Simplifying IT Governance for MS365: A practical guide to reduce costs, improve efficiency and productivity

1. What’s the problem?

In today’s fast-paced business environment, many organizations struggle with keeping their digital workspaces organized. There’s often an overload of unused tools, fragmented teams, siloed work, cluttered storage, and security concerns. This lack of collaboration and organic IT growth further exacerbates these challenges.

2. Why does this matter?

When tools and collaboration spaces aren’t managed properly, employees waste time searching for files, switching between platforms, or dealing with security risks that could have been prevented. This inefficiency not only reduces productivity but also leads to significant financial waste. Resources are spent on unnecessary licenses and storage—money that could be better spent on reducing costs and improving operations.

3. What’s the solution?

The solution is to take a human-centered approach to digital workspace governance. At Inside View, we look at everything holistically to provide the solutions organizations need instead of what they want. By focusing on the tools people actually use, simplifying how they're organized, and providing practical, hands-on training, you can make the workspace more efficient and secure.text

4. How to simplify and implement this?

Step 1: Understand organization vision, mission, and objectives

Step 2: Create clear IT guidelines, policies and procedures

Step 3: Provide role-based training for employees based on their actual needs

Step 4: Set up a review process to continuously improve and adapt the strategy

5. What are the benefits?

By adopting this approach, organizations can:

1. Reduce storage costs, digital clutter and confusion
2. Improve team collaboration and productivity
3. Enhance data security by clearly defining permissions
4. Maximize the value of their Microsoft 365 investment

6. Expected challenges

1. Resistance to change: Some employees might resist new tools or workflows. Overcome this by offering ongoing training and offer something in return.
2. Confusion: It may take time for everyone to adjust. Be patient and provide clear, continuous guidance.

7. How do you keep it going?

Digital workspace governance isn’t a ‘set it and forget it’ solution. Regular audits, user feedback, and flexibility to adapt to changing needs are crucial for long-term success.

8. Final Thoughts

In the end, good governance is about making technology work for people, not the other way around. Focus on user needs, simplify processes, and empower your team with the right training and tools to succeed.