Editor's Note: This post was originally published in December 2022 and has been completely updated for accuracy and comprehensiveness in 2024.
Microsoft 365 is such a well-known productivity suite that it boasts over 50 Million subscribers worldwide.
Many businesses can attest that Microsoft 365 helped them work wonders. And we, as an IT support provider, implemented this to SMBs all over Australia. But the question remains: is it the right tool for your business?
Continue reading to find out!
Microsoft 365 for Business is a cloud-based productivity suite consisting of various tools and apps that allow you to collaborate with teams seamlessly, store and share files securely, and access documents anytime and anywhere from any device.
Microsoft 365 was formerly known as Office 365 until April 2020. Although it changed its name, its functionalities remained as beneficial as ever.
You might be more than familiar with some of its most popular applications like Word, PowerPoint, and Excel that you can now access via desktop, mobile, or web app. These three tools, along with the others in the suite are specifically for improving productivity, collaboration, and team communication.
Microsoft 365 is designed to be versatile for businesses of all sizes and industries. Microsoft offers four pricing plans to cater to every organisation’s needs without compromising or overwhelming them with features.
Let’s uncover each of the Microsoft 365 Business plans and see which one is ideal for you.
The Business Basic plan covers the most essential Microsoft 365 apps. It’s ideal for businesses that only want the tools that deal with documents and file sharing. Unfortunately, you’ll only get to access the web app version of these apps, and you may not access some features only available in the desktop version.
AU $9.00 per user/month
The Apps for Business plan focuses more on the basic Microsoft 365 office apps and cloud storage. Unlike Business Basic, you won’t have access to Teams, Exchange, and SharePoint.
AU $13.00 per user/month
The Business Standard plan includes a variety of apps for different functionalities. You will have apps for documents, file management, storage, and team collaboration. The Business Standard plan also has security features that offer basic protection.
New functionalities in the Business Standard plan include Loop, Clipchamp, and Copilot for Microsoft 365 (but only available as an add-on).
AU $18.70 per user/month
The Business Premium plan is ideal for businesses that need extra protection and security on top of everything the Business Standard plan offers. Aside from the usual Microsoft 365 apps and additional storage space, you’ll also get protection from cyber threats with threat protection features.
Same with Business Standard, you can also have Copilot for Microsoft 365 as an add-on in your Business Premium plan.
AU $32.30 per user/month
You’ve probably heard many people share how Microsoft 365 changed how they do business. But how can it specifically help you enhance your internal workflow, increase your teams’ efficiency, and improve communication throughout the organisation?
You might be wondering what Microsoft 365 for Business can bring to the table.
Stick with this article, and we’ll show you the extensive features and advantages you can get out of Microsoft 365.
Since Microsoft 365 is a cloud-based productivity platform, it offers a variety of office (desktop, web, or mobile) apps to make it easier for you to work remotely or on-site. No need to use disaster-prone local servers to store and access your files.
Switching your operations to the cloud will remove any need for hardware and maintenance tasks and reduce IT-related headaches. Instead, you can focus on things that matter most to you and boost your team’s overall efficiency and output.
The great thing about the cloud is it serves as a one-stop place for all your data that you can access anytime and anywhere. With Microsoft 365, you can also work on documents straight from your device. You won't need to connect to an office infrastructure anymore. All you need is an internet connection, and you’re good to go.
The ability to work remotely is an essential thing in the workplace in 2022 and beyond. Now that we’re in the era of hybrid and remote work, the ability to access business data should be fast and efficient when needed. You should be able to collaborate with team members, whether on a document or hold meetings even while lounging at the beach.
That’s how Microsoft 365 can boost your productivity.
You can stay productive (and be even more so) without physically being in the office.
When you store your files in the cloud, you and your team can access them anytime on any device as long as an internet connection is available. This feature comes in handy if multiple individuals work on the same project and need to collaborate on documents and such.
With the sudden shift to remote work in early 2020, many businesses realised the importance of the cloud. And since they can’t be in the office, on-premise servers are no good. So, what was the easiest way for organisations to let their employees work securely from their own homes without issue?
Answer: the cloud.
With the onedrive cloud storage feature in Microsoft 365, you can securely store and access documents 24x7x365 on any device type.
There’s no device tie-up with Microsoft 365. Unlike before when you must strictly use office provided laptops in order to access internal servers. This feature is beneficial for flexible work from home setups and can bestow the freedom to access and work on any documents on any device anywhere.
Data security is one of the essential things to establish in your business, especially since most (if not all) of your operations are done online.
One of the things I appreciate the most with Microsoft 365 for Business is the continuous updates. Since Microsoft is a subscription-based software (you must pay a monthly fee to use the cloud platform), you always get to have the latest versions of the platform without manually updating it.
Microsoft lives and breathes security. It carries a variety of security features that would put you one step ahead against cybercriminals and let you work freely without any worries about a data breach. Security features such as:
Remember that not all features mentioned above are available on all Microsoft 365 for Business plans. Although you get basic-level protection from the Business Basic, Apps for Business, and Business Standard plans, you get the most protection from the Business Premium plan. This is a rather important thing to weigh in if you’re highly concerned about your business and customers' peace of mind.
Collaboration within the office was never easy, to begin with. What more if you must do it remotely?
With Microsoft 365, video brainstorming and collaboration are possible instead of face to face meetings. You will have access to business tools wherein you can present your PowerPoint presentations, update documents together in real-time, and participate in brainstorming sessions about your projects remotely.
Getting work done shouldn’t be complicated. And with Microsoft 365 being a cloud-based productivity platform, you can connect with teammates, potential clients, and business contacts whether you’re working remotely or at the office. You will be able to communicate with team members in Microsoft Teams, work together in real-time on a document either on Word, Excel, or PowerPoint, share stored files from your Microsoft SharePoint network, and exchange emails via Outlook.
You can do many collaborative things on Microsoft 365.
The thing is, you’re only limited to your imagination.
Once you get past that hurdle, you can make your data work for you and your collaborations between teams will be a breeze.
Since Microsoft 365 for Business works on a subscription-based model, you can easily predict your monthly IT costs without worrying about unexpected charges from unknown sources.
Microsoft charges you for every license within your organisation. The amount per license depends on its functionalities. For example, you may only want a few individuals to have Business Premium, and the rest of the company will have Business Standard. That setup is definitely possible with Microsoft 365.
You can mix and match your own Microsoft 365 plan based on what an employee needs to perform their everyday tasks without all the extra tools they won’t be using anytime soon.
What’s so great about Microsoft 365 is you only get to pay for the services you’re using. Unlike other cloud-productivity platforms, you’re less likely to over-license and waste your budget on features you won't be using now or in the future. With this type of setup, you can save more on IT expenses allowing you to invest in other aspects of your business.
I’m not usually the biggest fan of traditional software because of its need for regular updates and patches. That was how software maintenance was done in the early days of the internet, and Microsoft was not an exception.
Platforms nowadays adapted to cloud-based technology and subscription-based model. So you won't have to worry about software updates. You get to enjoy auto-update features and use the latest versions instantly without doing it yourself. This perk gives you more time to focus on business tasks you would rather be doing.
Microsoft 365 for Business automatically updates you to the latest versions of your apps at no additional cost. That way, you are always getting the best experience with the platform and avoiding compatibility issues (in case it arises).
Accidents happen at the office. The worst of it all is data loss. Without data, your business cannot operate at all. Everything will come to a standstill until you retrieve your data and restore everything to its original state.
Since Microsoft 365 operates on a cloud-based infrastructure, you always get to have a cloud backup of all your data – from emails and documents to photos. If there’s an emergency on your local servers, your team can still access their files in the cloud backup, and you can continue business operations as if nothing happened.
Once your data gets synced to the cloud, every file gets duplicated, saved to the cloud, and will be accessible anytime. You’ll get to access previous versions of your files and recover them in case of accidental/intentional deletions.
So, if you’re worried that you and your team’s work output will be affected by data loss, think again.
Microsoft 365 has got your back.
Microsoft created their cloud-based productivity platform with business continuity in mind.
It is undeniable that Microsoft 365 for Business can bring a lot to the table.
The cloud-based productivity platform makes work flexible, improves employee productivity, and enhances workplace communication. On top of that, it offers a reasonable pricing model that helps you manage your software budget effectively.
But one question remains: Is it the right tool for your business?
Keep your employees in mind when deciding on the right tools and applications that will help your business operations run smoothly from the office, your home, or both. Once you get that cat out of the bag, along with the help of an awesome IT service provider, you will be pointing your business in the right direction, starting with employee efficiency.
If you’re still on the fence with Microsoft 365 for Business, you can talk it over with a coffee with one of our IT service managers to help you make data-driven decisions for your business to move forward.