Benefits From Using Office 365

By: Mitrasoft

1.    Knowledge worker productivity gain

Office 365 provides many tools for increased productivity in SharePoint, Lync, and Office Professional. Features in Lync Online that contribute to productivity gains include Presence, IM, and unified communications. For SharePoint Online, there are easier collaboration and document search/retrieval. Outlook was especially important for productivity gains in Office Professional.

Increasing to a 25 GB mailbox will save users time from having to regularly delete items to free up space. In addition to consuming time, this activity is also a source of annoyance for users. Users also see productivity gains from features such as scheduling assistant and conversation view.

2.    Mobile worker incremental productivity gain

In addition to the general productivity gain, mobile workers see an incremental improvement by being able to more easily access IT resources and content from the road. This would mainly be achieved by collaborating with SharePoint, and utilizing Lync Online.

3.    Eliminated hardware

As a cloud solution, Office 365 largely eliminates the need for on premises hardware. Office 365 removes the need for Exchange, SharePoint, and Lync servers. It also removes the need for a large storage implementation — SAN and/or direct attach. The size of the on premises infrastructure estate depends on the number of users, locations, mailbox size, etc. Additionally, Microsoft offers 25 GB mailboxes, which would be very difficult for a company to match.

4.    Eliminated third party software

Office 365 includes some features that would otherwise be purchased separately – typically from third party vendors. Examples include email antivirus/anti-spam (FOPE), enterprise mailbox search, email backup, and archiving.

Another area to possibly eliminate third-party software and solution costs is voicemail systems. Exchange Online includes a full hosted voicemail solution for on-premises phone systems. Customers who integrate their on-premises phone systems with Exchange Online can retire their on-premises voicemail systems and eliminate the associated maintenance and backup costs.

5.    Web conferencing savings

Lync Online provides a full-feature web conferencing solution that will result in less usage of third-party web conferencing solutions in favor of integrated, simplified multimodal communications.

6.    Substituted Microsoft licenses

The Office 365 subscription model substitutes the need for on premises Microsoft licenses. These include Office Professional Plus licenses, server licenses, and Client Access Licenses (CALS).

7.    Avoided on premises planning and implementation labor

The cost and effort to implement a comparable on premises solution would be higher than for Office 365.

8.    Reduced IT support effort

By outsourcing the administration of infrastructure, the IT administration effort for these solutions is largely eliminated. This includes eliminating all effort associated with managing servers and reducing the effort for user account management. Additionally, the skills required by the remaining support staff are reduced, allowing for less expensive resources to be hired.

9.    Reduced travel costs and corresponding CO2 emissions

The collaboration and communication tools included in Office 365 will reduce the amount of travel required – both for visits to customers and for internal meetings. In addition to the cost savings, there are quality-of-life benefits for those who would otherwise be traveling.

10. Improved/latest functionality and easy upgrade

Office 365 provides a simple way to provide users with the latest functionality with very little effort. All updates and new features are included in the subscription cost. They can be rolled out to some or all users through automated provisioning.

11. Better customer service and opportunities to grow business

Office 365 enables companies to provide better service to employees and to customers. This results in better relationships with customers, stronger brands, and creates opportunities to increase revenue. Additionally, the time that is freed up through increased productivity can be used for innovation.

12. Better cost predictability

The Office 365 subscription model removes the guesswork from forecasting IT spend. It also protects against unforeseen expenditures that can be quite high.

13. Improved IT security

Providing a world-class IT security infrastructure can be very difficult and cost-prohibitive. Office 365 makes this easier by offloading some of the responsibility to Microsoft. Additionally, any security problems can irreparably damage a company’s reputation and make it harder to compete against larger companies; FOPE protects against outbound spam and other reputation-damaging security events.

14. Improved archiving and complaince

Office 365 will provide great benefits in the areas of archiving and compliance because of larger mailboxes, shared data stores, and multi-mailbox search. The time required to fulfill compliance and discovery research obligations should be reduced. Retention policies can be better enforced, reducing the headache for audit and legal departments.

15. Improved availability and disaster recovery

Microsoft’s Office 365 infrastructure will be better, in terms of reliability and availability. Full geographic redundancy is one area that would be especially difficult to replicate. It also allows users to come back to work much more quickly if an office needs to be shut down.


[Based on research (The Total Economic Impact Of Microsoft Office 365 – Midsize Customers) that was conducted by Forrester Research, Inc.]

[source: e-book The Total Economic Impact Of Microsoft Office 365 – Midsize Customers by Forrester Consulting]