As the cost of living crisis continues to impact business, the public sector, not for profit and education, coupled with rising National Insurance contributions due to take effect in April, reducing spending is more important than ever. One way to do this is to consolidate and optimise IT systems.
In this blog, we will give you some examples of how you can leverage the Microsoft platform to reduce expenses.
Consolidating 3rd Party Tools and Systems
One of the most effective methods to save costs is by consolidating third-party tools and systems into the Microsoft ecosystem. Many organisations are already licensed for various Microsoft products, which can help them replace more expensive third-party solutions. Here are some practical examples:
Replacing Antivirus Products
Third-party antivirus products can be costly. A popular mini project for cost-saving is to replace these products with Microsoft Defender, a robust antivirus solution that is likely already included in your existing Microsoft licenses. Microsoft Defender offers comprehensive protection against malware and other cyber threats, ensuring that your organisation remains secure without additional expense.
Enhancing Email Security
Similarly, third-party email security tools for spam protection and archiving can add significant costs. By switching to Microsoft Defender for email protection and Exchange Online Archiving for archives, organisations can take advantage of built-in security features like anti-phishing, anti-spam and malware detection. This transition not only saves money but also streamlines email security management within a single platform.
Optimising Cloud Costs
Cloud services are indispensable, offering scalability, flexibility and reduced infrastructure costs. However, “cloud shock” can occur when organisations realise their cloud costs are higher than expected. Here are some strategies for optimising cloud expenses:
Trim Licensing Costs
Using the most efficient blend of licence types can significantly reduce expenses. For example, Microsoft 365 Business Premium includes nearly all necessary features for most businesses and institutions, with a 300-seat limit at an affordable rate. Beyond 300 seats, a mix of E3 plus Enterprise Security licenses can be used, allowing organisations to maximise cost efficiency without compromising functionality.
Optimise Cloud Storage
Only a small percentage of data needs to be stored in the top-tier, expensive cloud storage. By moving non-essential data to cheaper storage options such as “regular” or “cold” storage, establishments can save thousands each month. Additionally, committing to annual pricing and leveraging 1-3 year reservations can further slash monthly cloud costs.
Cut Out Duplication
Paying for more licenses than needed is a common issue. This often happens when IT departments are not informed about staff changes, leading to inactive or unused accounts consuming costs. Implementing tools to regularly identify and decommission dormant accounts can help eliminate unnecessary expenses.
In Conclusion
Consult Experts
Navigating the complex world of cloud configurations and licensing can be daunting. Engaging experts to audit, review and optimise your cloud spend can yield significant savings. Experts (like Academia) offer an Azure Cost Optimisation service that guarantees cost-neutral or better results, ensuring organisations get the most out of their cloud investments.
Outcomes and Benefits
By consolidating third-party tools, optimising cloud costs and leveraging expert advice, you an achieve numerous benefits:
- Reduce IT spend and budgets: Significant cost savings can be realised.
- Right-size cloud estate: Optimise cloud configurations for maximum return on investment.
- Lean subscriptions: Ensure efficient use of all licenses and subscriptions.
- Reallocate savings: Use cost savings towards other critical projects.
- Proactive expense management: Demonstrate to stakeholders that IT operating expenses are minimised.
Academia is committed to helping business, public sector, not for profit and education navigate these challenging times by offering practical advice and cost-saving solutions. For more information on how we can assist your organisation, please get in touch for a complimentary consultation.
