Today, we’re embarking on an enlightening journey to explore the hidden costs associated with managing your Microsoft 365 environment using native tools like PowerShell and Forms. While these tools may seem cost-effective initially, a chilling reality of hidden costs lurks beneath the surface.
At first glance, the benefits of using native tools like PowerShell and Microsoft Forms are apparent:
- Free with your subscription: Native tools come bundled with your M365 subscription, giving the impression of being free.
- Familiarity: IT teams are often comfortable with native tools like PowerShell and Microsoft Forms, requiring less training than new solutions.
- Offer some customization: Native tools offer some level of customization, allowing IT to tailor solutions to specific needs.
- A sense of control: Using native tools feels like maintaining full control over your M365 environment without relying on third-party vendors.
It’s easy to love these tools when you’re spending serious time script-writing and building solutions for your organization—and more power to you!
However, while these tools may seem like the logical go-to for governing your environment, things aren’t always as they seem.
Overseeing M365 with native tools presents complexities that stealthily accumulate, poised to sap your organization’s efficiency and resources. Here are some key challenges:
- Simplicity trap: While native tools might initially seem like a straightforward solution for governing your M365 environment, their hidden complexities can quickly turn simple tasks into time-consuming headaches. What starts as a basic script or form can morph into a labyrinth of inefficiency, requiring constant maintenance and adaptation. New features, updates, and even minor tweaks can disrupt your meticulously crafted "simple" solutions, leaving you scrambling to maintain control. Be aware of the initial simplicity!
- Dependency dilemma: Relying on short-term solutions lacking full automation, like PowerShell and Microsoft Forms, can create dependencies that hinder long-term efficiency. Moreover, there is the additional risk of dependency on the IT team members who created those forms or wrote those scripts. If these individuals leave, crucial knowledge often departs with them, leaving the organization vulnerable to disruptions. It’s essential to break free from the ‘temporary fix cycle’ and embrace solutions offering sustained support and scalability.
- Content findability chaos: Unfortunately, native tools lack robust search features and efficient information organization. Documents get scattered across numerous locations, categorized inconsistently, and buried under layers of subfolders. Imagine searching for a needle in a haystack—every day. Poor users! Content management in native tools can make finding information a headache, creating data silos within your organization.
As we delve deeper, we reveal the ominous depths of hidden costs associated with native tools:
- IT productivity drain: Let’s talk about manual chaos. This often occurs when IT professionals invest valuable time in tasks that lack efficient automation features within native tools. The labor-intensive process of managing routine tasks and ensuring platform stability can be incredibly time-consuming and inefficient. For instance, did you know that, on average, it takes a helpdesk approximately 57 minutes to resolve a single ticket? This underscores the pressing need for streamlined processes and automated solutions, particularly in light of the DIY scripts and forms often crafted by IT pros, which may further exacerbate these challenges.
- Compliance conundrum: Establishing governance controls is crucial for a secure and compliant M365 environment. While native tools are robust, they lack comprehensive features for effective governance and the flexibility to customize security settings. This rigidity often leads to compliance issues and security gaps, as settings are typically set to apply universally without the ability to tailor them to specific organizational needs.
- Data security slip-ups: Beneath the surface lies a concerning reality—security vulnerabilities quietly compromise your organization’s data integrity. While native tools provide a foundation, they may lack robust security features to shield sensitive information from breaches. This leaves your organization vulnerable to exploitation by cyber threats, highlighting the importance of implementing comprehensive security measures to protect your valuable data.
The hidden costs associated with these tools can significantly impact your organization’s efficiency and resources. But fear not! At ShareGate, we’re committed to guiding you to better governance.
Utilize our free cost calculator today to expose your M365 ‘true-cost iceberg’ and explore how we can assist you.
