Bringing Disconnected Processes Together with Microsoft 365
Looking for a new app often starts with a genuine business need.
A team needs a way to complete inspections, so an inspection app is purchased.
Someone wants to track equipment, so an asset management platform is introduced.
Staff need somewhere to submit requests, so another subscription is added.
A volunteer register is required. A booking system is needed. An approval process needs to be digitised.
One by one, new applications are introduced to solve specific problems. On their own, each decision often makes perfect sense. But over time, many organisations find themselves managing a growing collection of specialised applications.
One for inspections.
One for equipment.
One for approvals.
One for staff requests.
One for collecting information.
One for bookings.
One for reporting.
The result is often a collection of disconnected systems, each with its own subscription costs, user accounts, passwords, permissions, interfaces and data.
As more applications are added, organisations can also find themselves paying for integrations, often through third-party services, just to move information between systems that were never designed to work together.
The Hidden Cost of More Applications
The subscription cost is usually the first thing people think about.
What often goes unnoticed are the other costs that come with every additional platform.
Staff need to learn another system.
Data is stored in another location.
Information becomes harder to find.
Processes span multiple platforms.
Reporting requires information to be gathered from different sources.
And when staff leave, access and permissions need to be managed across yet another application.
None of these challenges are insurmountable. But as the number of systems grows, so does the administration required to manage them. And, in some cases, organisations end up paying for functionality they already have.
Looking at What You Already Own
Many organisations have invested in Microsoft 365 but only use a fraction of its capabilities.
For many businesses and not-for-profits, Microsoft 365 is viewed primarily as email, Teams, Word, Excel and file storage.
In reality, it also provides tools that can collect information, automate business processes, manage approvals, track assets and support custom business applications.
That doesn't mean Microsoft 365 should replace every specialised system. There are plenty of situations where dedicated software is the right choice.
However, before introducing another platform, it's worth asking an important question:
Can we achieve what we need with the technology we already have?
It's Not Just About Replacing Applications
Not every process starts with a specialised application.
Many organisations still rely on paper forms, spreadsheets, email chains and manual processes to manage day-to-day operations. While these approaches often work, they can create challenges as the organisation grows.
Forms get misplaced.
Information needs to be entered multiple times.
Approvals are delayed because someone is away.
Reporting becomes time-consuming because information is stored in different locations.
In these situations, the opportunity isn't to replace an existing application. It's to replace a manual process with a simple digital workflow.
A paper checklist can become a mobile inspection form.
An emailed request can become an automated approval process.
A spreadsheet can become a central register that multiple people can access and update.
The goal isn't necessarily to build more technology. It's to reduce administration, improve visibility and make every day processes easier for staff.
A Few Practical Examples
Equipment Management
Rather than introducing another asset management platform, organisations can maintain equipment registers that track items, assignments, maintenance history, condition and status changes.
The information remains within the organisation's existing Microsoft 365 environment and can be accessed by authorised staff from desktop or mobile devices.
Maintenance Requests
Instead of purchasing another ticketing application, staff can submit maintenance requests through a form or app.
Requests can be automatically routed to the appropriate person, tracked through to completion and recorded for future reporting.
Inspections and Checklists
Workplace inspections, safety checks and routine audits can be completed digitally.
Information can be captured once, stored automatically and made available to the people who need it without re-entering data into multiple systems.
Staff Requests and Approvals
Leave requests, purchasing approvals, vehicle bookings and internal workflows can often be managed through automated processes.
Staff submit a request, approvals are routed to the appropriate people and records are retained automatically.
Visitor, Volunteer and Contractor Management
Many organisations also maintain registers for visitors, volunteers and contractors.
Instead of relying on paper forms or standalone systems, information can be collected electronically, stored securely and incorporated into existing business processes.
When Specialised Software Makes Sense
To be clear, specialised applications absolutely have their place.
Industry-specific systems often provide deep functionality, compliance controls and integrations that cannot easily be replicated elsewhere.
The goal isn't to replace every application.
The goal is to make deliberate technology decisions.
Sometimes the right answer is a specialised platform. Other times the requirement can be met using tools the organisation already owns and supports.
The Question Worth Asking
Before purchasing another application or subscription, which often means another login and another source of information to manage, it may be worth stepping back and reviewing what you already have.
If your organisation already uses Microsoft 365, ask whether it can provide the foundation for the solution you need. And if you’re not using Microsoft 365, perhaps it’s worth considering whether it could provide a more integrated foundation for your organisation’s information, workflows and processes.
That doesn't mean a specialised application is never the right answer. Sometimes it absolutely is. But before adding another system, consider whether the outcome could be achieved using or extending the platform you already have.
Because another application can also mean another place for information to live, another system to manage and, sometimes, another third-party integration just to get your systems talking to each other.
The goal isn't to use Microsoft 365 for everything. It's to make sure you're getting the most from what you already have before adding something else.
