Inefficient Microsoft 365 management can lead to unnecessary costs, security vulnerabilities, and productivity losses. Common issues include overpaying for unused features, inadequate security settings, and missed automation opportunities.
Zarpra’s Managed Microsoft 365 Services help businesses optimize their environment and reduce costs—delivering expert administration without the expense of a full-time hire. Let’s examine the costly Microsoft 365 oversights that may impact your business and how Zarpra’s solutions can address them.
Paying for Unused or Duplicate Licenses
One of the most significant hidden costs in Microsoft 365 is paying for licenses that aren’t being used. This often happens when businesses fail to remove accounts for former employees or subscribe to features their workforce doesn’t need.
How This Costs You Money:
- Paying for inactive or duplicate licenses that aren’t assigned to active users.
- Using higher-tier licenses when lower-tier plans offer the same essential features.
- Failing to consolidate licenses across different departments.
How Zarpra Helps:
Conducts Microsoft 365 license audits to identify unused and redundant licenses. Implements automated provisioning and de-provisioning to eliminate waste. Recommends cost-effective licensing plans tailored to your workforce.
Overlooking Security Settings and Compliance Features
Microsoft 365 includes robust security and compliance tools, but many businesses fail to configure them properly, leaving them vulnerable to data breaches, phishing attacks, and regulatory violations.
How This Costs You Money:
- Increased risk of data breaches, ransomware, and security threats.
- Fines and legal issues due to non-compliance with regulations (GDPR, HIPAA, SOC 2).
- Loss of customer trust and revenue from security failures.
How Zarpra Helps:
Strengthens security through multi-factor authentication (MFA) and robust security protocols. Protects sensitive data with data loss prevention (DLP) policies. Maintains compliance standards to prevent penalties.
Ignoring Microsoft 365 Automation Features
Many businesses still manually handle repetitive tasks, failing to leverage automation features built into Microsoft 365. This leads to wasted hours and inefficient workflows.
How This Costs You Money:
- Employees spend hours on manual data entry and repetitive IT tasks.
- Lack of workflow automation increases human errors and inefficiencies.
- Missed opportunities to integrate Microsoft 365 with other business tools.
How Zarpra Helps:
Implements Microsoft Power Automate to reduce manual workloads. Configures automated workflows for tasks like approvals, reporting, and onboarding. Integrates Microsoft 365 with other business systems to improve efficiency.
Failing to Optimize Microsoft Teams and SharePoint Usage
Microsoft Teams and SharePoint offer powerful collaboration tools, but they can lead to inefficiencies without proper setup and governance.
How This Costs You Money:
- Poorly organized Teams and SharePoint sites lead to confusion and wasted time.
- Employees create duplicate files and unmanaged data, leading to version control issues.
- Lack of SharePoint governance increases security risks and compliance failures.
How Zarpra Helps:
Optimizes Microsoft Teams structure to ensure clear communication channels. Sets up SharePoint permissions and governance to prevent security risks. Provides user training to improve adoption and productivity.
Not Backing Up Microsoft 365 Data
Microsoft does not fully back up your emails, files, and Teams data. Businesses relying solely on Microsoft’s built-in retention policies risk permanent data loss.
How This Costs You Money:
- Losing critical business data due to accidental deletion or cyber threats.
- Paying hefty fees for data recovery services in case of system failures.
- Lost data causes operational downtime.
How Zarpra Helps:
Implements Microsoft 365 backup solutions to ensure long-term data retention. Ensures rapid disaster recovery in case of data loss or corruption. Provides a secure offsite backup strategy to safeguard business-critical data.
Why Zarpra’s Managed Microsoft 365 Services Are More Cost-Effective Than a Full-Time Admin
Many businesses assume they need an in-house Microsoft 365 administrator, but hiring a full-time employee can be expensive.
Cost Comparison: Hiring a Full-Time Admin vs. Using Zarpra
| Service | Full-Time Admin | Zarpra Managed Microsoft 365 |
|---|---|---|
| Annual Cost | $80,000 – $120,000 | A fraction of the cost |
| 24/7 Monitoring & Support | No | Yes |
| Security & Compliance Oversight | Limited | Comprehensive |
| License Audits & Optimization | Manual | Automated & Continuous |
| Scalability | Limited | Flexible & Cost-Optimized |
By partnering with Zarpra, businesses can cut Microsoft 365 costs, improve security, and increase productivity—without hiring a full-time employee.
Conclusion
Poor Microsoft 365 management, from unused licenses to missed automation opportunities, can cost businesses thousands annually. Zarpra’s Managed Microsoft 365 Services optimize your environment and reduce costs while providing expert administration for less than a full-time hire.
Are you ready to stop wasting money on Microsoft 365? Contact Zarpra today and let us optimize your environment for maximum savings and efficiency!