and effort of procuring, installing and managing server hardware to host the software. But you still need to draw up a budget for the project costs, which may not be easy to calculate.  

On top of that, there's a choice of Microsoft 365 licensing models. Working out which one is right for your business – and ensuring you don't spend more on licensing than you need to – isn't always a straightforward task.  

3. You're concerned that implementation will be complex 

A project to implement Microsoft 365 needs to be meticulously planned, including understanding and taking into account any technical dependencies, so that Microsoft 365 can be integrated appropriately with other business systems. You'll also need to ensure data is safely migrated out of your legacy systems without corruption or loss.  

During the project, you'll need to track it carefully to make sure it progresses in line with the schedule and the budget. You'll also need to manage and minimise any potential disruption to the business. 

4. How do you maintain cybersecurity and data protection? 

When you implement Microsoft 365, you won't want to risk compromising cybersecurity or data protection, or non-compliance with regulations. The platform comes with an array of cybersecurity and data protection features, but you'll need to understand the capabilities available and how to align them with your organisation's security and compliance policies.   

5. How do you train your users on Microsoft 365 applications? 

It's all very well rolling out Microsoft 365, but you still have to get users engaged with new applications and new ways of working – otherwise, you may not achieve your desired objectives. Ideally, you'll start communicating the change ahead of implementation and maintain communications throughout the project.  

You'll also need capacity to train users on Microsoft 365 applications to bring everyone on board, overcome any resistance or fear relating to the new platform, and help users get the best out of it.  

There are frequent updates to Microsoft 365, so you'll need a way to keep on top of new features and maintain regular training for users. In addition, you'll need to find a way to train new joiners as they come on board. 

Simply outsource the complexity of Microsoft 365 implementation to an external partner 

If you want to take advantage of Microsoft 365 without the implementation challenges, why not consider outsourcing the project to a trusted partner like Konica Minolta? We take on the complexity of the Microsoft 365 implementation for you. Our consultancy-led approach will deliver a rollout that's optimised to your particular situation and objectives. We can also support you over the longer term: we can, for example, manage the regular Microsoft 365 releases, provide devices for new joiners, and help you use Microsoft 365 apps to develop customised workflows and intranets

What sets us apart?  

Across our European businesses we hold all six Microsoft Cloud Solutions Partner Designations. This underscores our comprehensive capabilities across all Microsoft Cloud Solution areas, and shows we have the expertise and experience to successfully plan and execute your Microsoft 365 implementation.  

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