Is Office 365 the one-stop cloud solution for business? Mimecast’s Senior Sales Engineer, GIULIO MAGNI, looks at its potential shortcomings and how companies can overcome these.|Is Office 365 the one-stop cloud solution for business? Mimecast’s Senior Sales Engineer, GIULIO MAGNI, looks at its potential shortcomings and how companies can overcome these.
Microsoft has said that Office 365 is the future and the numbers agree. More than a million subscribers are signing up each month and four out of five Fortune 500 companies are already using Office 365.
Why the overwhelming success? The reason lies in the rapid rate of cloud adoption, both global and local. Ipsos Mori’s SMB IT Research 2015 found that 57% of South African small to medium businesses are already accessing their work remotely through using a cloud service. And this number is only set to grow. IDC Futurescape predicts that as early as 2017, more than a third of new applications will be cloud-enabled.
The exponential growth numbers paint a picture of a future where Office 365 is standard, and the question that emerges is not so much “should I migrate” as it is “when will I migrate”. There is, however, another question that needs answering before making the leap to Office 365, namely what the practical implications of the move are.
The unspoken promise of Office 365 is that it is the last great data migration that businesses will ever have to make. Unfortunately, it still comes with all the teething problems of any largescale IT implementation. No IT solution is perfect, and identifying the gaps in Office 365 before migrating is critical to a smooth transition.
The hidden shortcomings
Microsoft’s messaging on Office 365 is that it is a one-stop cloud solution for managing important enterprise data such as email. To an extent, this is true, especially for smaller companies. Office 365 is rich in features: 99.9% email availability in its SLA, antivirus and malware protection and email recovery.
However, a closer look at the functionality of these features reveals pain points. Outages happen and even an excellent product like Office 365 is vulnerable. Officially, the amount of downtime is low enough to adhere to its SLA, however there have been recordings of O365 outages. Downtime can include admin access, AD authentication, policy engine, archive access and so on. Adding up the outages across all of the services amounts to an issue that doesn’t just impact the average email user but entire organisations.
The data dilemma
There are other gaps in the Office 365 platform that impact business continuity and data archiving. In Office 365, there is no ‘true’ email archiving, for example. Users can delete emails from the archive unless they are placed on In-Place Hold, something that can affect compliance. While there is a recovery period if this happens, the data is lost forever as soon as the deleted items folder is emptied.
Another notable shortcoming is the lack of mobile access users have to the email archive. End-users are only able to access the archive from a browser or Windows desktop. In addition, Office 365 lacks the ability to archive email on a network drive, further limiting the archive’s mobility. In an always-on world, the inability to search and recover important email data can have serious business consequences.
Two clouds are better than one
None of this makes Office 365 a poor solution. On the contrary, it is an excellent product that will over time add new layers of functionality. But just like the on premises world from which we come it is precisely this strength that opens the space for a third-party services aimed at supporting the Office 365 experience.
The cloud may have changed the way in which we work, but one thing remains true: It is risky relying on a single service provider, particularly when it means that your data is essentially sitting in one giant basket. Mimecast’s approach to this has been to create products that can work seamlessly alongside Office 365 to enhance its email archiving capabilities. We anticipate more companies will offer these kinds of add-on services as Office 365 becomes more universal.
How can businesses decide which of these third-party services is right for their needs? Companies looking to migrate to Office 365 need to closely examine their own requirements and where Office 365 might fall short in addressing these. That will give them guidance that will allow them to seek out products to successfully bridge the gap.
Giulio Magni offers these top tips to optimise your Office 365 experience:
· Not all Office 365 plans are created equal. Vet the different plans’ offerings and use your Office 365 dashboard to research which purchase service add-ons might need to be added to meet your organisational needs.
· Most on-premises legacy archive solutions don’t work with Office 365, leaving your users unable to access archived email. Get a compatible archiving solution in place before the migration.
· Never use the Permanently Delete option in Office 365 without having a robust archiving solution in place. Set up retention policies and tags early on and test these on a few accounts before applying company-wide.
· Microsoft is continuously improving functionality and fixing bugs through its updates, but these may affect productivity. Enable First Release to let your support staff try updates before worldwide release.
· Finally – You will hear Microsoft say that you don’t need another service but they cannot be impartial about mitigating themselves. It is your business and your responsibility to keep the email communication flowing and compliant. Remember the principals you adopted when everything was in house – the same methodology still applies today – just in the cloud.
Now download a bank account
Absa has introduced an end-to-end account opening for new customers, through the Absa Banking App, which can be downloaded from the Android and Apple app stores. This follows the launch of the world first ChatBanking on WhatsApp service.
This “download your account” feature enables new customers to Absa, to open a Cheque account, order their card and start transacting on the Absa Banking App, all within minutes, from anywhere and at any time, by downloading it from the App stores.
“Overall, this new capability is not only expected to enhance the customer’s digital experience, but we expect to leverage this in our branches, bringing digital experiences to the branch environment and making it easier for our customers to join and bank with us regardless of where they may be,” says Aupa Monyatsi, Managing Executive for Virtual Channels at Absa Retail & Business Banking.
“With this innovation comes the need to ensure that the security of our customers is at the heart of our digital experience, this is why the digital onboarding experience for this feature includes a high-quality facial matching check with the Department of Home Affairs to verify the customer’s identity, ensuring that we have the most up to date information of our clients. Security is supremely important for us.”
The new version of the Absa Banking App is now available in the Apple and Android App stores, and anyone with a South African ID can become an Absa customer, by following these simple steps:
- Download the Absa App
- Choose the account you would like to open
- Tell us who you are
- To keep you safe, we will verify your cell phone number
- Take a selfie, and we will do facial matching with the Department of Home Affairs to confirm you are who you say you are
- Tell us where you live
- Let us know what you do for a living and your income
- Click Apply.
How we use phones to avoid human contact
A recent study by Kaspersky Lab has found that 75% of people pick up their connected device to avoid conversing with another human being.
Connected devices are becoming essential to keeping people in contact with each other, but for many they are also a much-needed comfort blanket in a variety of social situations when they do not want to interact with others. A recent survey from Kaspersky Lab has confirmed this trend in behaviour after three-quarters of people (75%) admitted they use a device to pretend to be busy when they don’t want to talk to someone else, showing the importance of keeping connected devices protected under all circumstances.
Imagine you’ve arrived at a bar and you’re waiting for your date. The bar is busy, and people are chatting all around you. What do you do now? Strike up a conversation with someone you don’t know? Grab your phone from your pocket or handbag until your date arrives to keep yourself busy? Why talk to humans or even make eye-contact with someone else when you can stare at your connected device instead?
The truth is, our use of devices is making it much easier to avoid small talk or even be polite to those around us, and new Kaspersky Lab research has found that 72% of people use one when they do not know what to do in a social situation. They are also the ‘go-to’ distraction for people even when they aren’t trying to look busy or avoid someone’s eye. 46% of people admit to using a device just to kill time every day and 44% use it as a daily distraction.
In addition to just being a distraction, devices are also a lifeline to those who would rather not talk directly to another person in day-to-day situations, to complete essential tasks. In fact, nearly a third (31%) of people would prefer to carry out tasks such as ordering a taxi or finding directions to where they need to go via a website and an app, because they find it an easier experience than speaking with another person.
Whether they are helping us avoid direct contact or filling a void in our daily lives, our constant reliance on devices has become a cause for panic when they become unusable. A third (34%) of people worry that they will not be able to entertain themselves if they cannot access a connected device. 12% are even concerned that they won’t be able to pretend to be busy if their device is out of action.
Dmitry Aleshin, VP for Product Marketing, Kaspersky Lab said, “The reliance on connected devices is impacting us in more ways than we could have ever expected. There is no doubt that being connected gives us the freedom to make modern life easier, but devices are also vital to help people get through different and difficult social situations. No matter what your ‘connection crutch’ is, it is essential to make sure your device is online and available when you need it most.”
To ensure your device lifeline is always there and in top health – no matter what the reason or situation – Kaspersky Security Cloud keeps your connection safe and secure:
· I want to use my device while waiting for a friend – is it secure to access the bar’s Wi-Fi?
With Kaspersky Security Cloud, devices are protected against network threats, even if the user needs to use insecure public Wi-Fi hotspots. This is done through transferring data via an encrypted channel to ensure personal data safety, so users’ devices are protected on any connection.
· Oh no! I’m bored but my phone’s battery is getting low – what am I going to do?
Users can track their battery level thanks to a countdown of how many minutes are left until their device shuts down in the Kaspersky Security Cloud interface. There is also a wide-range of portable power supplies available to keep device batteries charged while on-the-go.
· I’ve lost my phone! How will I keep myself entertained now?
Should the unthinkable happen and you lose or have your phone stolen, Kaspersky Security Cloud can track and protect your device from data breaches, for complete peace of mind. Remote lock and locate features ensure your device remains secure until you are reunited.