Are you getting the most out of your Microsoft 365 subscription? If you're like most small business owners in Petoskey, Gaylord, Cheboygan, or Alpena, you're probably using maybe 20% of what you're paying for: and that's being generous.
Here's the thing: Microsoft 365 is an incredibly powerful platform. But without the right setup and strategy, it can quickly become a source of frustration, security vulnerabilities, and wasted money. The good news? These problems are totally fixable.
Let's walk through the seven most common Microsoft 365 mistakes we see businesses making across Northern Michigan: and more importantly, how to fix them.
Mistake #1: Leaving Security Settings at Default
This one keeps Northern Michigan IT support professionals up at night. When you first set up Microsoft 365, the default security settings are… let's just say "basic." They're designed to get you up and running quickly, not to protect your business from modern cyber threats.
What this looks like in practice:
- No multi-factor authentication (MFA) enabled
- Weak password policies
- External sharing turned on for everyone
- No conditional access policies
How to fix it: Enable MFA for every single user: no exceptions. Set up conditional access policies that restrict logins from suspicious locations or devices. Review your sharing settings in SharePoint and OneDrive to make sure sensitive files aren't accidentally accessible to the whole internet.
If this sounds overwhelming, you're not alone. Many businesses in Petoskey and beyond work with local Microsoft 365 experts to get these settings dialed in correctly from day one.
Mistake #2: Not Thinking "Teams-First"
Here's a question: Where does your team collaborate? If the answer involves a mix of email threads, shared drives on an old server, random OneDrive folders, and maybe a Teams channel or two: you've got a problem.
Microsoft designed Microsoft 365 with Teams as the central hub for everything. Documents, conversations, meetings, and projects all flow through Teams when it's set up correctly. But most businesses treat Teams as "just another app" rather than the foundation of their collaboration strategy.
The fix: Structure your Teams environment around how your business actually works. Create teams for departments, projects, or client accounts. Use channels within those teams for specific topics. Train your staff to post updates in channels instead of sending emails.
The result? Less time searching for files, fewer "did you see my email?" moments, and a much cleaner workflow.
Mistake #3: Scattered File Storage Chaos
"Where's that file?" might be the most-asked question in offices across Gaylord and Cheboygan. And Microsoft 365 can actually make this problem worse if you're not careful.
Files end up everywhere: some in Teams, some in SharePoint, some in OneDrive personal folders, some still on that old network drive nobody wants to give up. Before long, you've got three different versions of the same document, and nobody knows which one is current.
How local IT experts fix this:
- Create a clear file structure in SharePoint that mirrors your business operations
- Set up Teams channels that automatically organize files by project or department
- Establish clear guidelines for what goes where
- Migrate legacy files properly (more on that in a minute)
A well-organized Microsoft 365 environment means your team in Alpena can find exactly what they need in seconds: not minutes.
Mistake #4: Paying for Licenses You Don't Need
Let's talk about money. Microsoft 365 licensing can get complicated fast, and many Northern Michigan businesses are paying for features they'll never use.
Do all your employees really need a Business Premium license? Does your receptionist need the same plan as your project managers? Are you paying for users who left the company six months ago?
Common licensing waste we see:
- Everyone on the most expensive plan "just in case"
- Unused licenses for former employees
- Paying for add-ons that duplicate existing features
- Not taking advantage of included apps (why pay for Zoom when you have Teams?)
The fix: Audit your licenses quarterly. Match license types to actual job functions. Remove licenses for departed employees promptly. Work with a Northern Michigan Microsoft consulting partner who can help you right-size your subscriptions and potentially save hundreds or thousands per year.
Mistake #5: Still Relying on Email for Internal Communication
Email is great for external communication. For internal collaboration? Not so much.
Yet we see it all the time: teams in Petoskey sending emails back and forth to colleagues sitting ten feet away, CC'ing half the company on threads that spiral into chaos, and losing important information in overflowing inboxes.
Why this is a problem:
- Email threads get buried and forgotten
- Information silos form when not everyone is CC'd
- Version control nightmares when documents are attached
- No easy way to search past conversations by topic
The Teams solution: Move internal discussions to Teams channels. Use @mentions to get specific people's attention. Share documents as links (not attachments) so everyone's always working on the same version. Reserve email for external contacts and formal communications.
This single change can dramatically boost productivity for businesses across Northern Michigan.
Mistake #6: Migrating Files Without Changing Workflows
"We moved everything to SharePoint, but nothing changed."
Sound familiar? This is one of the biggest Microsoft 365 mistakes we encounter. Businesses invest time and money migrating from old systems: on-premise servers, Google Workspace, or ancient shared drives: but they just dump files into the new system without any strategy.
Moving "like-for-like" misses the entire point. You end up with the same disorganized mess, just in a different location. Your team continues using old habits because nobody showed them a better way.
How to do it right:
- Clean up and reorganize files before migration
- Create a logical folder structure that makes sense for your business
- Train your team on new workflows (this is critical!)
- Take advantage of features like metadata, version history, and co-authoring
A proper migration is an opportunity to transform how your business works: not just move the furniture around.
Mistake #7: Treating Teams as "Just a Video Call App"
When the pandemic hit, everyone scrambled to set up video meetings. Teams became synonymous with "Zoom alternative." But if that's all you're using it for, you're barely scratching the surface.
Teams is a complete collaboration platform. It handles:
- Instant messaging and group chats
- Document storage and co-authoring
- Project management with Planner integration
- Workflow automation with Power Automate
- Third-party app integrations
- And yes, video calls and meetings
Unlocking the full potential: Take time to explore what Teams can really do. Set up a Planner board for your next project. Try co-authoring a document with a colleague in real-time. Create a workflow that automatically saves email attachments to the right SharePoint folder.
Businesses in Cheboygan and Alpena that embrace Teams as a hub: not just a meeting tool: consistently report better communication, faster project completion, and happier employees.
How NTS Helps Northern Michigan Businesses Get Microsoft 365 Right
At NTS, we've been helping businesses across Petoskey, Gaylord, Cheboygan, Alpena, and throughout Northern Michigan make the most of their technology investments. Microsoft 365 is one of the most powerful tools available to small businesses today: but only when it's configured correctly and aligned with your actual business goals.
Our pro-active IT services include Microsoft 365 optimization, security hardening, staff training, and ongoing support. We don't just fix problems: we help you prevent them in the first place.
Ready to stop making these Microsoft 365 mistakes? Get in touch with our team for a free assessment. We'll review your current setup, identify opportunities for improvement, and help you build a Microsoft 365 environment that actually works for your business.
Because you deserve technology that helps you succeed: not technology that holds you back.
