Hi everyone,
I'm the sole IT person at a small company and I feel like we're not managing our Microsoft 365 setup correctly. I'm looking for advice to optimize our operations and keep costs down. Here's a snapshot of our current situation:
- **Licensing**: Everyone has either Business Basic or Business Standard.
- **File Storage**: All company files are stored in one user's OneDrive (the president's), which is confusing for staff. We share access at the folder level, and we've hit the 1 TB limit.
- **Backup**: We're using AFI.ai for OneDrive backup for about $63/month, but I'm considering using a NAS with a cloud backup solution instead.
- **Device Tracking**: Our company's devices are scattered among users, and tracking them in Excel is cumbersome. We don't use Entra or Intune for device management, which I believe are only available in higher-level plans.
I'm trying to sort out the following:
1. Should we move our files to SharePoint, and how do other organizations manage shared storage effectively?
2. How can we reduce licensing costs, and is there a better option than Business Standard for some users?
3. What's the easiest way to track devices, and is upgrading to Business Premium for Intune worth it for our small size?
4. Is my monthly cost for AFI.ai justifiable, or should I explore other backup options for M365?
I want to ensure our IT management is sustainable and manageable. Any tips would be greatly appreciated!
5 Answers
I recommend getting everyone on Business Premium and using Intune for device management. It’ll keep things streamlined. Even if you're learning, there's a lot of helpful info on Microsoft's site—make sure to check it out! Hiring a managed service provider (MSP) might also ease your workload.
For storage, transitioning away from the president's OneDrive to one or more SharePoint sites is key. On licensing, look at F3 plans for users who don't need desktop apps, as that can save costs. Regarding device tracking, Business Premium combined with Intune is a smart choice.
You’re not alone in feeling this way! It’s a good idea to bring in some external help. Sharing just one person’s OneDrive can cause headaches. SharePoint is tailored for collaboration. Upgrading licensing to allow for better device management like Intune could also be beneficial.
Definitely move everything to SharePoint! OneDrive is more suited for personal files, while SharePoint is better for organizational sharing. You can set up document libraries for each department and manage access with security groups, which is simpler for everyone involved.
For backups, consider options like Druva; it’s quite user-friendly and offers a solid backup solution. The price may vary depending on your number of users, but it might be worth investigating against your current spend.
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