Microsoft 365 Challenges for SMBs

What are the biggest challenges for SMBs in Microsoft 365?

1. Security: the creeping threat from within and without

The biggest threat? Not hackers, but your own employees. Just one wrongly shared document or unsecured Teams site can lead to a data breach.

Pitfalls:

• Lack of Data Loss Prevention (DLP).

• No role-based access models

• Too little awareness around phishing and MFA

Consequences:

• Violation of the AVG

• Duty to report to Personal Data Authority (72h)

• Loss of customer confidence

ALTA-ICT solution:
✅ Microsoft Purview DLP + Sensitivity Labels
✅ Security Awareness Training for end users
✅ ISO27001 & NEN7510 compliant implementations

 

2. Adoption: users get stuck in old habits

A new tool does not yet mean new behavior. Without adoption, the investment in Microsoft 365 remains underutilized.

Pitfalls:

• Lack of role-specific onboarding

• Users don’t understand difference between OneDrive, Teams and SharePoint

• Training is given once but not repeated

ALTA-ICT approach:
✅ Dutch e-learning modules and live training
✅ Adoption-as-a-Service: onboarding, measuring, improving
✅ Integration with business processes – not side-by-side

 

3. Management: chaos without governance

Who decides what is visible, where and to whom? Without a clear governance structure, proliferation occurs in Teams, SharePoint sites and data storage.

Pitfalls:

• Anyone can create Teams

• No retention policy or lifecycle management

• No understanding of permissions and data classification

ALTA-ICT approach:
✅ Governance templates aligned with SME processes
✅ Periodic audits and reports
✅ Integration with Power Platform for automation

 

4. AI tools in Microsoft 365: productive or problematic?

Tools like Microsoft Copilot and ChatGPT are rapidly being embraced by end users. But are they also secure and compliant?

Risks without clear AI governance:

• Automatically copy or summarize sensitive documents

• AI systems that do not comply with the BIO or NI2

• No logging or monitoring of prompts and generated output

• Lack of classification of input data: sensitive customer or patient information may be shared unknowingly

Specific compliance challenges:

• BIO sets strict requirements for data classes, logging and transparency

• NI2 requires, among other things, risk analysis when using generative AI

• Under the AVG, AI processing personal data without explicit consent is problematic

ALTA-ICT AI Governance approach:
✅ AI Acceptance Policy aligned with Dutch regulations
✅ Classification integration with Microsoft Purview + AI tools
✅ User training on what is/isn’t allowed with Copilot, ChatGPT
✅ Documentation & audit trails for BIO/NEN audits

Did you know that a misused AI tool can already be seen as an “internal data breach” under the AVG?

Common mistakes in M365 implementation in SMEs

❌ Using M365 ‘out-of-the-box’ without adjusting settings
❌ Not applying DLP or encryption to sensitive data
❌ Not distinguishing between personal and shared storage
❌ Not creating an adoption plan
❌ Lack of monitoring and log analysis

 

What does griping about Microsoft 365 provide?

📈 Higher productivity through clear workflow
🛡️ AVG compliance without stress
📊 Better decision making through usage/data insight
💰 Higher return on licenses and less shadow IT

On average, our clients save 20-30% on management costs and prevent >95% of data breach risks.

 

Why choose ALTA-ICT?

At ALTA-ICT, we help SMBs in the Netherlands with a complete Microsoft 365 approach:

✅ ISO27001 & NEN7510 certified
✅ Specialist in Dutch regulations and business culture
✅ 24/7 monitoring and support
✅ Specializing in practical, measurable implementations

 

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