Maximising Productivity with Microsoft 365: Lesser-Known Features for IT Managers

In the fast-paced world of IT management, staying ahead of the curve is essential. For Australian IT managers, leveraging the full potential of Microsoft 365 can be a game-changer in boosting productivity and streamlining operations. While the suite’s core features like Outlook, Teams, and SharePoint are well-known, there are several lesser-known tools and functionalities that can significantly enhance your workflow. This article explores some of these hidden gems within Microsoft 365 and provides practical tips for IT managers to maximise productivity.

1. Microsoft 365 Admin Center: Advanced Reporting Tools

The Microsoft 365 Admin Center is the hub for IT managers to oversee their organisation’s Microsoft 365 environment. Beyond basic user management and license allocation, the Admin Center offers advanced reporting tools that can provide critical insights into your organisation’s usage patterns.

• Productivity Score: This tool gives IT managers a detailed view of how users engage with Microsoft 365. It includes metrics on communication, meetings, content collaboration, and mobility. By analysing these reports, you can identify areas where productivity could be improved, such as underutilised applications or inefficient meeting practices.
• Usage Analytics: Available under the Reports tab, Usage Analytics allows IT managers to generate detailed reports on email activity, file storage, and more. These insights can help in resource planning and ensuring that the organisation is getting the most out of its Microsoft 365 investment.

2. Microsoft Endpoint Manager: Streamlined Device Management

Managing multiple devices across an organisation can be a complex task, especially with the rise of remote work. Microsoft Endpoint Manager, which integrates with Microsoft Intune and Configuration Manager, offers a powerful solution.

• Endpoint Analytics: This feature provides data-driven insights into the health and performance of your devices. It helps in identifying potential issues before they affect users, thereby reducing downtime and improving the overall user experience.
• Autopilot: Microsoft Autopilot streamlines the deployment of new devices by automating setup and configuration. IT managers can pre-configure devices to meet company standards, ensuring that new hires or remote workers can get up and running quickly without the need for hands-on IT support.

3. Microsoft Teams: Beyond Chat and Meetings

Microsoft Teams is widely recognised for its communication capabilities, but its potential as a productivity tool is often underutilised.

• Power Automate Integration: Teams integrates seamlessly with Power Automate, allowing IT managers to automate repetitive tasks. For example, you can set up workflows that trigger when a new team is created or automate approval processes directly within Teams.
• Teams Templates: Microsoft Teams now offers templates that IT managers can use to quickly create teams with predefined channels, apps, and settings. This is particularly useful for onboarding new projects or departments, ensuring consistency and saving time.

4. Azure Active Directory (Azure AD): Enhanced Security and Access Management

Security is a top priority for IT managers, and Azure Active Directory (Azure AD) is a crucial component of Microsoft 365’s security infrastructure.

• Conditional Access Policies: Azure AD’s Conditional Access policies allow IT managers to enforce specific conditions under which users can access corporate resources. For example, you can require multi-factor authentication (MFA) when accessing sensitive information or restrict access based on geographic location.
• Privileged Identity Management (PIM): This feature helps IT managers control, monitor, and review access to important resources in Azure AD. PIM provides just-in-time access with time-bound privileges, reducing the risk of security breaches due to over-privileged accounts.

5. OneDrive for Business: Advanced Sharing and Collaboration

OneDrive for Business is a core component of Microsoft 365’s file storage and sharing capabilities. IT managers can leverage its advanced features to enhance collaboration while maintaining control over data security.

• Sensitivity Labels: With Sensitivity Labels in OneDrive, IT managers can classify and protect sensitive data based on predefined policies. These labels automatically apply encryption and access restrictions to files, ensuring that confidential information is only accessible to authorised users.
• Request Files: The Request Files feature allows IT managers to securely collect files from internal or external users. This is particularly useful for IT departments needing to gather large amounts of data, such as logs or user submissions, without compromising security.

6. Microsoft 365 Learning Pathways: Continuous Learning and Adoption

Adopting new features and ensuring that users are fully leveraging Microsoft 365 can be a challenge. The Microsoft 365 Learning Pathways tool can help IT managers facilitate continuous learning within their organisation.

• Custom Training Playlists: IT managers can create custom training playlists tailored to their organisation’s needs. This ensures that employees have access to relevant, role-specific training, which can improve adoption rates and productivity.
• Integrated Content: Learning Pathways integrates with SharePoint, allowing IT managers to embed training content directly into their organisation’s intranet. This makes it easier for users to access training materials and reduces the burden on IT support by empowering users with self-service resources.

Conclusion

For IT managers in Australia, unlocking the full potential of Microsoft 365 involves going beyond the basic functionalities and exploring these lesser-known features. By leveraging advanced tools within the Microsoft 365 Admin Center, Endpoint Manager, Teams, Azure AD, OneDrive for Business, and Learning Pathways, IT managers can significantly enhance productivity, streamline operations, and maintain robust security across their organisations.

These features not only help in maximising the return on investment in Microsoft 365 but also position IT managers as strategic enablers of business success. As Microsoft 365 continues to evolve, staying informed and adopting these tools will be crucial in driving productivity and innovation.

Clint Shiels

With 25 years in the tech industry focused on Microsoft and security, Clint has provided consulting services, complex solution design and IT aligned business advisory to hundreds of organisations across Australia and the UK. With a methodology to understand business requirements and outcomes first and foremost then deliver a clear roadmap to succeed in achieving client outcomes using modern workplace delivery services.