Microsoft 365 Management: How to Clean Up Your Mess
Without proper Microsoft 365 management, small businesses can end up spending more money on unused and redundant licenses and open themselves up to serious security risks.
It starts with a few added licenses here, a couple of SharePoint pages there. Before you know it, you have an expensive and potentially dangerous mess on your hands.
In this post, we’re breaking down the biggest challenges small businesses face when it comes to Microsoft 365 management, including SaaS sprawl, security permissions, SharePoint organization, and how an MSP can help you get the most out of Microsoft 365.
Key Takeaways
- Poor Microsoft 365 management can lead to wasted money, security risks, and frustrated employees.
- SaaS sprawl happens when unused applications and redundant software pile up, leading to unnecessary expenses.
- Misconfigured SharePoint permissions can expose sensitive company data.
- A disorganized SharePoint environment makes finding and protecting files more difficult.
- An MSP can help businesses with their Microsoft 365 management by mitigating SaaS sprawl and organizing their SharePoint environments.
What is Software-as-a-Service (SaaS)?
Software-as-a-service (SaaS) applications are tools hosted on the cloud and accessed over the internet. Think of SharePoint, Teams, Slack, QuickBooks Online. If you can access an app through a web browser, there’s a good chance it’s SaaS.
While many of these applications are critical to business functions, without proper Microsoft 365 management, they can end up doing more harm than good.
The Dangers of SaaS Sprawl in Microsoft 365
SaaS sprawl happens when SaaS applications pile up without proper Microsoft 365 management.
According to Productiv’s State of SaaS, 48% of enterprise apps aren’t managed. That means no one is keeping track of renewal dates, application usage, security settings, or compliance requirements.
Over time, these apps can stack up without you ever realizing it.
This leads to:
- Wasted money
- Increased security
- More complexity for your employees
Unused Applications Waste Money
You’re paying for things you aren’t using. It’s a fact.
Studies show nearly half of all installed software goes unused by employees. That’s a lot of wasted software.
Maybe an employee leaves, but their Microsoft 365 licenses are never removed. Maybe a 7-day free trial turned into a premium, paid subscription for over a year. Maybe someone requested a specific tool but stopped using it after a month.
Whatever the reason, the end result is the same: Applications you aren’t using but are paying for.
Redundant Apps Create Unnecessary Costs
Then there are apps that have overlapping functions.
For example, you might pay for a file-sharing service without realizing that your Microsoft 365 subscription includes the same capability.
This can happen across departments, too. Employees purchase tools they prefer without realizing another solution is available:
- Google Drive instead of OneDrive.
- Slack instead of Teams.
- And so on.
Once again, you end up spending money on things you don’t actually need.
Poor Microsoft 365 Management Creates Security Risks
When applications, users, and permissions aren’t properly managed, businesses create security gaps.
This is how apps get set up without security features like multi-factor authentication, or how employees end up with incorrect permissions, allowing them access to files they shouldn’t.
And when one breach can cost your business thousands of dollars, you can’t afford to let these slip-ups go unnoticed.
How MSPs Fix SaaS Sprawl
Proper Microsoft 365 management starts with visibility—you can’t manage what you can’t see, after all.
That’s where a trusted MSP comes in.
Through regular monitoring and audits, an MSP can take over your Microsoft 365 management, helping provide much-needed oversight on your 365 environments.
Consistent Audits
Auditing your SaaS applications gives you a clear picture of what you’re actually using.
An audit will show you:
- What licenses you currently have.
- Which licenses are being used.
- Which applications are redundant.
- How much you’re spending on each tool.
This also helps you improve security because knowing what apps you’re using will help your MSP identify outdated software, unused accounts, and potential security risks.
Better Onboarding and Offboarding Processes
When you onboard or offboard employees, your MSP can help handle the necessary license additions and retirements. That way, any available licenses are applied instead of purchased when a new hire joins the team, and licenses that are no longer needed get retired as part of the formal offboarding process.
Train your Team
An MSP can help explain the features available to your employees in your existing SaaS applications. That way, you can cut back on your employees wanting to turn to other apps that they think may offer better features.
This can also be reinforced through better procurement processes, helping your team understand when a new tool is actually needed.
SharePoint Disorganization
SharePoint offers your team a centralized collaboration platform to store and share their work.
But without proper management, it can quickly turn into a labyrinth of disorganized files, redundant pages, and permission issues. Here’s what can go wrong with a messy SharePoint setup:
Poor Permissions Are a Security Risk
When SharePoint permissions aren’t properly managed, not only can documents end up in the wrong places, but sensitive information can end up in the wrong hands.
You don’t want your intern, for example, to have access to confidential project documents.
And if a cybercriminal gains access to one employee account, they shouldn’t automatically have access to your entire SharePoint environment.
Inconsistent Use Creates Confusion
Some employees may use SharePoint as a dumping ground for ideas and drafts. Others may only upload polished, finalized documents.
Without guidelines, navigating SharePoint can start to feel like a free-for-all.
Employees can end up wasting time looking for files, creating duplicates, and trying to figure out where to save a document.
Storage Issues Increase Costs
When you exceed SharePoint’s allotted storage, additional space comes with a cost (see Microsoft’s breakdown here).
When employees upload everything into SharePoint and more sites are created than needed, your storage costs increase.
Old files, duplicate documents, and outdated projects end up cluttering your SharePoint and costing you more money.
How MSPs Manage SharePoint
Luckily, you don’t have to manage all of these issues on your own – Enter the managed service provider (MSP).
Proper Security and Access Control
Many MSPs are SharePoint experts (though we recommend confirming that before signing a contract).
With their help, you can review your permissions and reconfigure things as needed, while making sure those permissions stay exactly as intended.
That way, when a new employee gets added or an old one leaves, your MSP can help tie up any loose ends.
Organized SharePoint Governance
An MSP can help you structure your SharePoint sites. From file names to saving locations, they can help you create something that makes sense while providing instructions for your team so they know how to utilize the new SharePoint organization.
MSPs can also keep an eye on any unused sites or old documents, checking with you to see what is still in use and what can be removed to safely free up storage space, lowering your monthly costs in the process.
Robust Backup and Recovery Systems
While SharePoint has version history and recovery built in, it’s not always perfect, and files that were accidentally overwritten may be discovered after SharePoint’s recovery window, and syncing errors or upload issues can lead to document corruption.
A good MSP will provide robust backup systems that store copies of critical business data. That way, if you ever need to recover a lost file, you always have them available.
MSPs Make Microsoft 365 Management Simple
Staying on top of your licenses – used, unused, redundant – as well as SharePoint organization takes consistent effort and oversight.
That’s why businesses turn to MSPs, like The 20 MSP, for help.
At The 20 MSP, we help our clients rein in their SaaS sprawl, managing their 365 environments, including SharePoint. For a predictable monthly fee, you can rest easy knowing that you aren’t spending a cent more on your Microsoft 365 than you need to.
If you’re looking for a partner to help manage Microsoft 365, let’s talk.
FAQ: Microsoft 365 Management: How to Clean Up Your Mess
What is SaaS sprawl?
SaaS Sprawl is the accumulation of applications that are either redundant, unused, or not properly managed. Over time, SaaS sprawl can increase monthly application costs, create unnecessary complexity, and open your business up to security risks.
How do redundant apps appear?
Redundant applications often appear when businesses purchase new tools to solve immediate problems without checking what they already have available.
They can also happen when employees add their preferred applications without knowing what is already included in their Microsoft 365 environment.
What is the danger of incorrect SharePoint Permissions?
Without proper SharePoint permissions, sensitive company data can fall into the wrong hands. And if a security incident occurs, poor permissions can allow attackers to access more information than they should, making a breach much worse.
How can an MSP help improve my Microsoft 365 management
MSPs can help audit SaaS usage, establish better procurement processes, and assist with SharePoint organization and governance. They can also help train your team to better understand what applications are available to them and what features they offer, cutting back on redundant applications.
Altogether, an MSP can help manage your Microsoft 365 environment to reduce costs, improve security, and simplify your application usage.
Want more tips like this?
Subscribe using the form on the right and get our latest insights delivered straight to your inbox.
About The 20 MSP
As a leading provider of managed IT services, The 20 MSP serves thousands of businesses nationwide, providing each one with white-glove service, secure and streamlined IT infrastructure, and 24/7/365 dedicated IT support. We believe in building lasting relationships with clients founded on trust, communication, and the delivery of high-value services for a fair and predictable price. Our clients’ success is our success, and we are committed to helping each and every organization we serve leverage technology to secure a competitive advantage and achieve new growth.
