Problem Solving

in the Microsoft 365 Suite

"Appa-lanche"*

*Appa-lanche = a choice of apps in overwhelming quantities!


It can feel like we are bombarded with apps, both in the variety of tasks they can help with, or in the choice available per task.


While many apps offer a free version suitable for an individual or small business, start adding users or need just that extra little bit of functionality and suddenly you are looking at a sizeable monthly subscription.


Choosing Apps

Choice of app can be very personal.


Firstly, no two people will necessarily approach the task an app is designed for in the same way. Their understanding of the process of completing the task will differ.


Secondly, even with an established process, the way each user expects to navigate an app built around that process will differ.


Apps should be designed to be intuitive but even where companies have made best endeavours to do so, what is intuitive to one user, won’t be intuitive to another. User Experience (Ux) Design is a field in its own right.


Apps still need to come with easy-to-access support and training materials. The combination of cost, intuitive design, support and training will be what users consciously and subconsciously use to decide on a choice of app.


Overall, an app should save money, time and user energy on completing an important business task.



Laying Foundations

As an individual or small business you will be looking primarily to sure up the foundations of your administration processes, acquiring any specialist apps once those are in place.


The foundations of functionality you require are likely to be:


  •  Email
  • Calendar
  • Video calls/conferencing
  • Word processing
  • Spreadsheets
  • Ability to assign and track tasks
  • File storage and sharing


Why the Microsoft 365 Suite?

Why you should consider the Microsoft 365 suite:


  • Provides apps for all your foundation administrative processes
  • Products are well-established
  • Products are widely adopted.
  • Your files can be hosted on UK-based servers (important for GDPR compliance)
  • Security and anti-virus features are built-in
  • Plenty of online support/training materials available
  • Collaboration
  • Your suite of products can all be accessed via one login/authentication
  • Available for one single competitive price per user, per month*


*Some functionality incurs additional costs with Microsoft. However, with a subscription such as MS 365 Business Standard, you can acquire this foundation functionality for one fee.


Your subscription may also offer some more specialist apps such as:


  • Bookings – allowing clients to self-book your services
  • Sway – allowing you to create e.g. newsletters
  • SharePoint – for additional file storage, or presenting materials to users via pages
  • Forms – for conducting surveys or gathering information from clients
  • Copilot – an AI assistant, able to help with some tasks such as quickly locating files or summarising documents


Customised Workspaces

The Teams offer not only provides video calls/conferencing but can be customised as a user interface sitting over a combination of these apps. Users have one place to go, in effect using Teams as a virtual office or practice.


Flows created in Power Automate can introduce some automation of tasks,

facilitating workflows – for example, notifying you of file uploads, form completion, updating lists, spreadsheets and more!


With solid foundations in place, you can then look at specialist apps from other providers, weighing up cost and benefits. Some will have Teams integration – for example, some e-signing packages.


How Can We Help?

If you have not already adopted Microsoft 365, we can liaise with suppliers and co-ordinate this for you. You can purchase an Microsoft 365 subscription directly from Microsoft or possibly from your existing domain or web hosting provider.


If you already have a subscription, are you using it to full advantage? By understanding your client journey we may be able to identify components of functionality that would facilitate the experience.


In effect, if MS 365 is your virtual office/virtual practice, we can become your virtual office/practice manager.


Final Thoughts

For an individual or small business, the Microsoft Office Suite can quickly establish you as a professional operator, offering large benefits for a small cost. Why not step away from the “appa-lanche” and learn more about how a customised Microsoft 365 space could enhance your processes first?