Switching to Office 365 — and the workflow gap
This article is primarily about Office 365 and considerations around that subject, especially if you’re thinking about a new implementation or migration.
Much of this will be preaching to the converted, so the audience is really those who are merely considering the move to Office 365, and especially if you are seeing deficiencies in workflow capabilities — throwing doubts into your migration plan.
Please note this disclaimer. I’m affiliated with Tallyfy— a workflow and BPM platform which differentiates through incredible ease-of-use, customer-facing features and flexibility to drive adoption in modern teams.
It also aims to highlight a large gap in the Office 365 around the availability of a simple workflow tool that business users can understand — integrated into the Office 365 suite.
This is a gap that Tallyfy is filling with our workflow software.
Providing BPM-like functionality using Sharepoint is not an adequate way to fill this gap for today’s business users — who demand ease of use, without needing an army of IT.
Office 365 is a SaaS, or Software as a Service offering. It provides online versions of the MS Office Suite and components like Lync Server, Exchange Server and SharePoint Server.
A SaaS ensures that a business only consumes the applications necessary for their specific needs. The applications run through the cloud — as you know, this makes them accessible from various devices.
A SaaS will run everything for you; there is little you need to worry over as a business owner, especially when you use this in conjunction with Tallyfy.
There are a number of great reasons why many businesses already use Office 365 for their workflow.
Services Offered
There are a number of specific services through Microsoft 365 that benefit businesses when matched with Tallyfy:
- Office Web Apps — you can create, edit, and work with files in Word, PowerPoint, Excel, and OneNote through any web connection.
- Office Mobile Apps — Stay on the move while still accessing PowerPoint, Excel, and Word on any Windows or Apple tablets and phones. You can interact with your documents, and access other points of Office 365, such as Lync Mobile, OneNote, and SharePoint.
- Hosted Email — Use shared calendars, business-level email, and continue to use the same domain name you’ve always used.
- Active Directory Integration — You can manage your company’s user credentials and switch permissions on a dime. You’ll have synchronization and single sign-on options with Active Directory.
- Simpler File Sharing — Each user receives a preset amount of personal storage, which syncs with mobile devices and PC’s.
- Web Conferencing — Keep meetings moving over web connections with video conferencing in HD, instant messaging, and screen sharing.
- Advanced Voice — Enjoy hosted voicemail with auto attendants and sharing capabilities.
- Public Website — Your website hosting portion is done for you. Imagine the money you’re saving — simply plug in your own information and move on. Change it whenever you need.
- Intranet Team Sites — Create team sites, such as a team site for your sales, your marketing, your executives, etc. — and change the team members to meet your needs.
- Site Mailboxes — Don’t mass email your workers. Choose specific workers to receive emails geared toward specific projects. For example, your sales manager and one specific sales person has been working on a deal with a customer. Keep all three in the loop without distracting other workers from their tasks with needless emails.
- Define and run simple repeatable workflows — this is the part that’s really lacking in Office 365. Tallyfy allows you to define your workflow under specific parameters that are married to Office 365 benefits. You can define, track and measure work processes and collaborate with others through Tallyfy. This is not the same as building advanced workflows in Sharepoint, for which you will need more IT and consultants.
Price
Overall, the price of Office 365 is cheaper than hosting a server on the premises of your business. It’s true that you’ll pay subscription pricing, but if you compare prices over time, you’ll see that the subscription is cheaper in the long run.
Even in a package, the components of Office 365 are much more expensive, and not worth the cost — between initial cost and time spent to install programs onto individual computers, it’s easy to see that the subscription version is worth it.
Think about it this way: you want to get up and running right away. When you purchase Office 365 through the Cloud, and use SaaS, you get going faster than if you purchase software that must be installed. The cost in time saved, speed in starting up, and ease in use is worth it.
No Admin Necessary
Saving money is the name of the game here. You don’t need an on-site administrator to control your Microsoft environment, or your Tallyfy account. They’re both already set up for you. If there’s an issue, call Microsoft and let them fix it — you’re already paying for repair services.
The service rarely falls through, but remember, that if it does, Microsoft has your back. Additionally, Tallyfy has reliable customer support, so the two products together create a virtual work environment.
Those who build these platforms aren’t cheap to hire and maintain, so why bother? Don’t build your own platform from scratch when there’s already one available that’s ready to go right now.
Consider the fact that specialists who build a system for your business must test the systems. This involves trial and error, fixing bugs, and persistent changes that slow down a business day.
Does that sound like something you want to deal with, when there’s already a system set up, tested, and proven to work?
Get your business up and running by using a system that’s already in use by many businesses, with successful results, and which is proven to be reliable time and again.
Regular Updates
Related to the above points is the fact that, if you build your own system, you’ll need to keep up with updates and make sure they’re installed. Again, this takes money and time.
Why would you do that to yourself? It takes longer to get updates finished on site than it does when you use cloud apps like Tallyfy and Office 365; in fact, updates are pretty much instantaneous, and often happen during the most common down-times, such as overnight.
What’s more, Microsoft commits changes to Office 365 at a more regular schedule than their other software. This means that, if you’ve installed Microsoft products on your own, you’re waiting for the updates to be issued so you can then use them. With Office 365, the updates come without you having to do a thing. Your competition is ahead of you because of this, so why would you do anything else?
Stay above the curve with Office 365 and skip the time it takes to update product yourself.
Enterprise Grade Reliability
One of the best parts of Office 365, and Tallyfy, is their guarantees.
There is a financially-backed 99.9% guarantee or Service Line Agreement of up-time for all enterprise and mid-sized plans with Microsoft, and an around-the-clock customer service available through Tallyfy.
This comes with a dedicated group of developers who will be there to work through issues with you. As mentioned before, if there are any problems, you’ve already paid for the help — you don’t need to pay for a high-priced, on-site technician when you’ve paid your flat fee for the year.
All your data gets stored in redundant environments, kept separate from the actual service, to protect your information. Microsoft has a non-data mining promise, and complies with the following compliance standards:
- SAS 70/SSAE 16 Assessments
- ISO 27001 Certification
- HIPPA
- FISMA
In addition, Microsoft offers every business who signs up a service level agreement, or SLA. This outlines exactly how you’re supported, and it’s a good idea to keep this document on file in your office somewhere. Either keep a hard copy, or upload an electronic copy to a data room for convenient, any-time access.
Is It For Everyone?
Well, yes. Some people may turn away from Microsoft Office 365 because of the yearly cost, but they’re not comparing cost to the big picture. Moving over to the cloud, even if you’re already established with a system, is easy.
You’ll find higher levels of support and reliability, because you’re paying for it in one flat fee. The thing that holds most businesses back is the tight marketing budget, but consider how much you’re spending on maintaining a business platform. Is it less than Microsoft’s yearly subscription fee, after you factor in time spent?
Even if you’ve already purchased separate forums, installed them, and spent the time to set everything up, consider switching to the cloud anyway. The advantages have been listed here, and why would you not want the constant support?
Why would you want to keep the headache of maintaining your own system, when there’s a proven system in existence? Let someone else worry about updates, maintenance, and improvements.
You really have too much to worry about outside of this; you have a business to run. Skip the headache of maintaining your own systems and hop on the Microsoft Office 365 train as soon as possible.
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