Doing more with less has become a business reality, not a temporary challenge. Rising costs, ongoing skills shortages and increasing pressure on margins mean many organisations are being asked to deliver more value without additional headcount, budget or time.

Exploring why ‘doing more with less’ matters more than ever_

The concept of ‘doing more with less’ has becoming especially prominent in the last few years. There are a few factors behind this.

Firstly, every industry is seeing rising costs. The costs behind many materials have gone up, leading to higher priced services too. Recent changes to National Insurance have also had an impact. As such, many businesses will be facing inflating fees on the things they need to operate successfully.

This is combined with increasing competitiveness as more businesses emerge and each seek to be the leader. As the market becomes more crowded, you may find yourself losing sales or with limited revenue growth.

On top of this, a skills shortage has been simmering for many years across the UK, with 1 in 10 roles now in ‘critical demand’. This leads many businesses facing vacancies they cannot fill. With skills so in demand, there is also increased competition around salaries and benefits, with many businesses unable to front the costs required to get the talent they need.

With more vacancies, many organisations will face burnt out staff which can harm productivity rates and lead to higher staff turnaround, exacerbating the issue further. This then leads to a risk of missing deadlines or extending turnaround times, leading to customer dissatisfaction, inefficiencies and then to declining sales and profit. It’s a vicious cycle.

If left unaddressed, the problem mounts leading to reputational issues, dwindling profit and maybe even the end of the business.

However, intervening at the right time with the right tech can end the cycle and allow you to focus on using your available resources to perform better.

The tech you need to do more with less_

Doing more with less doesn’t come from piling new tools on top of old ways of working. It comes from removing friction: the manual steps, duplicated effort and disconnected data that quietly drain productivity.

Connected systems_

Disconnected systems are one of the biggest hidden productivity killers. When data lives in silos, teams waste time re‑entering information, switching between platforms and chasing context that already exists elsewhere. In a resource‑constrained environment, that inefficiency quickly compounds.

Collaboration platforms_

Hybrid working has changed how work gets done, but productivity depends on more than just staying connected. Effective collaboration platforms bring communication, coordination and accountability into one place.

Cloud-based platforms_

Alongside collaboration platforms, cloud-based solutions are a necessity in the hybrid working world. By leveraging cloud-based platforms, like Microsoft 365 or Dynamics 365, everyone gets access to the tools they need, wherever they are. Documents can be edited in real-time, collaboratively, allowing people to work together in a co-ordinated manner. This fuels productivity.

Cloud computing also paves the way for increased innovation, including AI and automation. This improves your agility, so you can respond to trends and challenges faster. Doing so gives you a competitive advantage that can fuel market share growth.

On top of this, cloud computing can lower operating costs associated with on-premises hardware. Most cloud providers offer pay-as-you-go pricing models, so you can manage costs based on your needs at that time.

AI_

When your business is facing limited resource, AI is a saving grace. When used efficiently, it fuels productivity, reducing the time required to do manual tasks and freeing staff up for higher value work.

And the best part is it can be effortlessly embedded in your existing processes. Microsoft Copilot works across Microsoft’s tech stack, allowing you to bring AI power to your documents, emails, Teams and more. Using it, you can summarise lengthy documents, generate content, catch up on missed meetings, analyse data and receive personalised guidance.

Once you embed Copilot, it also has access to your existing data (with options to classify what you want and don’t want it to see), meaning you don’t need to spend hours training it – it’s already personalised to your business.

From our own findings, this can save you hours across your teams.

Most recently, Microsoft has begun to venture into agentic AI with Copilot Agents. This is autonomous AI who can conduct tasks on your behalf, such as triggering actions when a specific event occurs. While this is a relatively new concept, it looks likely to drive even greater time savings for businesses, so is worth exploring now before your competitors do.

Automation_

With skills shortages and rising labour costs, automation has shifted from ‘nice to have’ to essential.

Data analysis_

Data analysis provides much-needed insight that empower accurate decision making. This can help you make strategic moves that drive revenue and give you a competitive advantage, or address bottlenecks and inefficiencies that lose you time and money. Both have direct impacts on your profit.

Data analysis is embedded into many of Microsoft’s solutions, with reporting capabilities available to help you understand your business better. Tools like Microsoft Fabric also bring your data together, for centralised insights that can be easily accessed and managed.

This data can also be implemented into Power BI, where it is turned into powerful, visual reports that engage stakeholders and get crucial messages across.

By mastering your data with the right tools, you can make choices that are more likely to protect profit margins and improve resource utilisation. Plus, by embedding AI, you’ll also be able to analyse large volumes of data effortlessly and drive actionable recommendations.

Low code platforms_

Low‑code platforms are transforming how organisations innovate under pressure. Tools like Microsoft Power Platform allow teams to build custom apps, workflows and solutions tailored to their specific challenges, without relying on scarce development resources.

Balancing upfront investment vs the cost of inaction_

There are plenty of solutions that can help businesses do more with less. But they do come at a cost, which can be hard to warrant when you’re focused on protecting profit.

The good news is that you don’t need to do everything at once. The solutions we’ve detailed above are examples of what’s available, but what you need will depend on your business and its specific goals and pains. Many of them may even offer free solutions or trials to help you get started and understand the impact before you invest.

However, enacting business change that drives profit will always require investment. While the upfront costs may seem scary, this is often much smaller than the cost of not doing anything. Below, we explain how you can balance these costs and determine the right move for your business.

1. Quantify current costs_

To effectively assess the return on investment (ROI) of smarter technology, it’s crucial to understand the true cost of your current inefficiencies.

Begin by identifying specific areas within your business where inefficiencies are most prevalent. These could include manual data entry, slow communication, redundant tasks, poor data quality and limited visibility into key performance indicators.

Then, determine the actual financial impact of these inefficiencies. This involves calculating the cost of wasted employee time, lost productivity, errors and rework and missed opportunities. For example, how much does it cost your business when employees spend hours manually entering data that could be automated? What is the impact of delays in communication on customer service and project timelines?

2. Project ROI of smarter tech_

Once you’ve quantified the cost of your current inefficiencies, you can start to project the ROI of smarter technology.

Research how the chosen technology can address the identified pain points. For example, automation technologies like Robotic Process Automation (RPA) and AI can automate repetitive tasks, while Business Process Management (BPM) software can streamline workflows.

Next, project the potential cost savings based on the expected improvements in efficiency, accuracy and resource utilisation. Consider factors such as reduced labour costs, fewer errors and improved resource allocation.

Evaluate how the technology can contribute to revenue growth. For example, improved customer service through faster response times and personalised service can enhance customer satisfaction and loyalty. New product offerings enabled by data insights and improved operational efficiency can open new revenue streams.

3. Explore funding options_

Investing in technology can require a significant upfront investment. To make the most of your budget, explore various funding options. This might include government grants or tax incentives that can help offset the initial investment.

Microsoft also offer funded engagements to eligible businesses which can help you to assess your business and discover and implement solutions. Contact us for more information on these.

4. Factor in long-term benefits_

While cost savings and efficiency gains are important, it’s crucial to consider the long-term benefits of investing in smarter technology.

Smarter technology can enhance your company’s competitive advantage by improving agility, responsiveness and customer satisfaction. It can enable faster innovation and product development, allowing you to stay ahead of the curve.

By automating tedious tasks and empowering employees with better tools, you can boost employee morale and job satisfaction. This can lead to reduced employee turnover and improved employee retention.

Finally, investing in technology that can adapt and grow with your business ensures long-term sustainability and resilience. It allows you to stay ahead of the competition and continue to thrive in an ever-changing business environment.

How to begin the change_

Once you’re ready to do more with less, utilising smarter technologies, there are a few things you’ll need to get going:

Understanding of your internal pain points

It’s crucial that any efforts you make to improve efficiency are right for your business. This means understanding where the weak points are.

Conducting a thorough assessment is crucial to uncover challenges and missed opportunities in your business, so you can then apply the best solutions. However, it’s often tricky to do these yourself, especially when resource is limited.

An external assessment does the legwork for you, while taking an objective view of your business across areas. These assessors will be experts across core operational areas, enabling them to uncover bottlenecks.

Seek an assessment that utilises root cause analysis as this will enable you to find underlying issues that lead to the pains you’re feeling, rather than just offering temporary solutions.

A strong business case_

When maintaining profit is the priority, it can be difficult to get sign-off to invest in new technology. That’s why a strong business case is crucial.

Luckily, by this point, you should have data around proven ROI vs the cost of inaction. This is critical in engaging stakeholders and showing them the real losses at stake.

When building a business case, we always recommend engaging every key stakeholders and approaching it from their point of view. For example, how will the project benefit them? What rewards will they gain, or challenges will they overcome?

By being able to speak in terms they care about, you’re far more likely to get a positive reaction. It also enables you to consider their feedback to find solutions that are more likely to be adopted and drive change.

Our video series, Cut the crap: How to build a no-nonsense business case, contains further details on what to include.

Phased implementation_

We understand that the concept of jumping straight in and spending significant sums on digital transformation is scary, especially if you don’t know it’s going to work. That is why we always recommend starting small.

Begin with a pilot project or a phased rollout to test the technology and gather initial feedback. This allows for gradual learning and adaptation.

You should also focus on implementing technologies that offer the greatest potential ROI first. This ensures that you see tangible benefits early on and build momentum for further adoption.

You will then want to measure the results of your pilot over time and gather feedback from users throughout the implementation process. Use this data to adjust the implementation plan as needed to optimise results.

Once you see progress, this can form part of a business case to encourage wider investment.

Engage trusted partners_

When implementing new technology, it’s best to work with trusted partners to guide you through the process smoothly. Fortunately, Microsoft have an entire network of accredited partners who can help you pinpoint the right solutions, obtain licensing and implement it effectively.

Engage a partner who you can build a strong working relationship with and who understands the challenges you face. They’ll be able to give you useful insight to help you develop your business case, conduct pilots and optimise your solution.

As a result, you can achieve faster implementation and ROI.

Start the change with Infinity Group_

As one of the top 1% of Microsoft Partner globally, we’re passionate about supporting businesses to overcome challenges and perform their best. We’ve seen the benefits of Microsoft technologies first-hand and know how to apply it in ways that overcomes resistance and delivers fast rewards.

We can work with you to discover the best solutions for your needs, map the value and implement technology in a sensible way that drives value without overwhelming your operations. We can also help you to build strong business cases that get sign-off, every time.

Our video series, Cut the crap: How to build a no-nonsense business case, has insights from our internal experts and Microsoft leaders. In the bitesize videos, you’ll find out everything you need to build a winning business case, alongside how Microsoft solution can be applied to deliver impact.

Access the series for free here.