Is your business using Microsoft 365 to its fullest? Many small and medium-sized businesses (SMBs) use Microsoft 365 daily to keep workflows smooth and efficient. But what they don’t realise is that they’re not utilising its full capabilities. In fact, they’re barely scratching the surface.
Let’s explore the hidden costs of understanding Microsoft 365 and highlight practical ways to maximise its value. If you’re already paying for Microsoft 365 but only using the basics, you’re missing out on tools that could significantly boost your productivity and return on investment.
Why Do SMBs Use Microsoft 365 but Only Scratch the Surface?
It’s easy to fall into a routine with Microsoft 365, using the same familiar apps each time because you know how they function. But this means valuable features often go untouched.
With this article highlighting that Microsoft 365 is used by over 2 million companies worldwide, many businesses fall into the trap of underutilising its extensive capabilities across its 20-plus apps. But why does this happen? Common reasons include:
- Lack of awareness of what’s available.
- Time constraints in learning new tools.
- No clear internal champion driving adoption.
- Perception that setup and integration are too complex.
What’s Being Missed?
While many SMBs stick to the core Microsoft 365 apps, like Outlook, Word, and Excel, there’s a whole suite of additional tools that often go unnoticed. These underused Microsoft 365 tools are designed to make daily work easier, more organised, and more collaborative.
- Microsoft To Do: This simple task management app helps individuals stay on top of priorities by categorising, falling, and syncing tasks across devices. It also integrates seamlessly with Outlook, so it’s easy to convert emails into action points without losing track.
- Microsoft Planner: This tool is perfect for effective team collaboration, offering a visual way to manage projects and track progress. With boards, buckets, and checklists, it allows teams to assign tasks, set deadlines, and monitor who’s doing what in one place.
- Microsoft Forms: An easy-to-use tool for gathering feedback, running quick surveys, or collecting data. Results are automatically captured in Excel to give you a fast way of analysing responses and spotting trends.
- Power Automate: This is a powerful tool that allows businesses to automate repetitive tasks, streamline approvals, and integrate apps. Enabling automated alerts and syncing data between platforms, it reduces manual workload and improves consistency.
Business Impacts of Underusing Microsoft 365
Neglecting the full Microsoft 365 suite has real consequences, like:
- Wasted time: Manual data entry, switching between apps, or chasing updates across emails eats into productive hours.
- Poor collaboration: Teams working in silos or duplicating efforts due to a lack of shared visibility.
- Missed cost savings: Businesses invest in third-party tools for things Microsoft 365 already provides.
- Lower ROI: You’re paying for tools you aren’t using, which is only hurting your Microsoft 365 cost efficiency and overall ROI.
What Full Utilisation Looks Like
Fully leveraging Microsoft 365 for business goes beyond email and file storage to enable:
- Automated workflows with Power Automate. This includes automatically saving email attachments to OneDrive and notifying teams when a form is completed.
- Centralised collaboration in Microsoft Teams enables channels for projects, shared files, and integrated meeting tools.
- Using shared calendars and tasks keeps everyone aligned on deadlines and responsibilities.
- Building dashboards in Power BI turns data from Excel or Forms into insights for faster decision-making.
How Athena Helps SMBs Unlock Microsoft 365 Value
At Athena, we are proud to help SMBs bridge the gap between Microsoft 365 potential and everyday reality. Whether you need help identifying the right tools, rolling them out across your team, or automating key processes, we’re here to support you. Our expert IT support helps you:
- Audit current Microsoft 365 usage.
- Introduce underused tools into your workflow.
- Train staff for confident, effective adoption.
- Build custom automations that save time and reduce errors.
Book a Free Consultation Today
Microsoft 365 offers far more than most businesses realise, but leaving those tools unused comes at a cost – including lost productivity and missed savings. By embracing Microsoft 365 tips for SMBs and seeking the right support, your business can move from “getting by” to thriving.
Paying for Microsoft 365 but only using the basics? Athena helps you unlock the full potential of your Microsoft tools – boosting productivity, cutting costs, and simplifying daily work. Book a free consultation with us today.