This time, I'd like to share my thoughts on why, when choosing groupware for startups, Microsoft 365 (Business Premium) can be considered as an option alongside Google Workspace. Please note that these are my subjective opinions, and I'd be grateful if you could read them with an open mind.
Preliminary Notes
- This content is based on my subjective bias, so I hope you will accept it as one of many perspectives.
- Given my nature, I might be slightly biased towards Microsoft, so please keep that in mind while reading.
Targeted Startups
While there are a variety of startups, for the purpose of this discussion, I'm focusing on SaaS-based companies that build their services on platforms like AWS.
Don't Most Startups Use GWS for Groupware?
While I don't have statistical data, in my observation, many startups seem to use Google Workspace as their groupware. This is based on my subjective view, but from my experience observing numerous startups, I don't believe this observation is largely incorrect.
I personally love Google services. In particular, Google Sheets and Google Docs are outstanding, and I find them invaluable in my daily work. Services like Gmail seem to be used personally by many people, which probably explains why so many prefer Google Workspace.
I assume that's why Google Workspace is often chosen as the groupware for startups. However, I believe each company has its own reasons and decisions to make. In this context, I will explain why Microsoft 365 (Business Premium) can also be a viable option.
Evolution of Companies that Chose GWS
Startup Phase
When thinking about the initial startup phase, many companies seem to start with a team of 2-3 people. Of course, there are instances where the founder alone sets up a service and also acts as an engineer. Many startups typically begin with the most affordable plan of Google Workspace, adopting Slack and AWS as their primary systems.
Growth Phase
As companies grow and secure funding, such as a Series A, they often see an increase in customers. At this stage, the number of employees may grow to around 30-50. I believe that many companies then consider hiring an IT department to handle their systems.
Furthermore, as their role as a SaaS company becomes more prominent and they handle customer data, there's a move towards emphasizing data security, such as obtaining certification or a P-mark. At this time, Google Workspace alone may not fully meet a company's security requirements, leading to considerations for introducing IdP or MDM. While it's possible to go through ISMS certification or get a SOC 2 without IdP or MDM, it's challenging and having them is preferable.
When choosing an IdP that's mainstream among startups, Google's IdP (Cloud Identity) might not meet strict requirements. Thus, realistically, the choices might narrow down to Okta or Entra AD. Each has its pros and cons, and companies should choose based on their preferences and needs. Even if you prefer one over the other, at this point, a system like Okta would likely be layered on top of Google Workspace. For this discussion, let's assume Okta was introduced.
There's also an increasing need to enhance device management. Especially when seeking certifications like ISMS, there are often requirements like USB protection and application installation restrictions. To efficiently meet these, MDM becomes essential. Many startups use a mix of Mac and Windows, so management methods for each device type need to be considered. For Macs, a tool like Jamf Pro, which is also used by Apple, might be chosen, while Windows devices might commonly use management tools like Intune.
Expansion Phase
Moving into a phase of further business expansion, solely relying on Google's services might not guarantee complete endpoint security, necessitating the consideration of an EPP. Options like Crowd Strike or Microsoft 365 Defender might come up. Considering compatibility with Okta, Crowd Strike often appears to be a more attractive option. In this context, I'd like to proceed with the assumption that Crowd Strike was introduced.
A Slight Detour
Challenges in Document Management
One of the challenges companies at this stage face is document management. While Google Sheets and Google Docs are user-friendly, when considering overall management, some issues become apparent. As a result, there might be considerations to introduce tools that serve as company information portals or knowledge bases. Given this backdrop, introducing knowledge management or Wiki tools like Notion, alongside Google Workspace, can be an option. In fact, many companies seem to be using Notion.
Coexistence of Google and MS Worlds
Another important point is that even if a company chooses Google's services, they don't completely move away from the MS world. For instance, specific departments might need to use Word or PowerPoint. In such scenarios, discussions about contracting M365 and considering the introduction of Apps for Business might arise. As a result, situations where both Google Workspace and M365 are contracted can be envisaged.
So, What Configuration Was Finally Chosen?
I will discuss the system configuration for this project. Google Workspace as groupware, Slack as communication tool, AWS as service infrastructure, Okta for authentication management, Azure AD and Intune for Windows management as MDM, Jamf Pro for macOS management, and Crowd Strike as endpoint security, Notion as document management, and Office in some departments.
From an engineer's perspective, this is an incredibly appealing configuration. However, considering the cost, one might question if this setup is truly optimal. While Okta and Crowd Strike are exceptional solutions, they come at a high cost.
When building a system, it may be strategically effective to adopt cutting-edge technologies. However, the cost can grow as the company expands in size and hires more staff. This could result in significant expenses. If one had unlimited funds, this setup would be fantastic. But it's questionable whether such expenditure would be beneficial during the challenging pre-IPO phase.
Additionally, spending in this manner might prevent funds from being allocated to other necessary measures like internal fraud countermeasures (CASB & SWG) or backup solutions.
What happens with Microsoft (MS)?
Let's consider the system configuration using Microsoft. When setting up groupware with M365, it's typical to use Outlook for email, Outlook's calendar for scheduling, and SharePoint for file sharing. On the other hand, using Teams as a chat tool might be a bit hard to swallow, so Slack would likely be recommended.
Additionally, as the company grows and there's a need for IDP and MDM, the Business Premium package includes Azure AD and Intune. These tools seem suitable for meeting the security requirements of many startups.
With further company growth, when endpoint security becomes crucial, Microsoft Defender for Business might be considered. Compared to Microsoft Defender for Endpoint P2, it may lack some features, but for small businesses seeking cost-effective solutions, it seems sufficient. One of Microsoft's strengths is the ability to continue building a system that meets security requirements using existing tools, even as the company grows.
However, relying entirely on MS can be challenging.
However, even if a company initially adopts Microsoft, it seems challenging to rely solely on MS for everything. For instance, using Teams in a startup feels somewhat ambitious. Also, while SharePoint Online is useful, it might not be perfect for certain applications, like simultaneous editing. For documentation, tools like PowerPoint might remain on SharePoint Online, but other documents, like Word, might be better managed on platforms like Notion. There are also concerns that adopting Azure over AWS could impact engineer recruitment, so AWS seems indispensable.
Furthermore, even with Azure AD and Intune, everything might not run smoothly. Administrators might face several challenges due to Microsoft-specific bugs or usability issues. So, even with Microsoft, not everything is going to be rosy.
In conclusion
Ultimately, this isn't about Microsoft solving all problems at once. The intention was merely to question the assumption that Google Workspace is the best solution for startups. This article aimed to offer a different perspective on that topic. It's purely a personal satisfaction.
Choosing groupware, a tool used daily, is vital. Cost-effectiveness is crucial, but usability and productivity should also be considered. Companies should choose systems based on their priorities. By the way, if I were to start a company, I'd likely go with M365's Business Premium. At a monthly rate of $22/user or less (at the time of writing), it offers email, calendar, Id ma, MDM, endpoint security, and all the necessary features. For pre-IPO startups, this deal seems too good to be true.
Lastly, I'd like to share my thoughts on why startups might consider Microsoft 365 (Business Premium) as an alternative to Google Workspace. Keep in mind that this is just my subjective opinion, and I hope you read it with an open mind.
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