In this session, we’ll explore practical strategies to reduce Microsoft licensing costs without compromising productivity. You’ll hear real-world examples, learn how to avoid common pitfalls, and discover tools within Microsoft 365 that can help you identify cost-saving opportunities.
FAQs
Q: What are some immediate actions we can take right after this webinar to reduce costs?
Answer:
There are several quick wins you can act on right away:
- Audit for Inactive Users: Identify users who haven’t logged in for 30+ days and reclaim those licenses.
- Right-Size Licenses: Review whether users need Business Premium or if F3 or Business Standard would suffice.
- Eliminate Redundancies: Remove duplicate or unnecessary add-ons like Defender or Power BI Pro if they’re not being used.
- Use Shared Mailboxes: Convert generic accounts (e.g., info@, HR@) to shared mailboxes, which don’t require paid licenses.
- Set Expiry for Guest Access: Avoid license creep by setting expiration policies for external collaborators.
Q: What’s the commitment period for Microsoft Licenses?
Answer:
Microsoft licenses typically come with a 12-month commitment, even if you choose monthly billing. You can pay:
- Annually upfront (lowest total cost)
- Monthly installments (more flexible, slightly higher total cost)
Once committed, you’re locked into the quantity and type of licenses for that term. However, you can add licenses at any time—just not reduce them until renewal
Q: What’s the best way to track licenses and usage ourselves?
Answer:
Start with the Microsoft 365 Admin Center, which provides:
- Usage reports by user and license type
- Alerts for inactive accounts
- License assignment summaries
Q: Can licenses be reduced at any time?
Answer:
Not during the active term. Microsoft’s licensing model requires you to commit to the number of licenses for 12 months. You can:
- Add licenses anytime
- Downgrade or reduce only at renewal
That’s why we recommend aligning license reviews with your renewal cycle and flagging underused licenses well in advance.
Q: How do I know which license type is best for my organization?
Answer:
Choosing the right license depends on your organization’s size, security requirements, and the tools your teams need.
- Microsoft 365 Business Premium is ideal for small to mid-sized businesses that need productivity tools plus advanced security and device management.
- Microsoft 365 E3 is great for larger organizations looking for enterprise-grade productivity, compliance, and collaboration tools.
- Microsoft 365 E5 includes everything in E3, plus advanced security, analytics, and voice capabilities—perfect for organizations with complex compliance or security needs.
We recommend evaluating your current usage patterns, growth plans, and IT capabilities. Our team can also help with a licensing assessment or cost-benefit analysis.
Q: Can I switch license types later if my needs change?
Answer:
Yes, you can upgrade or downgrade licenses at any time.
Upgrades (e.g., from E3 to E5) are seamless and immediate. Downgrades may result in loss of access to certain features, so it’s important to plan ahead and back up any critical data.
Q: Can I mix and match different license types within my tenant?
Answer:
Yes! Microsoft 365 allows you to assign different license types to different users. This flexibility helps you manage costs while ensuring each user has the tools they need.
Q: What reporting or analytics tools are included with each license?
Answer:
Each license tier includes different levels of reporting and analytics capabilities:
- Business Premium and E3 include standard usage reports in the Microsoft 365 admin center, covering email activity, Teams usage, and OneDrive storage.
- E5 includes advanced analytics like Microsoft Defender dashboards, Power BI Pro, and Microsoft Purview for compliance and risk management insights.
If your organization relies heavily on data-driven decision-making or needs visibility into security and compliance, E5 offers the most comprehensive toolset.
Q: I want my staff to be trained on some of the underutilized apps. Specifically, Microsoft Planner and OneNote, does your organization offer any app specific training?
Answer:
Yes, Lai and Associates can provide this type of training for your organization! Please reach out to customersuccess@laiandassociates.ca if you are looking for more details and pricing and delivery options.
Why Attend?
Gain actionable insights to right-size your Microsoft licenses without compromising productivity, avoid compliance risks, and prepare for upcoming changes in Microsoft’s licensing models. Whether you’re looking to streamline costs or future-proof your licensing strategy, this session will equip you with the tools and knowledge to make informed decisions.
What We’ll Discuss
We’ll explore the current Microsoft licensing landscape, highlight common overspending pitfalls, and share proven cost-saving strategies such as license consolidation, renewal options and streamlining billing frequencies. Real world case studies will illustrate how organizations have achieved significant cost savings. Furthermore, we will discuss the technical hurdles to provisioning Microsoft licensing and common concerns customers face in their license transitions.
Who Should Attend?
This session is ideal for IT decision-makers, procurement leads, finance managers, and operations professionals from small businesses, large enterprises, and non-profits who are responsible for managing Microsoft licensing and technology budgets.
Speakers
Rondha Ramdeo-Lai, CTO and Microsoft 365 Consultant, LAI
Zack Gibb, Customer Success Associate, LAI
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