Boosting Productivity with Microsoft 365: Best Practices for Enterprises

by TechNet UC

As Peter Drucker once wrote, “Efficiency is doing things right and effectiveness is doing the right things.” There’s no doubt that productivity is the key to staying competitive, but how can small-to-medium-sized businesses ensure that they are staying efficient and effective across daily operations? If you are constantly looking for tools that not only streamline workflows but also foster collaboration and innovation, this is the guide for you. Microsoft 365, a cloud-based suite of applications and services, is a powerful solution for enterprises aiming to enhance overall productivity. However, to maximize its potential, internal teams need to adopt best practices tailored to their specific needs.

In this guide, our Microsoft-certified team at TechNet UC shares more on how leaders can boost efficiency, effectiveness, and productivity with Microsoft 365, offering actionable insights and strategies to make the most of this dynamic platform.

Understanding the Power of Microsoft 365 for Enterprises

Microsoft 365 is much more than Word, Excel, and PowerPoint. This platform includes a suite of tools–ones that we’ll highlight shortly–that empower organizations to work smarter, not harder. With a powerful, cloud-based infrastructure that ensures seamless collaboration, scalability, and security, you can feel at ease wherever in the world your team may be operating from.

1. Centralize Communication with Microsoft Teams

It’s no question that Microsoft Teams has become the go-to platform for communication and collaboration in enterprises. But, did you know its features go beyond simple chat and video conferencing, providing a truly centralized hub for teamwork in the 21st century?

Organize teams and channels effectively. Create specific channels for projects, internal departments, or topics to keep conversations organized.

Utilize third-party apps. Use tools like Trello or Asana directly within Teams for task and data management that’s seamless.

Leverage meeting features. Use meeting recordings, live captions, and chat history to ensure everyone stays informed.

Promote active collaboration. Encourage real-time document collaboration directly within the Teams app.

2. Optimize File Management with OneDrive and SharePoint

Managing and sharing files efficiently is crucial for boosting productivity, especially in larger businesses. OneDrive and SharePoint offer secure, cloud-based solutions for storing, sharing, and collaborating on files.

Utilize SharePoint for team collaboration. Create SharePoint sites for team projects or company-wide document storing and sharing.

Enable version control. Maintain a version history in both OneDrive and SharePoint to track changes and prevent data loss.

Set clear permissions. Use role-based access controls to protect sensitive files while ensuring collaboration.

We don’t mean to sound redundant, but efficient file management truly impacts your organization's productivity by reducing time spent searching for documents and also minimizes the risk of duplication or loss.

3. Automate Repetitive Tasks with Power Automate

If necessity is the mother of invention, automation is the game-changer for enterprise productivity. Automation not only saves time but also reduces errors, allowing employees to focus on more strategic tasks, and Power Automate makes that level of “hands-off” accessible to all users regardless of their level of technical expertise.

Identify high-frequency tasks. Look for repetitive processes like data entry, approval workflows, or email responses that can be automated. This process can be expedited by working with an external team who specializes in data integration with Microsoft 365.

Get creative with custom flows. Utilize Power Automate to design well-oiled workflows that connect apps and simplify processes.

Monitor effectiveness. Regularly review workflows–we recommend at least once or twice yearly–to ensure they are functioning as intended and delivering value.

4. Enhance Productivity with Office Apps

Microsoft 365 includes a suite of productivity apps like Word, Excel, and PowerPoint, which remain staples in enterprise workflows. However, maximizing their potential requires more than just the basic knowledge.

Learn about templates and add-ins. Create branded templates for consistency and use add-ins to extend functionality.

Leverage advanced features. Encourage employees to explore features like pivot tables in Excel, SmartArt in PowerPoint, or collaboration tools in Word.

Train your internal teams. Provide training with the help of a Microsoft-certified third party like TechNet UC to identify lesser-known but highly efficient features of Office apps.

Integrate across tools. Use Office apps in conjunction with Teams and SharePoint for truly seamless workflows.

5. Leverage Insights with Microsoft Viva

Microsoft Viva is an employee experience platform under the Microsoft 365 umbrella of programs designed to improve engagement and productivity. The Insights feature, in particular, provides data-driven recommendations to optimize workflows.

Monitor work patterns. Use Viva Insights to identify productivity trends and address bottlenecks.

Encourage work-life balance: Use features like focus time scheduling to help employees manage their workloads effectively.

Set goals. Insights can help your workforce set and track team and individual goals.

6. Prioritize Security and Compliance

The productivity of your enterprise depends on trust, which comes from ensuring that sensitive data and workflows are secure. Microsoft 365 provides robust security and compliance tools to safeguard business operations.

Enable multi-factor authentication. Cyber threats are on the rise. Protect accounts with an additional layer of security.

Use data loss prevention. Set up Data Loss Prevention policies to prevent accidental sharing of sensitive information.

Monitor unusual activity. Utilize Microsoft Defender and security dashboards to identify and respond to threats.

Educate your workforce. Conduct regular training on phishing and cybersecurity best practices.

7. Encourage Cross-Device Usage

Microsoft 365 is accessible across devices and continents, allowing employees to work from anywhere and ensuring their productivity isn’t hindered by location or device limitations.

Promote mobile app usage. Encourage employees to use mobile apps for Teams, Outlook, and Office when working remotely to avoid any hiccups.

Sync across devices. Ensure files and data are synced in real time with OneDrive so team members never have to worry about not having access to a crucial document.

8. Continuously Educate and Support Employees

Introducing new tools is only effective if employees are supported in using them, and, let’s face it, a well-trained workforce is the true secret ingredient for maximizing the productivity potential of Microsoft 365.

Offer regular training. Provide ongoing session opportunities to keep employees up to date on the latest Microsoft 365 features.

Create help resources. Develop a knowledge base or provide links to Microsoft’s support materials so they are accessible at anytime, anywhere.

Encourage feedback. Regularly seek employee input to improve workflows and tool usage. The next best thing to a fluid cloud infrastructure is a team willing to adjust operations based on insightful new information.

Microsoft 365 is a powerful tool for boosting productivity all-around, but its true value depends on how well the program is implemented and practiced. Our team of U.S. based engineers at TechNet UC can provide the expertise you need every step of the way. Unlock the full potential of Microsoft 365 with our one-on-one training sessions and assistance hotline for your entire team. Watch your productivity soar (rather than your costs!) and experience the difference our certified professionals can make in setting your business, and bottom-line, up for success.