Almost every SME uses Microsoft 365 today. Teams, SharePoint, OneDrive, Outlook — everything is included. And every month, you pay for it.
But here’s the honest question that is rarely asked: is your Microsoft 365 environment working as intended?
In practice, we see something different. Companies invest in licenses, but not in structure. Employees do their best, but are not given clear agreements. And IT “works” until one day it suddenly stops working — or worse: turns out to be unsafe.
Microsoft 365 is not a software problem. It is a usage issue.
The most common mistakes we continue to see
One of the classics: Microsoft Teams is used as a kind of glorified file server. Channels everywhere, files everywhere, no one knows where anything is anymore. SharePoint does exist, but without a clear site structure or logic. And permissions? They grow organically with the chaos: everyone has access to everything, “for convenience.”
That feels efficient, until:
documents disappear or exist in duplicate
employees wasting time searching
sensitive information is shared too widely
new colleagues are unable to gain an overview
The problem is rarely unwillingness. The problem is that Microsoft 365 automatically derails without agreements.
So what is a healthy Microsoft 365 environment?
A healthy environment does not have to be complex. It is based on three simple principles: clarity, consistency, and discipline.
Firstly, Teams is a collaboration tool, not an archive. Use Teams for consultation, temporary collaboration, and communication. Files that are structurally important belong in SharePoint—in a fixed, logical location.
Secondly, SharePoint only works if there is structure. That doesn’t mean “locking everything down in advance,” but it does mean thinking about departments, projects, and access. A good structure prevents 80% of later frustrations.
Thirdly, rights are not a minor detail. They determine who can see, modify, or share what. Without agreements on rights, you unknowingly create risks—especially with regard to Copilot and AI, where this will play a much greater role in the future.
When should you use Teams… and when should you not?
Teams is ideal for:
project operation
consultation within departments
temporary collaboration with clear context
Teams is less suitable if:
long-term document archive
replacement of a well-designed SharePoint structure
all-in-one solution without appointments
Those who use Teams for everything will sooner or later lose track of things. Those who use Teams consciously gain speed and peace of mind.
Creating order without turning everything upside down
The good news: you don’t have to start over. In most environments, it is sufficient to first gain insight. Where is which data located? Who uses what? Where are the risks and inefficiencies?
From there, adjustments can be made step by step:
improve structure without migration panic
strengthen rights without blocking work
record agreements that are actually followed
Optimization is not a big bang. It is a controlled process.
Finally: the honest reality
Microsoft 365 is powerful, but it doesn’t forgive chaos. What seems “not too bad” today could become a drag on productivity or a security issue tomorrow.
And that’s where the problem lies: you’re already paying, but you’re not getting the return that is perfectly possible.
Are you unsure whether your Microsoft 365 environment is healthy today?
A brief audit immediately identifies where you are losing time, money, or control—without obligations or technical overload.
👉 Request a Microsoft 365 audit and gain clear insight into what can be improved.
