Administrators Need Strategies to Deal With Settings Overload

Strategies for collaboration platform settings

Administrators Need Strategies to Deal With Settings Overload

By Damon Tompkins | May 01, 2015

Administrators have the herculean task of juggling settings for multiple users and services, which can be incredibly tedious, repetitive, and daunting. Not all settings are centralized, especially for hybrid (combination cloud and on-premises) scenarios. Errors can creep in if administrators lose focus while multitasking.

Depending on their configurations, here are just some of the settings administrators might juggle:

  • Active Directory or other directory services
  • Office 365 licenses and directory services
  • User profiles in SharePoint
  • Exchange email settings
  • Microsoft Office licenses
  • OneDrive user settings
  • Office 365 plans
  • User groups and permissions

As companies reorg or users come and go (onboard and offboard), tasks can pile even higher. Administrators may need to add users to or remove them from Active Directory or Office 365, purchase or reassign more licenses, configure email settings, set up or remove user profiles, acquire or rebalance server resources, manage OneDrive or personal site settings, update permissions and information policy settings, ensure compliance and retention needs are met, and many more tasks.

New employees need to onboard quickly so they can get access to resources and start contributing. When they leave, settings need to be updated quickly to guard against misuse of data and free up resources. Efficiently onboarding and offboarding users isn’t the only factor in reducing overhead. Productivity and costs can also be affected if services, licenses, and storage settings aren’t optimized. One team might have way more than they need, which ratchets up unnecessary costs, while another team might be struggling to get work done with their current resources.

Analyzing usage patterns can help administrators make informed decisions about services and plans, but it takes time to ferret out all the necessary information across multiple interfaces, especially without tools to centralize and visualize the information.

With so many diverse demands, administrators need proactive strategies and tools to optimize costs, enhance productivity, and avoid getting overwhelmed. For example, administrators may want to identify and centralize common tasks, develop checklists for some key scenarios (such as onboarding employees, department changes, and so on), analyze and optimize server usage across all deployments, enable settings to be reused and repurposed easily, and automate tasks when possible.

Stay tuned to MetaVis for more information that could assist with these and other administrative challenges.

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Damon Tompkins

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Written By: Damon Tompkins