Small Business Guide: The Pros and Cons of Microsoft 365

Pros and Cons Explained, with an Included Case Study

How might Microsoft 365 benefit small businesses in 2025? Its complete value hinges on your unique requirements, budget, and business objectives. We will detail the main advantages, possible disadvantages, and factors to consider to assist in your decision-making, based on available data and a case study (with certain names and details altered to ensure anonymity).

Benefits of Microsoft 365 for Small Businesses

1. Comprehensive Productivity Tools:

   • Microsoft 365 provides a suite of industry-standard applications like Word, Excel, PowerPoint, Outlook, and Teams, essential for creating documents, analysing data, delivering presentations, and managing communication. These tools are widely used, minimising the learning curve for UK teams. 

   • Cloud-based access supports remote working and flexibility, crucial for small businesses with hybrid or distributed workforces, a common setup in the UK post-pandemic.

   
   

2. Collaboration and Communication:

   • Microsoft Teams enables seamless collaboration through chat, video calls, and file sharing, ideal for small UK teams coordinating across locations.

   • OneDrive (1TB storage per user) and SharePoint offer secure cloud storage and real-time collaboration, ensuring documents are accessible and editable anywhere.

   
   

3. Scalability and Flexibility:

   • Plans such as Business Basic (£4.83/user/month), Business Standard (£10.08/user/month), and Business Premium (£17.75/user/month, prices approximate based on USD conversion) cater to varying needs, allowing UK businesses to start small and scale as they grow. 

   • You can mix plans or add users without significant infrastructure costs, unlike traditional on-premise solutions.

   
   

4. Security Features:

   • Basic plans include Exchange Online Protection for phishing and malware defence. Business Premium adds advanced features like Conditional Access, Data Loss Prevention (DLP), and Microsoft Defender for Business, vital for UK businesses handling sensitive data under GDPR. 

   • Microsoft secures the infrastructure, but businesses must configure settings like multi-factor authentication (MFA) to comply with UK data protection standards.

   • Further security and backup products are recommended as Microsoft does not include them as standard.

   
   

5. AI Integration with Copilot:

   • Microsoft 365 Copilot, an AI assistant, boosts productivity by summarising documents, analysing data, and streamlining workflows. For instance, businesses have reported reduced content creation time using Copilot in Word. 

   • Copilot requires an additional £24.26/user/month (approximate), which may be a stretch for very small UK firms.
     

6. Cost-Effectiveness for Core Needs:  

   • At £4.83/user/month, Business Basic offers web and mobile versions of core apps, 1TB OneDrive storage, and Teams, ideal for UK startups or businesses with basic needs. 

   • Studies suggest Microsoft 365 can boost revenue by up to 6% for small businesses by streamlining processes like product delivery and content creation. 
     

7. Regular Updates:  

   • As a cloud-based service, Microsoft 365 receives automatic updates with new features and security patches, unlike perpetual licences (e.g., Office 2024), which only get security updates, ensuring compliance with evolving UK regulations. 

Potential Drawbacks of Microsoft 365

1. Recurring Costs:

   • The subscription model means ongoing expenses, which can accumulate. For example, Business Premium at £17.75/user/month for 10 users costs £2,130 annually. 

   • A 5% price increase happened in April, affecting all customers, including UK charities and educational institutions, potentially impacting tight budgets. 

   
   

2. Complexity and Learning Curve:

   • The extensive feature set can overwhelm small UK businesses with limited IT resources. Some apps may require training, and frequent updates can disrupt workflows if not managed properly. Intouch is here to help your team. 

   
   

3. Additional Costs for Advanced Features:

   • Features like Copilot, Teams Premium (£8.09/user/month), Teams Phone (£8.09/user/month), and Microsoft Defender for Business (£2.42/user/month, approximate) are add-ons, increasing costs for UK businesses needing advanced functionality. 

   • Copilot’s full AI capabilities require a separate subscription, which may not suit businesses with basic needs. 

   
   

4. Security Management:

   • While Microsoft 365 offers robust security, UK businesses must configure settings like MFA and access controls to meet GDPR requirements. Without proper management, vulnerabilities like weak passwords can expose data.

   • Small UK firms with limited IT staff may need a managed service provider, adding to costs.

   
   

5. Competition from Alternatives:

   • Google Workspace, starting at £7.00/user/month, offers Gmail, Google Docs, Sheets, Slides, and 30GB pooled storage. Its simplicity and real-time collaboration appeal to UK startups. 

   • For businesses not needing cloud features, Office 2024 or free tools like Google Docs Editors may suffice for basic tasks. 

Key Considerations for Small Businesses

• Business Needs: If your business relies on desktop apps (e.g., advanced Excel for financial analysis), Business Standard or Premium is necessary, as Business Basic is limited to web/mobile versions. For cloud-based email and collaboration, Business Basic is cost-effective.

• Team Size: Microsoft 365 Business plans support up to 300 users, ideal for small to medium-sized UK businesses. Larger firms should consider enterprise plans.

• Budget: Assess whether recurring subscriptions align with your financial model. UK businesses with limited budgets might opt for Office 2024 or Google Workspace for lower or one-time costs.

• Security Needs: If GDPR compliance is critical (e.g., handling customer data), further security and backup products are recommended as Microsoft does not include them as standard.

• AI Utilisation: Evaluate whether Copilot’s AI features justify its cost. For data-heavy or repetitive tasks, it can save time, but smaller UK teams may not need it.

• Hybrid Approach: Some UK businesses use Microsoft 365 for specific tools (e.g., Excel) and Google Workspace for email/collaboration to leverage both platforms’ strengths.

Case Study: GreenLeaf Consulting's Transformation with Microsoft 365

Business Overview

GreenLeaf Consulting, a Bristol-based sustainability consultancy founded in 2023, serves UK SMEs with carbon reduction and regulatory compliance services. With eight employees (four consultants, two administrative staff, one marketing specialist, one IT coordinator), GreenLeaf operates a hybrid work model. Before Microsoft 365, the team used Google Docs, Office 2019, and a basic email provider, facing collaboration, security, and efficiency challenges. 

Challenges

• Fragmented Collaboration: Version control issues in Google Docs delayed proposals; Office 2019 lacked real-time collaboration.

• Communication Gaps: WhatsApp and basic email caused missed messages and unprofessional client interactions.

• Security Risks: Sensitive data on personal devices risks GDPR non-compliance.

• Scalability Issues: Disparate tools hindered growth and onboarding.

• Inefficient Workflows: Manual scheduling and reporting slowed operations.

  
  

Microsoft 365 Adoption

In January 2025, GreenLeaf adopted Microsoft 365 Business Premium for its apps, security, and device management, plus Copilot for three staff members to boost productivity. 

Implementation

• Training: Partnered with a local IT provider to train staff on Teams, OneDrive, and MFA.

• Migration: Moved data to OneDrive; set up Exchange Online for professional email.

• Security: Configured Conditional Access and DLP for GDPR compliance.

  
  

Transformative Outcomes

1. Streamlined Collaboration:

   • Teams replaced WhatsApp, reducing email clutter by 40%. OneDrive/SharePoint enabled real-time document editing, cutting proposal drafting by 30%.

   • Outcome: Reports delivered 20% faster, adding three clients in Q1 2025.

2. Enhanced Productivity with Copilot:

   • Copilot reduced report editing from 4 to 1.5 hours in Word and saved 10 hours weekly on Excel data analysis.

   • Outcome: Marketing content creation sped up by 50%, securing two new contracts.

3. Improved Security:

   • Defender blocked phishing; DLP ensured GDPR-compliant email encryption.

   • Outcome: Passed a GDPR audit, securing a £50,000 council contract.

4. Unified Communication:

   • Exchange Online and Teams-Outlook integration cut missed appointments by 90%.

   • Outcome: Client satisfaction rose from 7.5 to 9/10.

5. Scalability and Cost Efficiency:

   • Onboarded two consultants without hardware costs. Annual costs were offset by a 15% revenue rise. 

   • Outcome: Projected 25% revenue growth for 2025.

   
   

Key Metrics (Jan–Jun 2025)

• Revenue: Up 15% (£120,000 to £138,000).

• Time Savings: 12 hours/week on administrative tasks.

• Clients: Gained 5, including a £50,000 contract.

• Security: Zero GDPR breaches vs. two phishing incidents in 2024.

• Satisfaction: 85% staff reported better workflows.

Lessons Learned

• Training overcame the team's resistance.

• Business Premium’s security was critical for GDPR.

• Copilot’s value was highest for data and creative tasks.

Case Study Conclusion

Microsoft 365 Business Premium transformed GreenLeaf Consulting, enhancing collaboration, productivity, and GDPR compliance. Its scalability empowered growth, making it a powerful solution for the business and its hybrid teams.

Conclusion

Microsoft 365 is a strong choice for small businesses needing robust productivity, collaboration, and security tools, particularly if cloud access and GDPR compliance are priorities. Business Basic is a budget-friendly option for startups, while Business Premium suits those needing advanced security.

However, the subscription model and add-on costs (e.g., Copilot) can increase expenses, so businesses with minimal needs might prefer Office 2024 or Google Workspace for lower or one-time costs. Carefully assess your needs against the costs. 

If you’d like a detailed cost analysis of the Microsoft 365 plans and packages to find the one best suited to your business, please contact us on 0333 370 7000. We can also demonstrate the benefits of our support with your chosen plan.