As the cost of living crisis continues to impact charities, coupled with rising National Insurance contributions due to take effect in April, reducing spend is more important than ever. One way charities can do this is to consolidate and optimise their IT systems. At Smartdesc, we have a wealth of experience supporting charities with their IT needs and have identified key strategies for leveraging the Microsoft platform to reduce expenses.
Consolidating 3rd Party Tools and Systems
One of the most effective methods for charities to save costs is by consolidating third-party tools and systems into the Microsoft ecosystem. Many charities 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
Many charities use third-party antivirus products, which 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 the additional expense.
Enhancing Email Security
Similarly, charities often use third-party email security tools for spam protection and archiving, which can add significant costs. By switching to Microsoft Defender for email protection and Exchange Online Archiving for archives, charities 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 for charities, 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 license types can significantly reduce expenses. For example, Microsoft 365 Business Premium includes nearly all necessary features for most charities, with a 300-seat limit at an affordable rate. Beyond 300 seats, a mix of E3 plus Enterprise Security licenses can be used, allowing charities 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, charities 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.
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. Smartdesc offers an Azure Cost Optimisation service that guarantees cost-neutral or better results, ensuring charities get the most out of their cloud investments.
Outcomes and Benefits
By consolidating third-party tools, optimising cloud costs, and leveraging expert advice, charities can 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.
Smartdesc is committed to helping charities 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.
