Managing Microsoft 365 licences is no small feat - especially for enterprises and CSPs grappling with sprawling IT environments, shifting workforce dynamics, and mounting pressure to demonstrate value. Yet, Gartner reveals that fewer than 10% of businesses feel they’re getting maximum value from their Microsoft 365 investment. That should be a wake-up call.
The good news? With the right approach and tools like Soft-ex’s 365 Analyser, it’s entirely possible to optimise usage, reduce spend, and take control. Here are five practical ways to improve your Microsoft 365 licence management:
1. Gain visibility across your licence estate
Lack of visibility is a common culprit behind spiralling M365 costs. Without a clear understanding of who is using what, it’s easy to over-provision or renew licences that aren’t needed.
365 Analyser provides real-time visibility into licence usage, helping you pinpoint inactive or underused licences. This empowers IT teams to reallocate resources effectively, cut waste, and avoid paying for functionality that’s not being used.
2. Connect siloed data to uncover Actionable Intelligence
Licence data often lives in disparate systems - billing platforms, HR databases, and collaboration tools. When this data isn’t integrated, decision-making is based on assumptions rather than evidence.
Soft-ex’s platform connects siloed communication and collaboration data, applying unrivalled business logic to present a unified view. This simplifies analytics and allows stakeholders to act with confidence.
3. Optimise based on role and usage patterns
Not every user needs the same Microsoft 365 functionality. Oversized licences are a silent budget drain, especially in large organisations.
365 Analyser helps define and enforce policies for licence allocation based on role-specific needs and usage behaviours. By aligning licence types with actual demand, organisations can cut costs by up to 30%, according to Gartner.
4. Automate compliance and reduce risk
Manual audits are not only time-consuming - they're also prone to errors. In today’s compliance-driven world, that’s a risk few can afford.
365 Analyser simplifies governance by automating compliance monitoring. It ensures correct permissions, flags anomalies, and supports audit-readiness—giving you peace of mind that your organisation remains compliant without the heavy lift.
5. Plan proactively for renewals and true-ups
True-up (balancing or reconciliation) periods and Enterprise Agreement (ELA) renewals often bring surprise costs. Without proactive licence management, businesses can find themselves locked into expensive commitments.
Soft-ex’s solution provides timely alerts and insights ahead of renewal cycles, allowing you to renegotiate terms based on accurate, up-to-date usage data. That means no more guesswork - and no more surprises.
Drive results with 365 Analyser from Soft-ex
Whether you’re an enterprise seeking efficiency or a CSP aiming to deliver added value, 365 Analyser gives you the tools to manage Microsoft 365 licences smarter. Connect your data, apply business logic, and simplify analytics to uncover cost-saving opportunities and ensure compliance.
Book a demo of 365 Analyser today and start transforming how you manage Microsoft 365.
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