Stop Paying Twice - Use What You Already Own in Microsoft 365 Business Premium
If you’re running a small business, there’s a strong chance you’re paying for software you don’t actually need.
Most companies already pay for Microsoft 365 Business Premium, but then departments sign up for extra tools using credit cards.
This leads to:
✔ duplicated spend
✔ scattered data
✔ more logins & passwords
✔ more security exposure
✔ inconsistent customer experience
Common “Double Spend” Examples
Here’s where duplication normally appears:
| You’re paying for… | Business Premium already has… |
|---|---|
| Calendly | Bookings |
| SurveyMonkey | Forms |
| Vimeo / Kaltura | Stream |
| Monday / Trello | Planner + To Do |
| Miro | Whiteboard |
| Slack | Teams |
For a small business, this typically equates to £5000 per year in unnecessary software spend.
The Bigger Problem: Data Sprawl
When staff adopt tools independently, the result is:
❌ no central point of control
❌ data sits outside compliance boundary
❌ onboarding/offboarding becomes painful
When everything sits inside 365:
✔ one identity
✔ one security policy
✔ one audit trail
✔ one storage layer
✔ one compliance boundary
Fast Wins for Small Businesses
Here are some real-life examples:
1. Customer Intake & Routing
Replace: Zendesk / Typeform / Email inboxes
→ Forms → Teams → SharePoint
2. Appointment Booking
Replace: Calendly
→ Bookings → Outlook/Teams
3. Approvals (Expenses, POs, HR, Onboarding)
Replace: spreadsheets + inbox
→ Forms → Approvals → Teams
4. Training & Onboarding Videos
Replace: Vimeo / Loom / Google Drive
→ Stream + SharePoint
5. Task & Project Delivery
Replace: Trello / Monday
→ Planner + To Do + Teams
Automation Is Easier Once You Consolidate
Example: Customer submits Form
→ Power Automate creates task
→ Teams notifies responsible team
→ SharePoint stores record
Zero additional software. Zero Zapier-style fees.
Security Bonus
Third-party SaaS tools create unmanaged data surfaces.
Business Premium gives you:
✔ MFA
✔ Conditional Access
✔ Device governance
✔ Retention & legal hold
✔ offboarding in one click
Run an Internal “SaaS Sprawl Survey”
The first step is simple:
Survey your staff to discover what tools they’ve adopted without central visibility.
This quickly reveals:
✓ overlapping subscriptions
✓ unused apps
✓ risky shadow IT
✓ data leaving the compliance boundary
✓ where Business Premium already covers the need
This exercise usually pays for itself.
Unlocking Value Requires Light Upskilling
Most of the time, businesses aren’t missing the tools — they’re missing awareness and training.
A short upskilling program can teach staff:
✔ how to use Planner instead of Monday
✔ how to use Bookings instead of Calendly
✔ how to use Forms instead of SurveyMonkey
✔ how to build simple workflows with Power Automate
✔ how to centralise storage in SharePoint
✔ how to use Stream for video & training
This isn’t “IT training” — it’s modern working training.
Once users understand what they already have, adoption accelerates.
Final Word for Business Owners
The opportunity is clear:
✔ cut software spend
✔ reduce data sprawl
✔ tighten security & compliance
✔ streamline operations
✔ improve customer experience
✔ increase staff productivity
And you don’t need to buy more software to get there — you already own it