Microsoft 365 offers small and mid-sized businesses a powerful set of tools for productivity and collaboration. From Teams and SharePoint to OneDrive and Outlook, the suite supports streamlined communication and file sharing across departments and locations. However, many businesses struggle with a hidden issue: Microsoft 365 sprawl. As users freely create Teams channels, SharePoint libraries, and folders without structure, the system becomes bloated and difficult to manage.
Without centralized oversight, digital environments quickly become chaotic. Teams are duplicated, permissions are left unmanaged, and important files get buried or lost. This not only slows down workflows but also introduces unnecessary risks. Unused or forgotten assets can still contain sensitive data, leaving the business vulnerable to security breaches or compliance violations. The longer the sprawl continues, the harder it is to clean up.
To regain control, companies must develop and enforce a governance plan. This includes defining who can create digital resources, how they should be named and organized, and how long data should be retained. Routine audits and automated cleanup tools can help eliminate redundancy and improve accessibility. Educating employees on the right platforms to use for specific tasks—such as when to use Teams versus SharePoint—reduces overlap and confusion.
CMIT Solutions of Birmingham South can help businesses assess their current Microsoft 365 setup and build a structured governance framework. With the right policies and tools in place, companies can enjoy the full benefits of Microsoft 365 without falling into the trap of digital sprawl. A cleaner, safer, and more efficient cloud environment not only boosts productivity but also protects your business from unnecessary risks.
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