How to Optimise Your Microsoft 365 Investment and Cut Costs
June 11, 2025
Are you overpaying for Microsoft 365 without realising?
Many businesses unknowingly overspend on licenses, renewing contracts year after year without reviewing whether their Microsoft 365 investment still aligns with their needs. If that sounds familiar, you’re not alone. However, even small adjustments to how you manage Microsoft 365 can lead to significant savings—and better performance.
At Black Sheep Support, we work with businesses to audit and optimise their Microsoft 365 investment and usage. Through careful planning and expert guidance, we help organisations reduce unnecessary costs while making full use of the platform’s capabilities.
Why Reviewing Your Licenses Matters
Microsoft 365 is a valuable platform, but many organisations continue paying for features they don’t need or licenses that are no longer in use. A periodic review can help protect your Microsoft 365 investment by identifying what’s really necessary—and what can be removed or adjusted.
In one case, we helped a mid-sized business save more than £5,000 per year on licensing alone. There was no disruption to service, no compromise in functionality—just a smarter, more tailored setup that better aligned with the company’s actual usage.
How to Optimise Your Microsoft 365 Setup
Here are a few ways to improve cost-efficiency without losing any of the benefits Microsoft 365 has to offer:
Reassess Your Licensing Structure – Start by reviewing your current Microsoft 365 plan. Are all the features being used? Are there dormant accounts or unnecessary add-ons? A comprehensive audit can highlight areas where you’re overspending.
Match Licenses to Roles – Not every employee needs the same tools. By aligning license types to actual job requirements, businesses can avoid overpaying for premium features that go unused. For example, frontline staff may need basic access, while others may benefit from more advanced functionality.
Leverage Microsoft’s Admin Tools – Built-in analytics tools can help you monitor usage and identify underutilised services. These insights allow for data-driven decisions when adjusting your setup.
Work with a Trusted Partner – Microsoft does provide support, but working with a specialised partner like Black Sheep Support gives you access to more personalised service, faster response times, and tailored solutions based on your business goals.
The Value of Expert Guidance
Optimising Microsoft 365 isn’t just about saving money—it’s about creating a more productive and secure working environment. At Black Sheep Support, we offer end-to-end consultancy that covers everything from setup and migration to advanced optimisation.
Our certified Microsoft professionals help you get the most from your tools, reduce disruption, and ensure your team is confident using Microsoft 365—whether they’re working in the office or remotely. With deep knowledge of the platform, we tailor solutions that fit your unique operational needs.
Keep Reviewing—Keep Improving
Your Microsoft 365 setup shouldn’t be static. As your organisation evolves, so will your requirements. A regular review helps ensure you’re still using the most cost-effective, efficient setup possible.
We recommend reviewing your Microsoft 365 environment at least every six months to stay aligned with your business goals and avoid unnecessary spend.
Client Testimonial:
“Working with Black Sheep Support has been a game-changer for our Microsoft 365 setup. When they first came in, I thought we were running things pretty efficiently—but their licence review quickly revealed areas where we were overspending and under-utilising features. They didn’t just trim the fat—they made sure we were on the right licensing tier for our actual needs, not just the one we’d been on by default for years.
What really impressed me, though, was how they balanced cost savings with improved security. They tightened up our Microsoft 365 environment, introduced sensible security baselines, and made the whole system more resilient without any disruption to our team. It was the kind of proactive, expert support you hope for but rarely find.
The result? We’ve significantly reduced our annual spend, improved our compliance posture, and our tools are now aligned with how we actually work. I couldn’t recommend them more highly—Black Sheep Support really live up to their name by standing out in all the right ways.”
Des Ward – The Common Framework
Final Thoughts: Smarter Use, Better Outcomes
Cutting costs doesn’t mean cutting corners. With the right approach, you can reduce Microsoft 365 expenses while improving your team’s efficiency and collaboration. With hands-on experience across dozens of SME environments, we know how to fine-tune licensing to match real-world usage—not just textbook theory.
If you haven’t reviewed your setup recently, now may be the right time. Whether you’re looking for a full audit or a second opinion, Black Sheep Support can help you make better-informed decisions—saving money while enhancing your Microsoft 365 experience.
How can I reduce Microsoft 365 licensing costs for my business?
The most effective way to reduce Microsoft 365 licensing costs is by partnering with an expert like Black Sheep Support. We perform in-depth audits to identify unused licences, eliminate redundant features, and ensure each user is matched with the most cost-effective plan. This tailored approach often uncovers thousands in annual savings—without disrupting service or functionality.
What is the best way to optimise Microsoft 365 for small businesses?
The best way to optimise Microsoft 365 for small businesses is through a structured licence audit, role-based licence allocation, and usage analysis. Black Sheep Support helps small and medium-sized businesses reduce costs by identifying unused features, removing redundant licences, and aligning your Microsoft 365 setup with how your team actually works. Our tailored optimisation services ensure you get maximum value without paying for unnecessary extras.
How often should I review my Microsoft 365 licences?
Reviewing your Microsoft 365 licences every six months is a best practice for maintaining cost-efficiency and performance. Business needs evolve over time, and regular assessments help ensure your Microsoft 365 setup continues to align with your team’s actual usage and productivity goals.
Can Microsoft 365 help cut IT costs in the long run?
Yes—when configured properly, Microsoft 365 can significantly reduce IT costs by consolidating tools, automating workflows, and improving collaboration. At Black Sheep Support, we help businesses streamline their IT operations using Microsoft 365, eliminating unnecessary third-party apps and maximising ROI across the platform.
Why should I use a Microsoft 365 partner like Black Sheep Support?
Working with a Microsoft 365 partner like Black Sheep Support ensures you’re getting tailored advice based on your unique business needs. We go beyond standard support by offering proactive licence optimisation, enhanced security configurations, and strategic guidance to cut costs and boost productivity—without compromising performance.