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06.11.2026
Microsoft 365 offers companies numerous opportunities to improve collaboration, provide information more efficiently, and digitize work processes. However, more features do not automatically mean more productivity.
Without clear rules, coordinated business processes, and a well-thought-out security strategy, a modern workplace can quickly become too complex. A successful modern workplace must therefore do more than simply provide new technologies: it must enable employees to collaborate independently of location and device, find the information they need quickly, and complete their tasks securely.
But how does this work in practice? Where should companies start when planning and what factors determine success? We discuss this with Marco Jilg, who has been working in the field of digitalization for 25 years and has been supporting companies, especially on Microsoft platforms, for 20 years.
In the full expert interview speaks Marco Jilg about the success factors of a modern workplace with Microsoft 365.
The term Modern Workplace It is often used in very different ways. For Marco Jilg, it describes a digital workplace that enables location- and device-independent collaboration and provides employees with all the information they need for their daily work – and all within a secure framework.
What is crucial here is not to start directly with the selection or implementation of individual Microsoft 365 applications. Instead, three perspectives must be brought together from the outset:
If one or more of these perspectives are neglected during planning, blind spots result. The technical solution may then not fit the actual workflows or is not accepted by the employees.
A modern workplace should therefore always be designed based on the specific requirements of the company – not on the capabilities of a software solution.
Microsoft 365 provides companies with a wide range of tools: from communication and collaboration to information management and the development of individual solutions. This diversity is a great opportunity, but it can also lead to cluttered structures.
Therefore, companies should answer two basic questions: What do I want to achieve and how do I want to achieve it?
That describes the Strategy, That is, the business goals and desired results. How describes the GovernanceWhat rules, responsibilities, and standards apply when using the technologies?
Both aspects must be considered from the very beginning. This includes, for example, determining how teams and SharePoint structures are built, who is allowed to grant permissions, and how information is stored and shared within the company.
Will Microsoft 365 On the other hand, simply rolling them out and then leaving them to their own devices can lead to entitlement structures that have grown over time, inconsistent policies, and unclear responsibilities.
This is particularly relevant when it comes to access rights. Not every security incident is due to external attacks. Incomplete permissions and careless releases can also lead to employees gaining access to information they do not actually need.
A modern workplace must be easy to use and at the same time safe. For Marco Jilg, this is not a contradiction. He compares safety measures to the brakes of a car: they do not fundamentally make you slower, but rather enable you to move quickly safely and with control.
It is crucial to adequately protect against risks without burdening employees with unnecessary regulations. Instead of imposing increasingly strict requirements in a blanket manner, companies should rely on intelligent security mechanisms.
An example is adaptive security measures: If a system detects unusual access patterns, such as access from an unexpected geographical location, it can require additional security checks. In normal working operations, however, the processes remain as simple as possible.
Another important component is identity and authorization management. Companies must clearly regulate who can access which information. For this, clear responsibilities and guidelines are needed – especially in the departments where many content is created and shared.
Security should therefore not be understood as an additional restriction, but as an integral part of the modern workplace.
Teams, Outlook, SharePoint, OneDrive, and OneNote offer different ways of collaborating. However, if they are used without clear rules, the multitude of tools can quickly lead to duplicative structures.
When the same information is disseminated simultaneously via email, a team message and through other channels, this does not automatically create added value. Information is simply distributed multiple times.
Instead, companies should define which tool is intended for which purpose. A possible guideline:
Such standards provide orientation and reduce unnecessary switching between applications.
Companies should not only consider the tools, but also their business processes. Often the real challenges lie not so much in technology as in organizational processes: information is generated in one place, needs to be accessed in another, and is not meaningfully shared in between.
By making these connections visible, processes can be improved specifically and information can be better connected with each other.
„Productivity is not created by functions, but actually by clarity.“
Marco Jilg, Lead Consultant M365 at Netz16 (part of the accompio group)
Even a technically well-organized modern workplace is of little value if employees do not take advantage of the new possibilities. A new team icon on the desktop does not change work habits.
An important role in this can be played by so-called Hidden Champions They are employees who not only learn about the technical functions, but also understand the added value and working methods behind them.
They can share their knowledge within their teams, serve as contact points, and take in feedback from day-to-day work. This creates a continuous improvement process that is much closer to the actual needs of the employees than a purely centralized introduction.
Marco Jilg recommends the approach for implementation „Think big, start small“Companies should have a clear vision of where they want to go in the long term, but start with manageable steps. This way, the transformation remains manageable without losing sight of the strategic direction.
He lists three priorities for the first steps:
Success should not be evaluated solely based on the technical implementation. Shorter process times, less support effort, fewer security incidents, faster access to information, and higher employee satisfaction are also indicators of whether the modern workplace has actually improved.
accompio supports companies in planning modern workplaces that combine safety and productivity.
Microsoft 365 provides a powerful technological foundation for modern collaboration. However, whether it actually results in a productive workplace depends on far more factors than just the available features.
Companies need a clear strategy, binding governance rules, a well-thought-out security architecture, and standards for daily collaboration. Equally important is involving employees early and supporting them in changing their working methods.
The central insight: Productivity is not achieved through the use of the most possible functions, but through clarity about how people, processes, and technologies can be used in a meaningful way.
Marco knows why clear standards for modern workplaces are crucial. He gives companies concrete recommendations ranging from analyzing the status quo to defining common rules and empowering employees.
A modern workplace is a digital workplace that enables location- and device-independent collaboration. Employees can safely access the information and tools they need for their daily work.
Microsoft 365 provides applications for communication, collaboration, and information management. These include Teams, Outlook, SharePoint, OneDrive, and OneNote, among others. The key is to use these tools in a way that fits the company’s business processes and requirements.
Technology alone does not change work practices. Without strategy, governance, clear standards, and the involvement of employees, new applications can even create additional complexity.
Through risk-based security measures, clear authorization structures, and intelligent protection mechanisms. The goal is to safeguard against relevant risks without hampering employees with unnecessary rules in their daily work.
Training sessions, clear rules for collaboration, and so-called hidden champions from the relevant departments are helpful. They impart knowledge, demonstrate concrete added value, and pass on feedback from day-to-day work.
Possible metrics include shorter process times, less support effort, fewer security incidents, and faster access to information. Employee satisfaction and perceived ease of use are also important indicators.
