Simplify your Office 365 license management

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Simplify your Office 365 license management

 

MAKE OFFICE 365 LICENSE MANAGEMENT EASY FOR YOUR ADMINISTRATORS.

Okay, so you are now on Office 365 and have migrated all the pertinent data. Excellent job, it is not always easy to get on-boarded into the cloud. So now just sit back, relax and let the business grow, right? Oh wait, every month we’re paying Microsoft for these great services, but…

how do we know what value we get from these services…? Are they even being used in my business users? Oh no, am I paying for something we don’t actually use?
Don’t get sucked into your cloud subscription becoming much like most gym memberships. You start off all enthusiastic, after buying the membership. Then as that honeymoon period wanes you choose to perhaps go once or twice a week instead of every other day. A bit later on you think, argh it is dark/raining/sunny, I can go to the gym next week. Before you know it you’re not actually going, but you don’t quite want to cancel the membership either.
Let’s end that spiral right here and right now.
If your organization is on Office 365 today and you don’t know if the amazing features are actually being used (let’s face it they’re only amazing IF they are used) then you need 4ward365 to help.
What does 4ward365 do for you?
Well here are some of the more pertinent features to really help you take control of your investment in Office 365 and drive adoption of features that will create amazing new efficiencies and business opportunities.
Once you have been on Office 365 for some time you often notice that you seem to always need to buy additional licenses. You don’t generally go into the portal and reduce the cost to your business. Why do you think that is? Is that because your business is always growing and adding more staff, or could there be another reason… How are you monitoring who is using what parts of the subscription that you are paying for? How are you monitoring who is even logging into Office 365 at all?
Don’t fret though, most business owners running Office 365 are in the same boat. They’re drifting in a fast flowing river (which is hopefully a river of opportunities and efficiency) without a paddle. Luckily there is a tool that can help you manage your own licensing. A solution that can clearly show you all the inactive users in the organization, or report on what Office 365 applications they aren’t using. Armed with this information you have two options, both supported by 4ward365.
1) You can opt to drive adoption of additional Office 365 features/products, leveraging the 4ward365 adoption campaign tool
or
2) You can look to optimize your licenses by changing subscriptions for users who are only using one or very few workloads (e.g. Exchange only) yet have a full-fledged E3 license assigned.
It is very easy to buy licenses from Microsoft and the only reason to have a spare buffer is if you have a procurement process internally that takes longer than you need. In general, if you see spare licenses and you’re coming up for renewal then reduce them down to what you need. Luckily this information is available in Office 365. Just look at subscriptions and look at the assigned license count versus the number of licenses procured. However, you do have to click on every subscription one-at-a-time. Wouldn’t it be better if there was a report that you could look at that showed you all of the subscriptions together?
Office 365 license management
Now with 4ward365 there is a simple way for you to track how many licenses are in use versus what has been purchased.

OPTIMIZE UNUSED COMPONENTS

Let’s say you have bought Business Premium for all your users. How do you know that they actually use/need the Office software?
There is no easy way to see this information in the Office 365 admin console. 4ward365 does give you some great insights here into who is using the ProPlus part of their license.

Office 365 service usage
Office 365 service usage

For those users who are NOT using ProPlus why would you want to pay Microsoft extra money for something that they are not using? You might as well reduce the Business Premium license count and add those users to a Business Essentials license instead, thus saving you money!

This same process can be used for each of the other license components, like Skype For Business, OneDrive, SharePoint, Cloud PBX, etc. You may find that by splitting your users into groups that use the same features you can save quite a lot of money each month. The various plans and components can be a bit daunting but with a bit of effort you can save hundreds, thousands or tens of thousands every month.

DRIVE ADOPTION

Let’s say you as the business owner have decided that you want to replace DropBox with OneDrive. How do you know that this change of software is actually being adopted by users? Again, the Office 365 admin console doesn’t have an easy way to view who is using OneDrive, how often, etc. 4ward365 gives you easy insight into who is using OneDrive, and furthermore gives you the chance to drive adoptions with built-in tools and training videos.

one_drive_details
This allows you to send targeted communications out to those users who have not started to adopt OneDrive (or any other workload you may need to push for adoption), and find out if they have concerns, fears or if there is a lack of training that needs to be provided. Note that this doesn’t directly save you money from the Microsoft invoice, however it may avoid you having to pay DropBox for something that you’re already paying Microsoft for and maximize your return on investment.
SO, THERE YOU HAVE IT: THE INCREASED REPORTING CAPABILITIES OF 4WARD365 WILL SAVE YOU MONEY BY SHOWING YOU CLEARLY WHAT IS IN USE VERSUS WHAT YOU ARE PAYING FOR, AND ALLOWING YOU TO MAKE INFORMED DECISIONS AS TO YOUR ACTUAL LICENSE REQUIREMENTS.
Today 4ward365 is the only all-in-one management solution for Office 365 that can help organizations take control over their license management. And a bonus for multi-national organizations, the 4ward365 interface is easily configurable in multiple languages to accommodate different admin teams from around the world.
If you are interested in finding out more about our 4ward365 solution and how it can help you reduce the costs associated with your Office 365 deployment, please visit our overview page online, or sign-up for a free trial at http://www.4ward365.com/free-trial
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Carl Baumann

With more than 19 years of experience assisting business’ transition to Microsoft solutions, Carl has become a trusted advisor to Microsoft’s worldwide customers and partner ecosystem. He has assisted numerous Fortune 500 companies implement highly successful Office 365 business transformation projects.