Three Tips to Assess an Office 365 Tenant
A prerequisite to doing this assessment is that you will need to be a global tenant administrator or to work with someone who is.
Without further ado, here is my Top Three Areas to Review in an Office 365 Tenant
What products or product bundles have been purchased (subscribed to)? These can include a variety of Office 365 licenses with such memorable names as E1, F1, E3, E5, Business, Business Essentials, and Business Premium. Some are capped at 300 users. Some are only for government or education customers. Others may be bundled such as Microsoft F1, E3, or E5, as opposed to Office F1, E3, or E5. There’s multiple ways to purchase these as well, such as direct from Microsoft, through a License Reseller, or through a Cloud Solution Provider. Is it a stand-alone monthly or annual subscription, or part of a larger Enterprise Agreement? It’s important to understand these and the corresponding cost structure. Controlling your Office 365 costs directly relates to managing these licenses.
Furthermore, if you have multiple kinds of licenses, for example, E3 and F1, which users get which licenses and why? Are licenses only assigned to active users? If accounts for users that have left the organization still have licenses assigned, that could unnecessarily be increasing your costs. Proactively monitoring and re-harvesting those inactive licenses is an important admin task that should be performed on a regular basis.You will also want to know who makes decisions about licensing and who can purchase more licenses.
- UsageGo into the Office 365 Admin portal and look at usage reports. What workloads (such as SharePoint, Exchange, OneDrive, Teams, etc.) are being used? Which ones are not being used? Why? Also look at the Power BI dashboard about user adoption. Again, look at what is and isn’t being used, and ask whomever should be knowledgeable about the tenant or the business what has driven the current state of usage. To take your analysis further, you want to correlate usage and license type. Once you do that, you can correlate usage and license cost. That’s hard to do with the out of the box capabilities. You will either need to resort to writing your own PowerShell scripts or make use of third-party management tools such as CoreView. A benefit of connecting usage with license type and cost is that you may be able to identify either users that can be assigned cheaper licenses or users that would benefit from training programs so they can get more value from the license they have.
- Admin Account Governance
- License Governance
- SharePoint Site Governance
- OneDrive Governance
- Information/Data Governance
- Microsoft Teams Governance
- Service Configuration Process Governance
- General Usage Governance
- Security Compliance Governance
- and, Driving Usage Adoption