Microsoft 365 is in almost every Flemish SME today. The subscription has been paid, the accounts have been created and everyone “works with it.” Yet in practice we hear the same thing over and over again: frustration, chaos and the feeling that it should all be possible to do it much more efficiently. That’s right. Not because Microsoft 365 is failing, but because it is often misunderstood.
Let’s face it: Microsoft 365 rarely fails because of technology. It fails because of misunderstandings. And those cost SMBs time, money and energy every day.
Misconception 1: "Microsoft 365 is just Word, Excel and mail"
This is perhaps the most persistent misconception. Many companies still see Microsoft 365 as a modern version of their old Office package. Create documents, send emails, done.
In reality, Microsoft 365 is a collaboration platform. It combines communication, document management, rights structures, security and automation into one. Those who reduce it to “some apps” are using perhaps 30% of what they pay for – and are just missing out on the benefits that deliver true efficiency.
Misconception 2: "Teams is our file server"
Teams is used en masse, but often incorrectly. Files are shared haphazardly in chats, folders are created automatically and no one knows where anything really belongs. What starts out as convenient, ends up in chaos.
Teams is not a classic file server. It is a collaboration layer on top of SharePoint. Without structure in SharePoint, Teams becomes a messy gateway to files that no one dares to move anymore. Result: duplicate documents, incorrect versions and endless searches.
Misconception 3: "SharePoint is too complex, so we don't do anything with it"
SharePoint has a reputation. “Too technical,” “too many options,” “that’s something for big companies.” As a result, many SMEs ignore it or use it without a plan.
Ironically, this is precisely what creates the complexity one wants to avoid. SharePoint is automatically created through Teams, but without clear structure or agreements. SharePoint is not a problem – the lack of vision is. With a simple folder and site structure, SharePoint just becomes the stable backbone of your digital operation.
Misconception 4: "Everyone gets to see everything, it's easier."
Many SMEs opt for maximum openness: everyone has access everywhere. This seems efficient, until things go wrong. Sensitive documents circulate too widely, old employees keep access and no one knows who is responsible for what anymore.
Microsoft 365 is built around rights, roles and responsibilities. This is not a burden, but a protection. Not just for GDPR, but for peace of mind for your employees. Knowing where to be and where not to be works faster than seeing everything.
Misconception 5: "Microsoft 365 handles security automatically"
Microsoft does a lot, but not everything. Default settings are just that: default. They don’t take into account how your business works, what data is critical or what risks you face.
Without additional agreements around MFA, device management, remote access and data sharing, Microsoft 365 remains vulnerable. Security is not a button you turn on; it is a nexus of choices. Those who ignore that rely too much on chance.
Misconception 6: "Our people just need to learn to use it"
Training is often seen as the solution. But people learn to use tools within the context they are given. If that context is unclear, people learn mostly to work around problems.
Without clear agreements about where documents belong, how people collaborate and who decides, proliferation occurs. Microsoft 365 does not require heavy training, but clear rules. Only then will training pay off.
Misconception 7: "We'll fix that later."
This is perhaps the most dangerous misunderstanding. The longer an environment grows flawed, the harder it is to fix. Files pile up, habits become entrenched, and every change suddenly feels “too drastic.”
The reality is simple: the earlier you structure, the less it hurts. Waiting always costs more than starting.
The common thread: no agreements, no returns
All these misunderstandings have one common denominator: Microsoft 365 is deployed without a clear vision and agreements. The platform is filled, but not directed. This creates frustration, while the solution is often simpler than thought.
Those who want to deploy Microsoft 365 correctly must first think about collaboration, structure and responsibilities – only then about tools.
👉 Want to get the foundation right? Then check out our pillar page Using Microsoft 365 correctly, where we explain step by step how to turn Microsoft 365 back into a working tool instead of a source of chaos.
Microsoft 365 works. But only if you also make it work.
