Most organisations start with ad-hoc folders copied from an old server. This leads to duplication, lost files, and inconsistent permissions.

Fix: Build a clear framework, define who owns each area, and apply retention/security policies.

Licences can’t be reduced during a 12-month commitment, so costs often creep without anyone noticing. Some organisations keep spare monthly licences “just in case” instead of using annual ones. Many don’t have a proper offboarding process, meaning unused licences sit active long after staff leave.

And in a lot of SMEs, people are simply over-licensed:
• A shared mailbox would have been enough
• A lightweight licence (like Frontline) fits the job better
• Business Premium is suitable, but someone has been given a full Enterprise license

All of this adds unnecessary cost every year.

Fix: Audit licences quarterly, clean up unused accounts, and match each role to the correct licence tier to maximise the value of what you’re already paying for.

Both platforms are strong, but they suit different types of organisations. Google Workspace is brilliant for simple collaboration and low-complexity environments. Microsoft 365 is stronger for security, compliance, automation, desktop apps, and deeper integration with your wider IT systems.

Google is light, flexible, and easy to adopt — but most SMEs outgrow it once they need centralised storage, structured Teams sites, device management, or advanced security.

Fix: If you rely on Microsoft Office, need robust security, or want automation, governance, and device management, Microsoft 365 offers far more long-term value. Google Workspace is best for very small teams with minimal IT complexity or Enterprise policies/support.

Most SMEs get far more value by fixing the basics — storage, security, automation, and data structure — before introducing AI. Copilot is powerful, but if your files are scattered, Teams is unstructured, or permissions are wrong, it won’t perform well.

For some organisations, upgrading Teams licences can be a smarter first step, especially if you run a lot of customer meetings and need features like better recordings or transcripts.

If your data is already well-organised in SharePoint and Teams, with clean folders and good governance, then yes — Copilot becomes a fantastic addition to your toolset and pays off quickly.

Fix: Build strong data foundations first so Copilot can work properly — clean SharePoint, standardise Teams, and ensure permissions are correct.

Microsoft 365 Premium already includes best-practice security features SMEs ignore:
• MFA & Conditional Access
• Endpoint security
• Defender for Office 365
• Data Loss Prevention
Fix: Turn these on with proper policies — you likely already own them.