Microsoft 365 has become the backbone of modern enterprise collaboration. But with increased reliance comes increased complexity, particularly when it comes to managing licenses. Too often, businesses overpay for unused or oversized licenses, lack visibility across departments, and face mounting compliance pressures.
If this sounds familiar, it’s time to take back control. Here are seven practical steps to optimise your Microsoft 365 estate and maximise the value of your investment, with help from Soft-ex’s 365 Analyser.
1. Audit your current license usage
Start with a clear picture. Identify what’s being used, what’s idle, and what’s missing. Many organisations find that a significant percentage of their licenses are under-utilised, especially after mergers, restructures, or hybrid working transitions.
2. Implement role-based license policies
Avoid one-size-fits-all provisioning. Align license types to specific user needs and responsibilities. A well-structured policy ensures that employees get the tools they need, nothing more, nothing less.
3. Monitor leavers and joiners in real-time
Staff changes are a leading cause of license waste. Set up alerts and automated workflows to reassign or retire licenses promptly when employees join or leave the organisation.
4. Integrate cost centres and reporting
Licensing isn’t just an IT concern, it’s a financial one too. Track license allocations across departments or business units and link them to budgets. This ensures transparency and supports better cost control.
5. Prepare ahead of renewals
ELA renewals can sneak up and lead to unnecessary spend if you’re not ready. Use proactive metering to assess what’s really needed before you negotiate.
6. Strengthen compliance and reduce risk
Licenses linked to dormant accounts or incorrect permissions pose a compliance threat. Automating governance processes helps prevent audit surprises and ensures consistent policy enforcement.
7. Unlock real-time insights with 365 Analyser
Soft-ex’s 365 Analyser simplifies this entire process. It connects siloed data, applies business logic from over 30 years of experience, and delivers a self-service dashboard with real-time usage metrics and actionable intelligence.
“Companies could achieve up to 30% reduction in cost with more active management of their licenses.” Gartner, 2023
Ready to take control?
Let Soft-ex help you simplify the complex. Discover how 365 Analyser can reduce costs, improve compliance, and turn your Microsoft 365 estate into a strategic advantage.
