1. Get it done with Power Automate
Who enjoys dull, repetitive tasks? Nobody. Part of Microsoft’s Power Platform, Power Automate does just what it says: it automates recurring tasks with a workflow you can create yourself. That’s because Power Automate’s ‘low-code/no-code’ interface is drag and drop driven. Common tasks we’ve helped automate include requisitions for new items (like a replacement laptop), leave requests and other Human Resources transactions, multi-stage approval processes, and even replacing expensive visitor management systems. Combined with SharePoint and your other Microsoft 365 applications, Power Automate offers incredible functionality. Once you know how it works and what it does, the sky’s the limit.
Pro tip: Talk to us about more complex or advanced workflow automations. This can save money while boosting convenience and productivity.
2. Know more with Power BI
Another member of the Power Platform, Power BI creates dashboards and reports by gathering and presenting data from multiple sources. The big difference is Power BI puts rich information directly in your hands, complete with ‘drill down’ capability. That’s a long way away from requesting reports from someone upstairs, then waiting weeks for a result which probably no longer meets requirements. Power BI presents data visually, improving comprehension and engagement by making information more appealing.
Pro tip: Most Microsoft 365 plans include a Power BI license for personal use, presenting an excellent opportunity to evaluate the tool and assess its value for your business. Ask us for help getting started.
3. Take (further) advantage of Teams
Teams is well-known and broadly appreciated as the communication and collaboration centrepiece within Microsoft 365. A top tip is switching on the record function along with live transcriptions and instant closed captions. A major time saver in multiple contexts – like creating the first draft of the meeting minutes – Teams even translates it into 28 languages, if so desired. For many of our clients, this small tip delivers a big gain in convenience.
Pro tip: Teams recordings are automatically saved to the Microsoft Stream platform for 90 days. The recording is available after the meeting was scheduled to end and is available to all participants from the Details tab of the calendar meeting event.
4. Feel good with Microsoft Viva
How do you spend your day? Microsoft Viva is an ‘employee experience’ set of applications including Viva Insights – which offers a personal analysis of how your time is used. It’s a wellness support application which highlights factors like working outside of office hours, identifying rest periods, and makes best practice suggestions to improve productivity and mental health. Tips offered by Viva include suggesting a time delay for sending emails (so they’re at the top of your recipient’s inbox when they’re most likely to review it). It also recommends meetings you may not be required in by detecting that you’re working on emails or unrelated content. Furthermore it can gather and track tasks from your emails. Viva is an impressive tool. Flexible and versatile, most folks get a lot out of it. It could improve your life, and your job performance.
Pro tip: Viva is an optional and completely free component of Microsoft 365. Install it from the Microsoft 365 admin centre by signing in as an administrator, then searching ‘Viva’. Some setup is required. If you need help, that’s what we’re here for.
5. Be safer with Microsoft Security
A multitude of security solutions are bundled into Microsoft 365, but the features available depend on your level of licensing. The further up the stack (obviously), the greater the features. Microsoft 365 Business Basic, Standard, and Premium include anti-phishing, anti-spam, and anti-malware protection.
At the bare minimum, everyone should be using multifactor authentication (MFA). This is common to all Microsoft 365 subscriptions and typically enabled as default. Less commonly known is setting up conditional access with MFA, available in Business Premium (and up) subscriptions. Conditional MFA is context and location aware, reducing the time (and inconvenience) of multiple MFA logins. When returning to your office desk from a break, MFA won’t be required. Do the same at a café, and MFA protects your login.
Pro tip: Setting up conditional access is achieved from the Microsoft Entra Admin Centre. This one can be a little tricky, and Microsoft itself advises working with an expert like CodeBlue.
6. Bonus: Understand your shadow IT with Microsoft Purview
This is a bonus one which has helped many clients take control of shadow IT. In most organisations, there are ‘official’ applications and services…and then multiple unknown ones in ad hoc use. Some of these applications introduce security risks. Others add reputational risk (inappropriate/illegal content). And yet others are workarounds – perhaps indicative of inadequate IT services. Microsoft Purview provides complete insight into your application and services environment, including showing how often applications are used, and how much data they consume.
Additional services within Purview include Microsoft Information Protection. This introduces policies that classify, label, and protect data according to sensitivity. Classification can be automated, applied by users, or based on recommendations. MIP tracks activities on shared data – showing where it goes – and revokes access when policies are exceeded. Also included is Data Loss Prevention, which classifies and limits how data can be shared.
Some features of Microsoft Purview may require upgrades or additional licenses.
More from Microsoft with CodeBlue
Getting optimal value from your Microsoft 365 license depends on several factors. Your business type, information and application requirements, user maturity, and more determine the optimal license selection and feature configuration. As experts working across a wide cross-section of New Zealand businesses, CodeBlue is ready to help optimise and create the best Microsoft 365 experience for you.
