What You Need to Know When Switching Your Microsoft Vendor

It's certainly understandable that saving money is a key concern for many SMBs, especially in times of uncertainty.  Any kind of change may be daunting, even when you’re contemplating switching your current Microsoft provider. If this resonates with you, you might also be thinking that switching Microsoft vendors could potentially lead to increased costs rather than actual savings. 

But that isn’t entirely true: something I stress to all of my clients (big and small) is that price is only one piece of the puzzle. In my extensive experience in business development, I can tell you that switching Microsoft vendors can be a strategic move for small and medium-sized businesses (SMBs) looking to optimise their technology investments.  

This article is going to give you the full picture you should be looking at when considering switching Microsoft vendors. By diving into other key considerations, such as expertise and onboarding, we’ll unpack the real value you're getting or potentially missing out on. 

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What This Blog Covers:

• Assessing True Value 
• Why Expertise Matters 
• What the Onboarding Process Should Look Like 
• Navigating Mid-Contract License Transfers
• The Smart Switch (Did Someone Say 20% Off?!) 

Beyond the Price Tag: Assessing True Value 

While cost is undoubtedly a significant factor for all of us as consumers (and especially SMBs with limited budgets), it shouldn't be the only determining factor when you’re shopping around for a new Microsoft vendor. Microsoft licenses are like groceries: you can get them anywhere, but you go to certain stores because they offer additional value. So, what you're really looking for is a partner who will be your trusted advisor. Let’s have a look at what this “value” means: 

Security that Goes Deeper Than Just Software: 

We’ve previously spoken about how simply buying the latest antivirus software, for example, is not going to keep your business secure. Sure, it’ll strengthen your cyber security posture, but keeping your business safe demands a proactive approach. This is where picking the right vendor comes into play: A good partner won’t just sell you a license and call it a day; they’ll actively engage with your security posture. 

Does your current vendor regularly review your Microsoft Secure Score? They should be highlighting areas for improvement and explaining the security features that are likely already part of your existing Microsoft license – which brings me to my next point. 

Unlocking the Power of Your Existing Investment: 

As much as everyone wants to save money, it's shocking how many organisations aren't making the most out of their Microsoft licenses (which is why we even published an article recently about leveraging those underused security tools). 

The point is that by regularly assessing your Microsoft Secure Score, a valuable partner will also conduct thorough reviews to understand what you're using and, more importantly, what you're not. This ensures you're maximising your return on investment (ROI) and not spending money on redundant solutions. 

Future-Proofing Your Business, Not Just Your Software: 

The world as we know it is rapidly shifting before our very eyes, and Microsoft's landscape is no exception, with exciting developments like AI coming to the forefront. No matter what industry you’re in, business continuity is largely dependent on business agility and defined by an organisation’s ability to embrace trends and changes. 

Is your current (or potential new) vendor proactively discussing these advancements and exploring how they can benefit your specific business needs? Not to sound cheesy, but the future is now: they should be forward-thinking, not just reactive. 

A True Partnership Built on Trust: 

You may have noticed that I’ve been making a subtle distinction between “vendor” and “partner”. This is because trust is the ultimate currency in business: it isn't just about transactions; it's about building a lasting relationship more than anything.  

You need a partner who understands your business goals, acts as a trusted advisor, and has your best interests at heart (which, I must say, is a rare find). As your business evolves, some of your licenses may become obsolete, and a good partner should guide you towards more suitable solutions, not just push for renewals. 

The Hidden Costs of Cheap: Why Expertise Matters 

Look, I’m not naïve to the fact that times are tough, margins need to be kept low, and going for the rock-bottom price may seem like the obvious choice. But think about the meaning behind the adage: you get what you pay for. In this case, only focusing on going with the cheapest option can lead to significant unforeseen costs and missed opportunities. Here's why: 

• Missing Out on Included Value: Unless you have a dedicated IT department that stays on top of your tech stack, you might be completely unaware of valuable features already included in your Microsoft subscriptions if you choose the wrong vendor. This could mean you're paying extra for third-party solutions that you already have access to! 
• Stagnation and Missed Opportunities: The only way to keep up with the changing environment is to stay ahead of the competition. A less knowledgeable vendor won't keep you informed about transformative technologies like Copilot, potentially leaving you in the dark and your business lagging behind. 
• Inadequate Support When It Matters Most: Something we at Babble pride ourselves on is our focus on providing ongoing support to ensure that the solution continuously meets your business’s unique needs. Cheaper vendors often lack the experienced professional services and support teams needed to navigate complex issues and provide strategic guidance. 
• Increased Strain on Internal Resources: If your vendor isn't providing the necessary expertise, the burden falls on your internal IT staff (if you have any) to figure everything out themselves. This is essentially a full-time job in itself. 
• Limited or Non-Existent Account Management: The ugly truth is that your business will become just another number in a sea of many when opting for a cheap vendor. I’m sure we can all relate to being given the royal treatment as a lead and then turning into a peasant the moment we’ve signed on the dotted line. In other words, you might find yourself without a dedicated point of contact to proactively discuss your needs and help you strategise. 

Making the Switch Smoothly: What the Onboarding Process Should Look Like 

When it comes to getting down to brass tacks, switching Microsoft vendors is designed to be a relatively straightforward billing switch from a technical perspective. Microsoft has made the process as simple as possible. Typically, the new partner will add the licenses, and the previous partner will remove them around the same time to avoid any semblance of downtime. 

However, while Microsoft has streamlined the process of switching partners, there are still crucial aspects to consider for a seamless transition: 

• Accuracy is Key: Ensure the new partner meticulously handles the transfer of your licenses, getting the correct types and quantities from the outset. 
• Project Management for Complex Transitions: If your switch involves changes to your licensing structure or the implementation of new services, a robust project management team is essential to minimise disruption and ensure a smooth transition. (Spoiler Alert: We have a dedicated team for this, given how vital it is for avoiding downtime.) 
• Understanding Licensing Portals: If you’re like most SMB owners, the thought of relinquishing control and outsourcing completely sends chills down your spine. It’s more than understandable to desire a degree of self-management for your licenses. With this in mind, you should inquire whether the new partner offers a licensing portal and equips you with comprehensive training on its use. 
• Personalised Support from Day One: As part of project management, a reputable partner will provide you with a named onboarding team and a dedicated account manager. This ensures you always have a point of contact and don't feel like just another number.  

Navigating Mid-Contract License Transfers: Key Considerations 

Before we go our separate ways, there’s one last thing I’d like to bring to your attention. Microsoft recently issued a policy that allows mid-contract license transfers. Although this offers a lot more flexibility, there are a couple of critical points to be aware of: 

• Review Your Existing Agreements: Even though Microsoft allows it, your current contract with your existing vendor might not. They could have clauses that restrict mid-contract termination, so you may want to review the fine print with a magnifying glass. 
• Ensure Alignment with the New Vendor: The new vendor needs to be willing to take on the remainder of your existing contract term. This might involve signing a slightly longer agreement with them. 
• Open Communication is Essential: Ensure both your current and your new vendors are fully informed about the planned switch to facilitate a smooth handover. Remember, the former needs to remove your existing licenses and the latter needs to add your new licenses at the same time to prevent any disruption. 

The Smart Switch (Did Someone Say 20% Off?!) 

Ultimately, choosing your Microsoft vendor is a big decision for your business. It's about finding a partner who will invest in your success, proactively help you leverage the full potential of your Microsoft investment, keep your business secure, and guide you towards future growth. 

This is quite a tall order, I know, but this is what looking beyond the bottom line will get you. It’s not just the license but everything else that should come with it. Like most things, the cheaper option is hardly ever the best option. 

We at Babble are here to provide you with the expertise, proactive support, and a forward-thinking approach that truly maximises your Microsoft investment. Now would be a good time as any to casually slot in a humble brag about us being a top 100 UK Microsoft Partner because this showcases our commitment to being a trusted advisor (not to mention having a front-row seat to everything happening in the Microsoft landscape). 

Now that you know what goes into picking the right Microsoft vendor, you’re probably ready to make the switch. The good news is that we’re currently offering 20% Off Your Annual Microsoft 365 License (yes, you read that right). Reach out to us to discuss your specific needs and how our proactive approach and dedicated project management for onboarding will not only future-proof your business but, most importantly, give you more bang for your buck.