Health check: are you getting the most out of Office 365? 

One of the most widely used software products worldwide, most organisations find they are not maximising Microsoft’s Office 365 suite to its full potential.

The missing link for most organisations is often a coordinated information management strategy that ensures all users can find and use the information they need, when they need it.

Good information management in an Office 365 environment also ensures company information is only ever accessed securely by authorised users and provides valuable reporting and performance insights.

Symptoms that your organisation is using poor information management practices include:

  • SharePoint overflowing with user-made pages and document libraries
  • Team sites are structured disparately
  • Poor discoverability of content via search tools
  • Silos of user-centric information and inaccessible documents retained in personal OneDrives or Yammer groups
  • Complex permission structures
  • Duplicated content
  • A lack of active monitoring of both the use and content within Office 365 tools

For a quick health check of your Office 365 environment, ask yourself:

  • Do you know the rules around SharePoint site creation?
  • Do only the right people have access to the information?
  • Can the content be found?
  • Is the content fit for purpose?
  • Is the content still required?

A clear information management strategy, and an implementation roadmap are the keys to success when implementing the Office 365 suite.

By proactively identifying your organisation’s information management requirements, and carefully planning the implementation of each of the Office 365 tools, you can enhance the end user experience and increase user adoption within your organisation.

Ian Roderick