7 ways to boost productivity with Microsoft 365
This blog has been written by Paul Hayward, Solution Architect (Productivity), at Nasstar.
The start of a new year offers a chance for change, and many of us are planning for success in the months ahead. For many organisations, boosting productivity and effectively tracking it across in-house and remote teams is a top priority.
Whether you use custom strategies or tools like Microsoft 365 to improve productivity, it’s important to make the most of them. However, heavy workloads often mean we’re only using basic features, which can hurt productivity.
Here, we’ll help you understand how to boost Microsoft 365 productivity, ensuring your employees use every feature of this innovative suite of tools.
Why productivity in Microsoft 365 matters
Microsoft 365 productivity is important for businesses in ensuring the efficiency and effectiveness of business operations. When employees can easily collaborate, communicate, and access the tools they need to do their jobs, they can complete tasks more quickly and to a higher standard. This boosts individual performance while contributing to the overall success of the organisation.
Maximising productivity in Microsoft 365 also helps businesses make the most of their investment. By leveraging the full suite of tools and features available, companies can enhance workflow, reduce downtime, and drive better outcomes, leading to an increased return on investment (ROI) and a stronger competitive advantage.
In a world where businesses are constantly looking for ways to improve and innovate, focusing on productivity within Microsoft 365 is a strategic move. To operate at your peak potential, you must enable your teams to work smarter, not harder.
7 ways Microsoft 365 can boost productivity
1. Leverage Microsoft Teams for centralised collaboration
Microsoft Teams is a hub for teamwork, seamlessly combining chat, meetings, calls, and apps in one place. By centralising communications, Teams enables collaboration across departments and locations, increasing productivity levels for all.
To further improve productivity with Teams, you can create dedicated channels for projects or use integrated apps like Planner or Trello to keep everyone on the same page. Through Federation and Guest Access, you can ensure collaboration with external parties is secure and efficient, reducing the need for email communications which can be long-winded. The rich online meeting capabilities available makes Microsoft Teams for collaboration a no-brainer.
2. Automate repetitive tasks with Power Automate
Time spent on lengthy or repetitive tasks can seriously harm productivity levels in your business. However, you can save time and reduce errors by automating routine tasks with Power Automate.
This tool allows you to create workflows that automate repetitive tasks like data entry, approvals, and email notifications. With these automated processes in place, you can focus on higher-value activities that require expertise, rather than manual “busy work” and processes.
3. Optimise endpoint management
Ensuring all your devices are secure and up to date can be a cumbersome task if you’re not familiar with Microsoft 365 optimisation. Microsoft Intune simplifies endpoint management and security by providing a unified platform for managing desktops, laptops, and mobile devices.
Modernising your application and configuration management around a single cloud-based solution drives efficiency in managing your organisation’s devices. When you pair features like Entra ID Conditional Access and Intune compliance policies, you can maintain granular control over access to organisational data, helping to maintain a higher level of security and compliance.
4. Streamline file sharing with OneDrive and SharePoint
OneDrive and SharePoint are powerful tools for file storage and collaboration. OneDrive allows you to store individual files securely with access from any device, while SharePoint offers a collaborative space for team documents and projects.
Organisations should use these tools to ensure everyone has access to latest document versions and can collaborate in real-time. SharePoint combined with Power Platform also provides the ability to create rich full-featured applications that solve line of business problems without the need for developers.
5. Use data-driven insights from the Viva Suite
Microsoft Viva Insights provides personalised recommendations to improve productivity and well-being. By analysing data from existing work habits, the tool delivers insights on how to manage time more effectively, foster a better work-life balance, and collaborate more efficiently. Using these insights allows you to make informed decisions and optimise the workday so your employees can be more productive at the optimal time for them.
6. Invest in Business Change to improve training and drive adoption of Microsoft 365 services
The success of any technology hinges on user adoption. Ensuring everyone in your organisation understands the need for change and how it affects them, and investing in appropriate training programs ensures users are comfortable with the Microsoft 365 product suite. Furthermore, it will ensure they are getting the most value from it, and not just using the basics.
Providing ongoing support and resources to help users stay updated as new features are added, and best practices change is a must in a constantly evolving cloud service model. This means that adoption and change management is more critical to the success of IT in organisations than ever before.
A fully empowered team is more likely to leverage the full potential of the tools at their disposal.
7. Participate in Nasstar’s ‘get more from Microsoft 365 assessment workshop’
To maximise your investment in Microsoft 365, consider participating in Nasstar’s ‘Get More from Microsoft 365’ assessment workshop. This Microsoft 365 workshop is designed to help you identify areas where you aren’t maximising your usage or where you may have a need for additional features or licenses to meet your business goals.
By leveraging our expert insights and tailored recommendations, you can ensure you are getting the most out of your Microsoft 365 subscription.
Unlocking the full potential of Microsoft 365
Microsoft 365 offers a multitude of tools and features to help you work smarter. By leveraging these applications effectively, you can enhance collaboration, automate processes, and make data-driven decisions that drive your organisation forward. Use our Microsoft 365 tips and tricks, invest in training, and take advantage of expert workshops to ensure you maximise the benefits of M365.
Ready to take your productivity to the next level? Sign up for Nasstar’s ‘Get more from Microsoft 365 Assessment Workshop’ today and start maximising your Microsoft 365 ROI.
FAQs
What is Microsoft 365, and how is it different from Office 365?
Microsoft 365 is a comprehensive suite of productivity tools that includes Office 365 (Word, Excel, PowerPoint, and other apps), as well as additional features such as Windows 10, Enterprise Mobility + Security, and advanced analytics tools.
The key difference is that while Office 365 focuses primarily on the cloud-based versions of Microsoft's core apps, Microsoft 365 offers a more holistic approach. The suite bundles together the Office 365 apps with enhanced security features and device management capabilities, making it a more complete solution for modern businesses.
How can Microsoft 365 improve productivity in my organisation?
Microsoft 365 improves productivity by providing a cohesive ecosystem of tools designed to facilitate communication, collaboration, and efficiency. With cloud-based applications, your team can access documents and data from anywhere, ensuring seamless remote work.
Features like Microsoft Teams enhance collaboration with chat, video conferencing, and file sharing, while OneDrive and SharePoint make it easy to store and share documents securely. Additionally, integration across various tools streamlines workflows, reducing time spent switching between different platforms.
What are the benefits of automating workflows in Microsoft 365?
Automating workflows in Microsoft 365 brings numerous benefits, including increased efficiency, reduced risk of human error, and more consistent processes. By automating repetitive tasks, employees can focus on higher-value work, ultimately boosting productivity.
Tools like Power Automate allow users to create automated workflows between apps and services, enabling quick data transfer, automated notifications, and streamlined approval processes. This not only saves time but also ensures critical tasks are performed accurately and promptly.
How do I know if my organisation is fully utilising M365?
To find out if your organisation is fully utilising Microsoft 365, start by assessing whether your team is leveraging the full range of tools available. This includes checking if employees are using collaboration tools like Teams and SharePoint, taking advantage of advanced features such as Power BI for analytics, and maximising use of the security features.
Regular user training and feedback sessions can help identify gaps in the usage of Microsoft 365 and help you tailor your approach to addressing the gaps. Additionally, Microsoft 365 provides usage analytics and reports that can offer insights into how effectively the tools are being used across your organisation.
What are some advanced Microsoft 365 features that most organisations overlook?
Many organisations overlook advanced Microsoft 365 features that can significantly enhance productivity and security. For instance, using Power BI for advanced data analytics can provide valuable business insights. Another often underutilised tool is Microsoft Secure Score, which helps organisations assess and improve their security posture.
Features like Microsoft Forms for surveys and quizzes, and Planner for task management, can also be highly beneficial but are frequently underused. Mastering these advanced features can provide a competitive edge and maximise the return on investment in Microsoft 365.
