What happens when a key employee leaves and takes critical data with them? We’ll dive into how Microsoft 365 can help you avoid common IT communication gaps and protect your business from data loss.
The Orphan Files Problem: A Real-World Example
Imagine this scenario: A business using Google Workspace shares data across teams, but one day, a critical employee leaves. Suddenly, the files they owned disappear after 20 days—gone forever. What caused this? It’s an orphan files issue. Files were stored in one employee’s folder, and when that account was deactivated, the data went with it. Google support says it's unrecoverable.
This is a real risk when using platforms that don’t have centralized file management. The solution? Microsoft 365. It centralizes data and eliminates the risk of orphaned files, offering better control and recovery options.
Why Microsoft 365 is Your Best Defense Against IT Communication Gaps
Microsoft 365 is the gold standard for data management and IT communication. Here’s how it addresses common gaps:
1. Compatibility Across the Board
Microsoft 365 offers seamless integration with external apps and platforms. Whether your business uses industry-specific software or popular apps like Slack, Microsoft 365 makes it easy. You can even use single sign-on (SSO) to link various apps with your Microsoft login. This not only reduces the number of passwords your team needs to remember but also enhances security by requiring multifactor authentication (MFA).
Key Benefits Checklist:
- Multifactor Authentication
- Single Sign-On
- Enhanced compatibility with external applications
2. Microsoft 365 Features You Might Be Overlooking
It’s not just about Word, Excel, and Outlook. Microsoft 365 offers a wide range of additional tools to boost collaboration and accountability.
Built-in Features to Explore:
- Team and individual file storage with SharePoint and OneDrive
- Calendar booking tools
- Chat and video meetings with Microsoft Teams
- Task management with Planner
- Survey and data collection with Forms
- Real-time team collaboration on familiar desktop apps (e.g., Word, Excel)
These tools ensure that teams can stay connected, manage tasks, and collaborate in real-time—no more lost emails or missed meeting invites!
3. The Importance of Security in Microsoft 365
Security is critical, especially when it comes to communication and data retention. Microsoft 365 offers built-in security tools, including encryption and data loss prevention (DLP). But here’s where many businesses make a mistake—they rely solely on their cloud provider for data retention.
Why is this risky? Even cloud environments are susceptible to data loss or corruption. That’s why it’s essential to have an external backup solution, such as Datto Backupify or MSP360, which can back up cloud files and emails.
Checklist for Secure Cloud Data Management:
- Use external backups like Datto Backupify
- Regularly review security settings in Microsoft 365
- Avoid using personal email for business communications
4. The Risks of Using Personal Email for Business
Here’s another all-too-common scenario: Employees use their personal email to handle business tasks. Not only is this a security risk, but it’s also a huge IT communication gap. When employees leave, they take that email access with them—meaning your business loses control over crucial information.
With Microsoft 365, you maintain control over all communications and can easily manage access to accounts. Plus, if an employee leaves, their email and data can be retained for compliance and business continuity purposes.
Preventing IT Communication Gaps and Data Loss
In today’s business environment, data loss and IT communication gaps can spell disaster. By switching to Microsoft 365, your business benefits from better compatibility, enhanced security, and more control over your data.
If you want to prevent orphan files, manage licenses seamlessly, and protect your business, it’s time to consider Microsoft 365.
Ready to take control of your business communication? Contact SymTec today for a free consultation on how Microsoft 365 can help secure your data and bridge IT communication gaps.