Unique Perspective on Office 365
In this article
- Office 365 works best when it’s designed around how a business actually operates
- Clear structure reduces time spent hunting for files and information
- Licensing, storage, and costs need periodic review as organizations change
- Storage tiering helps keep long-term data costs predictable
- Independent backups provide flexibility, visibility, and long-term protection
- Security works best when it’s practical and easy for users to adopt
Many companies already use Office 365 successfully, but the structure behind it often grows organically.
Microsoft 365 is flexible by design, and teams use it in ways that make sense day to day. Over time, files live in many places, and it becomes worth stepping back to look at organization and cost.
That’s where thoughtful design makes a difference.
Start With How the Business Works
At Dataforge, we begin by understanding how a business actually operates. Every organization is different. Departments work differently, and not all data has the same importance or needs to live forever.
Once we understand that, we design an Office 365 structure that fits the way people already work. A good setup should feel natural. People shouldn’t need instructions to know where something belongs.
It’s also a natural point to review what’s there and do some cleanup along the way.
We don’t want your day filled with hunting for files or second-guessing where information lives. When you need data, it should be boring and predictable — you know where it is, and you can get to it without thinking about it.
For SharePoint, we usually work department by department with the people who understand the data best. That collaboration matters. When the structure reflects reality, people tend to use it without friction.
Cost, Storage, and Backup Over Time
Office 365 costs are reasonable when licenses match roles and get reviewed as things change. Storage benefits from planning as well. As data grows, knowing what needs to stay easily accessible — and what doesn’t — helps keep costs predictable.
This is where storage tiering comes in. Not all data needs to live in the most expensive place forever. We’re used to designing systems where active data stays close at hand, and older or less-used data moves to lower-cost storage. That same thinking applies here and helps keep long-term costs under control.
We back up Office 365 using our own infrastructure. Many customers value that clarity. They know where their data is, and so do we. It allows for fast restores, long-term archival, and a clearer picture of how data is growing. Backup isn’t just for emergencies — it helps with planning and decision-making.
Security That Fits the Environment
Office 365 provides strong security tools when they’re configured properly. Security is always a balance between protection and usability.
Our role is to help customers understand the options and choose what makes sense for their environment. For example, we often recommend push-based MFA tools like DUO because they’re easier for people to live with day to day. Security only works when users don’t feel like they’re fighting the system.
Not a One-Time Setup
Office 365 changes as the business changes. People move roles. Data grows. Requirements shift. Periodic reviews help keep licensing aligned, storage sensible, and security consistent.
We’re used to long-term planning and tiered storage — approaches that have existed in larger environments for a long time. Applying the same thinking to Office 365 helps keep things organized and predictable.
When customers are willing to spend time with us and involve their teams, the results are usually clear fairly quickly. Often, it’s not about adding anything new. It’s about organizing what’s already there and making intentional decisions going forward.
If you’d like help with Office 365 — structure, cost control, backup, or security — we’re happy to talk.
Learn more about our Office 365 support services or get in touch.
Dataforge Canada
https://dataforgecanada.com
Post Images
Click to view larger
