"Modern Workplace" is a term used to describe companies that use modern tools and implement digital transformation to increase productivity and employee satisfaction. These companies also promote effective collaboration while maintaining the security and integrity of systems and data. It is an efficient and secure workplace that employees can access from anywhere. In addition, these companies are resilient to dynamic economic changes.
The applications included in Microsoft 365 are the answer to the needs of companies that want to work according to the Modern Workplace philosophy. Microsoft 365 is definitely a key component of an efficient, secure and flexible work ecosystem. With modern tools, we can work from any device, from anywhere. Microsoft 365 is also a response to global changes in the approach to work mode. It is also worth noting that by using Microsoft services on subscription, we have access to always up-to-date solutions.
What does Microsoft Modern Workplace include?
Microsoft Modern Workplace is a work environment that runs using a set of Microsoft 365 productivity technologies and applications that harness the power of the cloud.
Secure email and calendars with scheduling assistant (Exchange Online)
Exchange Online in a nutshell is a Microsoft Exchange mail server in the cloud that secures communications with Exchange Online Protection mechanisms. In addition, the calendar with scheduling assistant is a great tool for organizing meetings of a larger group of people. Of course, it's hard to describe this fantastic service in one sentence. The features included in Exchange Online are definitely worth mentioning:
- Advanced security features - The e-mail service includes advanced information protection features. Spam filters not only protect against unwanted messages, but also detect malware.
- Reliability - With a guaranteed uptime of 99.9% and a financially backed SLA, we can count on our mail always working.
- Administration Center - Exchange Admin Center is very intuitive to manage, making the management of the organization very efficient, even if the administration is carried out by a person without technical skills.
- Security on different devices - Administrators can create different security policies for mobile devices. A list of such devices can be created from which M365 can be accessed, PIN locks can be enforced, and remote deletion of company data is possible.
- Access from anywhere - because the service is online, you can access your email and calendar from any device, from any browser.
- Data protection - thanks to advanced Data Loss Prevention (DLP) policies, messages sent by mistake are blocked from being sent. This ensures that sensitive data will not be delivered to unauthorized persons.
Enterprise Mobility and Security (EMS) management tools
EMS is a comprehensive approach to IT security challenges. EMS not only protects the organization, but also identifies any security breaches before they can cause concrete damage.
Microsoft 365 includes a wide range of tools that give us visibility into proactive protection against advanced threats such as malware, phishing and cyber attacks, as well as identity, application, data and device protection. What does EMS include? With these services, we can comprehensively protect our company from any kind of information and data leakage:
- Intune - this service allows you to define the devices (laptops, tablets, phones) from which you can access 365 services. Intune also defines the applications that can be installed on business devices. What's more, this service allows administrators to remotely delete company data in case of loss or theft of company equipment. The administrator has full control over the devices, including settings, features and security.
- Microsoft Defender for Identity - Defender for Identity enables security professionals who are struggling to detect advanced attacks in hybrid environments to monitor users, behavior and actions of individuals using learning-based analysis. This service also finds malicious links and attachments. The service enables security professionals to detect advanced cyber attacks by monitoring and analyzing employee behavior and actions.
- Azure Active Directory - is a cloud service that allows administrators to manage identity and access to Microsoft 365. Azure Information Protection - Provides better protection for confidential information by classifying (labeling) documents sent via email. An administrator can configure a label with rules to detect sensitive data (phone number, credit card number). Such labels classify and protect documents by, for example, tracking and controlling the use of document content or data flow analysis. By labeling a document, it is possible to prevent the leakage of sensitive data or its misuse.
- Azure AD Multi-Factor Authentication - MFA is a process in which the user is asked for an additional form of identification during the login process, such as entering a code received on the phone.
Automation of processes in the company
"Take care of what's important. Automate the rest." - Along these lines, Microsoft created Power Automate (formerly Flow). Any employee is able to build automated processes using Flows. Users can simply drag and drop tools and hundreds of pre-built connectors that easily automate repetitive, monotonous tasks. By automating tasks, employees can quickly increase productivity, giving them more time for innovation rather than operational tasks. With Power Automate, we can:
- Automate business processes,
- Send automatic reminders for overdue tasks,
- Manage business data,
- Automate tasks on a local device.
The service definitely saves time by simply automating repetitive "manual" steps.
Effective communication and effective collaboration in the era of remote working (MS Teams + PowerApps + OneDrive)
Microsoft Teams provides effective communication with the ability to send quick messages via chat, create groups or hold video conferences. In the era of remote work, it is the perfect tool if we need to be in constant contact with our colleagues or clients.
If we combine Microsoft Teams with Onedrive, Sharepoint or OneNote and PowerApps services, we get a comprehensive collaboration solution. With documents and files always available, we can create and share ideas whenever we want, while collaborating - absolutely efficiently!
Onedrive / Sharepoint / OneNote documents can be shared with team members and edited in real time; PowerApps allows users to create templates, design a simple workflow and continuously share information according to their needs, which were previously only available to professional developers.
Collaboration applications included in Microsoft Modern Workplace, such as Microsoft Teams, Office 365 and SharePoint, allow employees to easily collaborate on documents, regardless of their location or time of day. What's more, having a Windows 10 virtual desktop gives you even more options, allowing users to access the desktop from any device. This solution reduces the cost of business travel, training and administration of the entire IT infrastructure.
It is also worth noting that Microsoft Teams is constantly evolving and adding new features to adapt to dynamic economic and social changes. This definitely improves the user experience.
Such a high-tech communicator also increases productivity, can boost morale and allows connections between people from different teams. The more flexible employees are, the more effective collaboration will be - even remotely.
Intranet (Sharepoint) - a central gathering place for key information in the organization, enhanced by document flow automation.
Using Sharepoint as an Intranet, users can create a company-wide knowledge base, enhance teamwork capabilities, find information quickly and collaborate seamlessly across the organization. SharePoint supports teamwork with dynamic and productive team sites for each department and team in a project. The service also allows employers and employees to define business processes - from simple tasks such as notifications and approvals to complex operational flows. Using SharePoint, Power Automate and Power Apps lists and libraries, users can create rich digital user experiences with forms, workflows and custom applications for each device.
Always up-to-date Office apps, accessible from any device.
Each Microsoft / Office 365 user using the corresponding plan has the opportunity to install always up-to-date MS Office applications on 5 of their devices. This way, these applications will always be supported, which guarantees the continuous compatibility of the solution with contractors and access to all implemented solutions.
Why is it worth it?
Here are some common reasons why companies choose Microsoft Modern Workplace over a traditional solution:
- Diverse communication channels - employees communicate through different channels, which leads to communication chaos. As a result, we are not able to manage our tasks or communication with contractors and customers well. We don't have control over information, and as a result, we get lost in running a large number of projects.
- Using several independent systems - it is common for companies to deploy several management platforms that have very limited integration and automation between them. This increases the risk of errors and increases the workload. In line with the idea of "work smart, not hard," modern experienced employees appreciate being able to use their time to work efficiently, rather than having to deal with system-generated errors.
- Data silos / teams - Teams work in silos with limited visibility of other parts of the business. Data is stored in numerous locations and access is limited due to configuration. Under these conditions, the organization is unable to create a sustainable competitive advantage because it does not create a consistent message to the outside world. The organization is unable to respond to the changing environment and effectively evaluate its actions.
- Technology - The technology deployed by the company has scalability limitations and does not fully meet the needs of employees. Subscribing to M365 as a cloud service enables rapid digital transformation and access to each service from a single management console.
- Security - Failure to manage devices or cyber security puts a company at great risk in the event of a hacking attack. This can lead to dire consequences, as sensitive data can be stolen, including those in violation of RODO rules or the theft of patented solutions. You can avoid such situations at a low cost by investing in Microsoft technology, which has been developed by experienced, world-leading specialists.
In summary - by using cloud computing at a low cost, anyone can have a solution that, it would seem, is only for large corporations. The subscription model allows for individual selection of the solution - optimal in terms of needs and cost. Modern Workplace simply pays for itself - in many ways. See for yourself.
