M365 projects are fraught with obstacles. Common mistakes organizations make include:
There are three primary areas where organizations fail in a successful implementation of M365: training, adoption, and information governance. While it is not up to IT to ensure every user is well trained, it is their initial responsibility to find champions, SMEs, and business-based trainers and manage information governance from the backup, retention, and security aspects of data management.
Migrating to M365 is a disruptive move for most organizations. It poses risk to untrained IT staff, including admins, help desk, and security teams. The aim for organizations, especially in this new hybrid workspace, is to maintain efficiencies through collaboration, share information in a secure environment, and work from anywhere, any time.
Besides the small introduction, subscribers and consulting clients within this management domain have access to:
There are three primary goals when deploying Microsoft 365: productivity, security and compliance, and collaborative functionality. On top of these you need to meet the business KPIs and IT’s drive for adoption and usage. This research will guide you through the important considerations that are often overlooked as this powerful suite of tools is rolled out to the organization.
There are three primary objectives when deploying Microsoft 365: from a business perspective, the expectations are based on productivity; from an IT perspective, the expectations are based on IT efficiencies, security, and compliance; and from an organizational perspective, they are based on a digital employee experience and collaborative functionality. Of course, all these expectations are based on one primary objective, and that is user adoption of Teams, OneDrive, and SharePoint Online. A mass adoption, along with a high usage rate and a change in the way users work, is required for your investment in M365 to be considered successful. So, adoption is your first step, and that can be tracked and analyzed through analytics in M365 or other tools. But what else needs to be considered once you have released M365 on your organization? What about backup? What about security? What about sharing data outside your business? What about self-service? What about ongoing training? M365 is a powerful suite of tools, and taking advantage of all that it entails should be IT’s primary goal. How to accomplish that, efficiently and securely, is up to you! |
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John Donovan |
Collaboration, efficiencies, and cost savings need to be earned |
Migrating to M365 is a disruptive move for most organizations. Additionally, it poses risk to untrained IT staff, including admins, help desk, and security teams. The aim for organizations, especially in this new hybrid workspace, is to maintain efficiencies through collaboration, share information in a secure environment, and work from anywhere, any time. However, organizations need to manage their licensing and storage costs and build this new way of working through post-deployment planning. By reducing their hardware and software footprint they can ensure they have earned these savings and efficiencies. |
Understand any shortcomings in M365 or pay the price |
Failing to understand any shortcomings M365 poses for your organization can ruin your chances at a successful implementation. Commonly overlooked expenses include backup and archiving, especially for regulated organizations; spending on risk mitigation through third-party tools for security; and paying a premium to Microsoft to use its Azure offerings with Microsoft Sentinel, Microsoft Defender, or any security add-on that comes at a price above your E5 license, which is expensive in itself. |
Spend time with users to understand how they will use M365 |
Understanding business processes is key to anticipating how your end users will adopt M365. By spending time with the staff and understanding their day-to-day activities and interactions, you can build better training scenarios to suit their needs and help them understand how the apps in M365 can help them do their job. On top of this you need to meet the business KPIs and IT’s drive for adoption and usage. Encourage early adopters to become trainers and champions. Success will soon follow. |
Your Challenge |
Common Obstacles |
Info-Tech’s Approach |
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M365 is a full suite of tools for collaboration, communication, and productivity, but organizations find the platform is not used to its full advantage and fail to get full value from their license subscription. Many users are unsure which tool to use when: Do you use Teams or Viva Engage, MS Project or Planner? When do you use SharePoint versus OneDrive? From an IT perspective, finding time to help users at the outset is difficult – it’s quite the task to set up governance, security, and backup. Yet training staff must be a priority if the implementation is to succeed. |
M365 projects are fraught with obstacles. Common mistakes organizations make include:
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To define your post-migration tasks and projects:
Failure to take meaningful action will not bode well for your M365 journey. |
There are three primary areas where organizations fail in a successful implementation of M365: training, adoption, and information governance. While it is not up to IT to ensure every user is well trained, it is their initial responsibility to find champions, SMEs, and business-based trainers and to manage information governance from backup, retention, and security aspects of data management.
What IT teams are saying
Top IT reasons for adopting M365
61% More collaborative working style
54% Cost savings
51% Improved cybersecurity
49% Greater mobility
Define Vision |
Build Team |
Plan Projects |
Execute |
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Define your vision and what your priorities are for M365. Understand how to reach your vision. |
Ensure you have an executive sponsor, develop champions, and build a team of SMEs. |
List all projects in a to-be scenario. Rank and prioritize projects to understand impact and difficulty. |
Build your roadmap, create timelines, and ensure you have enough resources and time to execute and deliver to the business. |
A clear understanding of the business purpose and processes, along with insight into the organizational culture, will help you align the right apps with the right tasks. This approach will bring about better adoption and collaboration and cancel out the shadow IT products we see in every business silo.
To give organizations insight into the adoption of services in M365, Microsoft provides built-in usage analytics in Power BI, with templates for visualization and custom reports. There are third-party tools out there, but why pay more? However, the template app is not free; you do need a Power BI Pro license.
Usage Analytics pulls data from ActiveDirectory, including location, department, and organization, giving you deeper insight into how users are behaving. It can collect up to 12 months of data to analyze.
Reports that can be created include Adoption, Usage, Communication, Collaboration (how OneDrive and SharePoint are being used), Storage (cloud storage for mailboxes, OneDrive, and SharePoint), and Mobility (which clients and devices are used to connect to Teams, email, Yammer, etc.).
Admin Roles |
Best Practices |
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Only assign two to four global admins, depending on the size of the organization. Too many admins increases security risk. In larger organizations, segment admin roles using role-based access control. Because admins have access to sensitive data, you’ll want to assign the least permissive role so they can access only the tools and data they need to do their job. Enable MFA for all admins except one break-glass account that is stored in the cloud and not synced. Ensure a complex password, stored securely, and use only in the event of an MFA outage. Due to the large number of admin roles available and the challenges that brings with it, Microsoft has a built-in tool to compare roles in the admin portal. This can help you determine which role should be used for specific tasks. |
Identity Checklist
Determine your training needs and align with your business processes. Choose training modalities that will give users the best chance of success. Consider one or many training methods, such as:
Why is M365 backup so important?
Accidental Data Deletion.
If a user is deleted, that deletion gets replicated across the network. Backup can save you here by restoring that user.
Internal and External Security Threats.
Malicious internal deletion of data and external threats including viruses, ransomware, and malware can severely damage a business and its reputation. A clean backup can easily restore the business’ uninfected data.
Legal and Compliance Requirements.
While e-discovery and legal hold are available to retain sensitive data, a third-party backup solution can easily search and restore all data to meet regulatory requirements – without depending on someone to ensure a policy was set.
Retention Policy Gaps.
Retention policies are not a substitute for backup. While they can be used to retain or delete content, they are difficult to keep track of and manage. Backups offer greater latitude in retention and better security for that data.
Legacy |
Microsoft 365 |
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SharePoint 2016/19 |
SharePoint Online |
Microsoft Exchange Server |
Microsoft Exchange in Azure |
Skype for Business Server |
Teams |
Trello |
Planner 2022 |
System Center Configuration Manager (SCCM) |
Endpoint Manager, Intune, Autopilot |
File servers |
OneDrive |
Access |
Power Apps |
To meet the objectives of cost reduction and rationalization, look at synergies that M365 brings to the table. Determine what you are currently using to meet collaboration, storage, and security needs and plan to use the equivalent in your Microsoft entitlement.
There are plenty of preconfigured security features contained in M365, but what’s available to you depends on your license. For example, Microsoft Defender, which has many preset policies, is built-in for E5 licenses, but if you have E3 licenses Defender is an add-on.
Three elements in security policies are profiles, policies, and policy settings.
Check your license entitlement before you start purchasing add-ons or third-party solutions. Security and compliance are not optional in today’s cybersecurity risk world. With many organizations offering hybrid and remote work arrangements and bring-your-own-device (BYOD) policies, it is necessary to protect your data at the tenant level. Defender for Microsoft 365 is a tool that can protect both your exchange and collaboration environments.
More information: Microsoft 365 Defender
NOTE: You must have Azure AD Premium and Windows 10 V1703 or later as well as Intune or other MDM service to use Autopilot. There is a monthly usage fee based on volume of data transmitted. These fees can add up over time.
For more details visit the following Microsoft Learn pages:
Info-Tech’s research on zero-touch provisioning goes into more detail on Intune and Autopilot:
Simplify Remote Deployment With Zero-Touch Provisioning
Drive Ongoing Adoption With an M365 Center of Excellence
Simplify Remote Deployment With Zero-Touch Provisioning
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