Is Your M365 Configuration Undermining Your Profits?
Poor configuration of Microsoft Teams, SharePoint and OneDrive wastes time and money, reduces productivity and undermines profits.
Think of the hours lost as employees search for files, troubleshoot access issues and struggle over duplicated or misplaced documents.
Delays caused by disorganised workflows can result in missed business opportunities and/or dissatisfied clients – ultimately affecting revenue and the bottom line. You could also face higher IT support costs to resolve configuration problems.
Even worse, failing to implement proper security and compliance settings could lead to data loss, regulatory breaches, fines and legal liabilities.
Advanced Microsoft 365 Configuration: Unlock Enhanced Security and Business Performance
Impact On Growth, Innovation and Morale
Without seamless links between Teams, SharePoint and OneDrive, users are forced to switch between applications – leading to interruptions and decreased focus.
Meetings may become unproductive without standardised templates or tools, while inadequate file management practices can result in duplicated effort, delayed projects and missed opportunities for collaboration.
Before long, these inefficiencies will impede your organisation’s ability to innovate and adapt.
The impact on productivity and morale can be substantial. Frustration with disorganised systems and constant barriers to efficient work can lead to disengaged employees and higher staff turnover.
Meanwhile, missed insights from disconnected tools can hinder data-driven decision-making – preventing your organisation from achieving its full potential.
Investing in the proper configuration of these platforms is essential for the creation of a streamlined, secure and productive work environment that enables teams to thrive.
Correct Configuration Boosts Productivity
It pays to identify potential M365 configuration issues and act quickly. By leveraging advanced configurations of Microsoft Teams, SharePoint and OneDrive, you can transform the way your colleagues collaborate and operate – driving efficiency and improving return on investment.
Teams, SharePoint and OneDrive – when set up correctly, address common challenges such as unstructured communication, inefficient workflows and data security concerns. The result is a more connected, productive and secure organisation.
Teams: How To Enhance Collaboration
Many SMEs face challenges with unstructured communication, scattered resources and inefficient meetings. Without a proper framework, Microsoft Teams can become disorganised, leading to reduced productivity. By structuring Teams effectively, organisations can significantly improve collaboration and workflows.
A well-organised Team and Channel setup is essential. Dedicated Teams for each department – such as Finance, Marketing and Operations – can help to maintain clarity and focus. Within these Teams, project-specific channels ensure discussions and documents remain organised.
For sensitive topics, private channels provide a secure space, accessible only to authorised members. Tabs can also be added to channels, linking to frequently used resources such as SharePoint libraries, Power BI dashboards or third-party tools. Important files and documents can be pinned to specific tabs – providing easy access for all team members.
Integrated task management within Teams is another critical feature. Using the Tasks by Planner and To Do app allows tasks to be assigned directly within Teams channels, with shared progress trackers visible to everyone.
Meetings can also be optimised by:
- configuring templates for recurring events – enabling recordings and transcription for future reference
- using tools such as Microsoft Whiteboard for brainstorming.
These configurations create a clear structure, centralise resources and improve overall productivity across Teams.
Benefits:
- Clear team and channel structures reduce time spent searching for information.
- Centralised access to tasks and resources improves project management.
- Meeting optimisation enhances productivity and alignment across Teams.
SharePoint: How To Streamline Document Management
File mismanagement is common in many organisations, leading to version control problems, lost documents and inefficient workflows. SharePoint addresses this by providing a centralised and structured repository for documents.
Each department or project can have its own SharePoint site – so all relevant documents are stored in one location. Version control enables tracking of changes and allows a clear document history to be maintained.
Metadata fields such as document type, project name and department make it easier to categorise files, while AI-powered search capabilities allow users to locate documents quickly using keywords, metadata or file content.
Permissions management restricts sensitive information to authorised personnel. For instance, specific HR files can be viewed only by certain staff, while broader access is granted for general team resources. SharePoint’s sensitivity labels help to classify files based on confidentiality.
Workflow automation using Power Automate can streamline tasks such as document approvals or notifications for new uploads, with automated reminders for pending tasks or escalations for unapproved documents.
Co-authoring features further enhance collaboration, allowing simultaneous editing of Word, Excel and PowerPoint files directly within SharePoint.
Benefits:
- Centralised document storage improves accessibility and reduces duplication.
- Metadata and AI search capabilities save time spent looking for files.
- Real-time collaboration enhances teamwork and ensures up-to-date documents.
- Automating workflows increases operational efficiency.
OneDrive: How To Simplify File Access and Sharing
Accessing files across devices and securely sharing documents with external stakeholders are common pain points for employees. OneDrive addresses this by offering seamless file synchronisation and secure sharing features.
Automatic file synchronisation enables users to access documents anytime, anywhere, across devices such as desktop PCs, laptops and mobiles.
Critical files can also be accessed offline – enabling work during internet outages.
For external sharing, OneDrive’s settings allow precise control, such as setting link expiration dates and adding password protection for shared links.
OneDrive distinguishes between personal and shared workspaces, separating individual document storage from team-based storage in SharePoint.
Additionally, the file request feature allows external parties to upload documents directly into a designated OneDrive folder without accessing other files.
Automatic backups of desktop, Documents and Pictures folders further ensure that data will not be lost.
Benefits:
- Seamless access to files across devices – improving flexibility and productivity.
- Enhanced security with controlled sharing features.
- Automatic data backups.
- Easier collaboration with external stakeholders.
Integrating Teams, SharePoint and OneDrive for Seamless Workflows
Disconnected tools can lead to fragmented workflows and inefficiencies. Integrating Teams, SharePoint and OneDrive provides a seamless and unified work environment.
SharePoint document libraries can be linked directly to Teams channels, allowing team members to access files without leaving the platform. Synchronising SharePoint and OneDrive further ensures smooth file management across personal and team workspaces.
Co-authoring SharePoint or OneDrive documents directly within Teams meetings enhances collaboration, while Teams’ chat and meeting features centralise communication around shared files.
Embedding Power BI dashboards in Teams channels provides real-time insights into project performance and business metrics, resulting in better alignment and more informed decision-making.
This integration streamlines workflows, reduces time wasted switching between applications, and enhances collaboration by unifying access to files and data.
Benefits:
- Streamlines workflows by connecting key tools.
- Reduces time wasted switching between applications.
- Enhances collaboration with unified access to files and data.
Microsoft Power Automate: How To Speed Up Business Processes
Manual processes such as document approvals, task reminders and routine notifications are time-consuming and prone to error. Power Automate streamlines these processes, saving time and reducing mistakes.
Document approval workflows can be created to route files to specific stakeholders for review, with automated reminders for pending approvals.
Notifications can alert team members of new file uploads, assigned tasks or achieved project milestones.
Task and calendar automation further improves efficiency by automatically generating tasks or syncing project deadlines with team calendars.
Power Automate also enables seamless data integration between Microsoft 365 tools and third-party applications, reducing the need for manual data entry and ensuring consistent data flow.
These automations not only save time but also enhance collaboration and consistency within teams.
Benefits:
- Saves time by automating repetitive tasks.
- Reduces errors and improves consistency in workflows.
- Enhances collaboration by keeping team members informed of important updates.
Improving Security and Compliance
SMEs often face challenges in securing sensitive data and maintaining compliance with regulations such as GDPR. Microsoft 365 offers robust features to address these concerns.
Data Loss Prevention (DLP) policies can be applied across Teams, SharePoint and OneDrive to prevent unauthorised sharing of sensitive information, with alerts for potential breaches.
Sensitivity labels help to classify data as Public, Confidential or Highly Confidential – automatically encrypting documents based on their status.
Retention policies allow documents to be kept for the required duration and automatically deleted when no longer needed.
Audit logs track user activity – supporting compliance.
Multi-factor authentication (MFA) and conditional access policies add additional layers of security by restricting access based on user location, device type or risk level.
Benefits:
- Protects sensitive business data, reducing the risk of breaches.
- Ensures compliance with UK regulations – avoiding fines and reputational damage.
- Builds client trust through robust security practices.
Learn more about protecting your critical data from cyberattacks.
Get Expert Advice on M365 Configuration
How well is your business using Microsoft 365 to improve productivity and drive efficiency How secure and compliant is your IT system?
Find out by contacting PSTG – a highly experienced IT partner that offers organisations enterprise-level expertise at an SME price point.
We are an accredited supplier to the Crown Commercial Service, and also ISO 9001, ISO 27001 and Cyber Essentials Plus certified.