How to avoid duplication of purchases when dealing with Microsoft bundles
As part of the many things Microsoft does is the constant reviewing and releasing of new products and services. With these new products come updated software bundles accompanying them. These bundles often include different combinations of products at a discounted price compared to purchasing each product individually.
However, one issue that many organizations face when dealing with these bundles is the potential for duplication of licenses purchased. This can occur when an organization unintentionally purchases a bundle that includes products they already have or have purchased separately.
Not only does this result in unnecessary spending, but it also creates confusion and inefficiency within the company’s software management system.
Here is how to avoid the scenario of bundle duplication.
1. Understanding Microsoft licensing models
This is where you will need to keep tabs on the latest licensing rules and agreements to understand how they will work in your particular case. There are different Microsoft licensing models, including per-user and per-device as well as similar bundles that run through, for example Microsoft 365, Office 365. Identifying and understanding how these bundles work prevents the extra cost factor of purchasing.
2. Conduct a needs assessment
Do this to identify if the licenses to be purchased should be standalone bundles or entirely new packages. There should also be steps for aligning purchases with the organizational goals and technology strategies.
Before purchasing any new bundle, it is crucial to have a comprehensive list of all the Microsoft products that you or your organization currently owns. This will help you identify any potential overlaps between the products in the bundle and those that you already have. Having a clear overview of your software inventory can also help you determine which bundle will provide the most value for your specific needs.
3. Analyzing overlapping features in Microsoft products on offer
When considering purchasing a Microsoft bundle, take the time to carefully review each product included in the bundle. This will allow you to cross-reference with your current inventory and identify any potential duplicate purchases. Moreover, it can also help you determine if the bundle includes products that you may not need or use, making it a less cost-effective option for your organization.
4. Optimizing licenses and subscriptions
To prevent this issue, make time to analyze the organization’s existing licenses and subscriptions and recommend changes that will help streamline usage and save costs.
One way optimization process works is by identifying any duplications in purchased bundles. For example, a large organization may have multiple licenses for the same product due to different departments purchasing them separately. With optimization, these duplicates can be consolidated into a single license or subscription, reducing costs and simplifying management.
But the big question here is do you have an adequate tool and expert knowledge to carry out an effective optimization strategy?
Optimization considers an organization’s usage patterns and recommends changes based on specific needs. If a certain product (s) is not being utilized to its full potential, this process can identify it, downsizing or changing the subscription model can be carried out to better fit the organization’s needs.
5. Customize bundles according to specific needs
Customizing Microsoft bundles according to your organization’s specific needs is a crucial step in avoiding bundle duplication. By creating personalized bundles, your organization can ensure that there is only necessary software and applications for employees’ daily tasks. This not only helps in streamlining operations but also prevents clutter and confusion.
With customized bundles, your organization can purchase licenses for only the selected software or application instead of an entire suites or packages. It simplifies the licensing process and saves money by avoiding unnecessary licenses.
There is less confusion among employees about which software to use. It avoids duplication of applications performing similar tasks, leading to a more organized and streamlined workflow.
6. Adopt automated monitoring tools
Set these tools to sound alert in your organization about potential overlaps or unused licenses. Use these tools and other processes to perform regular auditing and monitoring of licenses to identify redundancies. The automated monitoring tools scan quickly through your entire license base and identify any instances of bundle duplication.
7. Carefully review the contents of each bundle
When considering purchasing a Microsoft bundle, take the time to carefully review each product included in the bundle. This will allow you to cross-reference with your current inventory and identify any potential duplicate purchases. Moreover, it can also help you determine if the bundle includes products that you may not need or use, making it a less cost-effective option for your organization.
Talk to our team of independent cloud and Microsoft licensing expert
If you are unsure about which bundle is the best fit for your organization’s needs, you can talk to our team of Microsoft experts. We will provide valuable insights and recommendations based on your current software inventory and business goals, helping you make an informed decision and avoid duplication of purchases.
For large organizations running into over 500 users, you will need to optimize your bundle purchases carefully in order to have cost-effective options as you look to acquire multiple products at once.
We have helped organizations over the years to make informed decisions and can help you prevent duplication and ensure efficient software management. Our recommendations are expertly done to stop you from making unnecessary expenses with purchasing Microsoft bundles.
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