Microsoft 365 is deceptively simple to start using and surprisingly complex to use well. Most organizations activate their licenses, migrate some files, and figure out the rest as they go. That approach works until it doesn’t—until sprawling Teams channels make finding anything impossible, until security gaps create compliance headaches, until employees build workarounds because the official tools don’t fit how they actually work.
A Microsoft 365 consultant helps organizations move past “good enough” to get real value from their investment. Whether you’re implementing Microsoft 365 for the first time, migrating from another platform, or trying to fix years of organic growth, the right consultant turns platform potential into practical results.
This guide explains what Microsoft 365 consultants do, when hiring one makes sense, and how to find the right fit for your organization.
What Does a Microsoft 365 Consultant Do?
Microsoft 365 consultants specialize in planning, implementing, and optimizing the Microsoft 365 ecosystem. That ecosystem includes familiar tools like Outlook, Word, and Excel, but also SharePoint, Teams, OneDrive, Power Platform, and dozens of other services that most organizations underutilize.
Consultants typically provide several types of services:
Implementation and setup. Configuring Microsoft 365 correctly from the start—tenant settings, security policies, user provisioning, and initial structure for SharePoint sites and Teams.
Migration. Moving data, email, and files from on-premises servers, Google Workspace, or other platforms into Microsoft 365 while minimizing disruption and data loss.
Optimization. Reviewing existing Microsoft 365 environments to identify inefficiencies, security gaps, and opportunities to better leverage available tools.
Governance and compliance. Establishing policies for how Microsoft 365 should be used, who can create what, how data is retained, and how the environment stays organized over time.
Training and adoption. Helping employees actually use the tools effectively, which often matters more than technical configuration.
Custom development. Building solutions on the platform—SharePoint sites, Power Apps, Power Automate workflows—that address specific business needs.
Most consultants specialize in certain areas. Some focus on security and compliance. Others specialize in collaboration and intranet development. Some concentrate on Power Platform automation. Understanding what you need helps you find consultants with relevant expertise.
When Should You Hire a Microsoft 365 Consultant?
Not every organization needs a consultant. If you have experienced IT staff, straightforward requirements, and time to learn, you can handle many Microsoft 365 tasks internally. But several situations make consultant expertise valuable:
You’re implementing Microsoft 365 for the first time. Getting the foundation right prevents problems later. Decisions made during initial setup—tenant configuration, domain settings, security defaults—are easier to make correctly upfront than to fix afterward.
You’re migrating from another platform. Migrations involve technical complexity (moving data without corruption or loss) and change management (helping users adapt to new tools). Consultants who’ve done dozens of migrations know the pitfalls and shortcuts.
Your current environment is messy. Years of ad-hoc Teams creation, inconsistent SharePoint sites, and unclear file organization create friction. A consultant can assess the situation and recommend cleanup strategies.
You have specific compliance requirements. Healthcare, finance, government, and other regulated industries need Microsoft 365 configured to meet compliance standards. Consultants with relevant experience know which settings matter and how to document compliance.
You want to build something custom. A new intranet, automated workflows, custom apps—these projects benefit from expertise that most IT teams don’t use daily.
Your team lacks bandwidth. Even if you have the skills internally, you may not have the time. Consultants provide focused capacity for projects that would otherwise stall.
DIY vs. Hiring a Consultant
The build-vs-buy decision for Microsoft 365 work depends on your internal capabilities, timeline, and risk tolerance.
Handle internally when:
- You have staff experienced with Microsoft 365 administration
- The project scope is limited and well-defined
- Timeline is flexible enough to allow learning curves
- The stakes of getting it wrong are manageable
Consider a consultant when:
- The project is complex or unfamiliar to your team
- You need it done quickly and correctly
- Mistakes would be costly (compliance violations, data loss, extended downtime)
- You want to transfer knowledge to your team through the engagement
Many organizations take a hybrid approach. Internal IT handles day-to-day administration while consultants tackle major projects like migrations, intranet builds, or security overhauls. This balances cost control with access to specialized expertise.
Services Microsoft 365 Consultants Typically Offer
Assessment and roadmap. Reviewing your current environment and creating a plan for improvements. This often makes sense as a starting engagement before committing to larger projects.
Tenant configuration. Setting up Microsoft 365 correctly—security settings, admin roles, domain configuration, licensing optimization.
SharePoint and intranet development. Building modern intranet solutions, team sites, document management systems, and custom SharePoint applications.
Teams deployment and governance. Structuring Teams for sustainable use, establishing naming conventions, configuring guest access, and integrating with other tools.
Security and compliance configuration. Implementing data loss prevention, sensitivity labels, retention policies, conditional access, and multi-factor authentication.
Power Platform solutions. Building automated workflows with Power Automate, custom applications with Power Apps, and dashboards with Power BI.
Training programs. End-user training to drive adoption, administrator training to build internal capabilities, or specialized training for power users.
Managed services. Ongoing support and administration for organizations that prefer to outsource Microsoft 365 management entirely.
How to Evaluate Microsoft 365 Consultants
Not all consultants deliver equal value. When evaluating options, consider:
Relevant experience. Have they done projects similar to yours? Ask for case studies or references from comparable organizations or project types.
Microsoft certifications. Certifications demonstrate baseline competency. Look for relevant certifications like Microsoft 365 Certified: Enterprise Administrator Expert or specialty certifications in security, Teams, or Power Platform.
Partnership status. Microsoft Partners have demonstrated expertise and maintain ongoing relationships with Microsoft. Higher partnership tiers indicate deeper investment in Microsoft technologies.
Communication style. Technical expertise matters, but so does the ability to explain things clearly and work collaboratively with your team.
Knowledge transfer approach. Good consultants don’t just deliver solutions—they help your team understand and maintain what’s been built.
Scope and pricing clarity. Vague proposals lead to scope creep and budget overruns. Look for consultants who clearly define deliverables and pricing.
Questions to Ask Before Hiring
Before engaging a consultant, get clear answers to these questions:
- What similar projects have you completed, and can we speak with those clients?
- Who specifically will work on our project, and what’s their experience?
- How do you handle scope changes or unexpected complications?
- What does your team need from us to be successful?
- How will you transfer knowledge to our internal team?
- What’s your approach to documentation?
- What ongoing support do you offer after project completion?
The answers reveal not just competency but how the engagement will actually work day-to-day.
Expected Costs and Engagement Models
Microsoft 365 consulting costs vary widely based on scope, complexity, and consultant expertise. Common engagement models include:
Hourly or time-and-materials. You pay for hours worked. This works well for advisory services, troubleshooting, or projects with uncertain scope. Rates typically range from $150 to $300+ per hour depending on specialization and region.
Fixed-price projects. A defined scope with a set price. This provides budget certainty but requires clear requirements upfront. Migrations, intranet builds, and implementation projects often use this model.
Retainer arrangements. Ongoing access to consultant hours at a predictable monthly cost. This suits organizations needing regular support without committing to full-time staff.
Managed services. Outsourced administration at a monthly fee, often based on user count or environment complexity.
For budgeting purposes, a small migration might cost $5,000-15,000, a mid-sized intranet project $20,000-75,000, and enterprise-wide implementations $100,000+. Get specific quotes based on your actual requirements rather than relying on general estimates.
Getting Value From Your Consultant Engagement
To maximize the return on your consulting investment:
Define clear objectives. What does success look like? The more specific your goals, the easier it is to achieve and measure them.
Assign an internal owner. Someone on your team should own the relationship, make decisions, and ensure the project stays on track.
Prioritize knowledge transfer. Don’t just accept deliverables—understand them. Ask questions, request documentation, and have your team shadow consultant work when appropriate.
Plan for adoption. Technical implementation is only half the battle. Budget time and resources for training and change management.
Establish success metrics. How will you know if the engagement delivered value? Define metrics upfront and measure afterward.
How Nexinite Approaches Microsoft 365 Consulting
At Nexinite, we focus on practical Microsoft 365 solutions that fit how organizations actually work. Our approach emphasizes:
Understanding your business first. Technology serves business goals. We start by understanding what you’re trying to accomplish before recommending solutions.
Building for sustainability. Solutions should be maintainable by your team after we leave. We design with long-term manageability in mind and prioritize knowledge transfer.
Focusing on adoption. A perfectly configured environment that nobody uses isn’t successful. We design for user adoption and provide training to make it stick.
Whether you need a modern intranet, workflow automation, or help making sense of a messy SharePoint environment, we bring the expertise to get it done right.
Ready to discuss your Microsoft 365 needs? Get in touch to explore how we can help.