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Modernize Your Microsoft Licensing for the Cloud Era

Take control of your Microsoft licensing and optimize spend.

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  • Filip Lauwereys, SAM Consultant at ASIST
  • Josef Hans Lara, Licensing Guru at Big Bang Innovation Services Inc.
  • Paul DeGroot, Principal Consultant at Pica Communications
  • Karl O’Doherty, CEO at SAM360
  • 2 anonymous contributors

Your Challenge

  • Microsoft licensing is complicated. Often, the same software can be licensed a number of ways. It’s difficult to know which edition and licensing model is best.
  • Licensing and features often change with the release of new software versions, compounding the problem by making it difficult to stay current.
  • In tough economic times, IT is asked to reduce capital and operating expenses wherever possible. As one of the top five expense items in most enterprise software budgets, Microsoft licensing is a primary target for cost reduction.

Our Advice

Critical Insight

  • Focus on needs first. Conduct a thorough needs assessment and document the results. Well-documented needs will be your best asset in navigating Microsoft licensing and negotiating your agreement.
  • Beware the bundle. Be aware when purchasing the M365 suite that there is no way out. Negotiating a low price is critical, as all leverage swings to Microsoft once it is on your agreement.
  • If the cloud doesn’t fit, be ready to pay up or start making room. Microsoft has drastically reduced discounting for on-premises products, support has been reduced, and product rights have been limited. If you are planning to remain on premises, be prepared to pay up.

Impact and Result

  • Understand what your organization needs and what your business requirements are. It’s always easier to purchase more later than try to reduce your spend.
  • Complete cost calculations carefully, as the cloud might end up costing significantly more for the desired feature set. However, in some scenarios, it may be more cost efficient for organizations to license in the cloud.
  • If there are significant barriers to cloud adoption, discuss and document them. You’ll need this documentation in three years when it’s time to renew your agreement.

Research & Tools

Start here – read the Executive Brief

Read our concise Executive Brief to find out why you should modernize your Microsoft licensing for the cloud era, review Info-Tech’s methodology, and understand the four ways we can support you in completing this project.

1. Evaluate licensing options

Review current licensing models and determine which licensing models will most appropriately fit the organization's environment.

2. Evaluate agreement options

Review Microsoft’s contract types and assess which best fits the organization’s licensing needs.

4. Manage, review, and assess compliance

Begin a proactive Microsoft licensing journey by understanding how to manage licenses and which information to gather when assessing the current state and gaps.

Guided Implementations

This guided implementation is a ten call advisory process.

Guided Implementation #1 - Evaluate licensing options

Call #1 - Review product options.
Call #2 - Review licensing rules.

Guided Implementation #2 - Evaluate agreement options

Call #1 - Review contract option types.
Call #2 - Review vendors.

Guided Implementation #3 - Negotiate and purchase licenses

Call #1 - Determine negotiation points.
Call #2 - Discuss license management.
Call #3 - Evaluate and develop a roadmap for future licensing.
Call #4 - Finalize the contract.

Guided Implementation #4 - Negotiate and purchase licenses

Call #1 - Assess the current state.
Call #2 - Determine licensing compliance position.

Member Testimonials

Unlock Sample Research

After each Info-Tech experience, we ask our members to quantify the real time savings, monetary impact, and project improvements our research helped them achieve. See our top member experiences for this Blueprint, and what our clients have to say.

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