Top 5 Signs Your Dynamics 365 Setup Needs Managed Support (And How to Fix It)

Your business is running smoothly, your team is on top of their game, and your systems are working in perfect harmony. Everything seems to be under control—until suddenly, it’s not.

Your Microsoft Dynamics 365 environment begins to falter. Unexpected system failures crop up, performance slows down, and, even worse, security vulnerabilities put your critical data at risk. A tool that once felt like a superpower now resembles a ticking time bomb.

Sounds familiar?

Yes, Microsoft Dynamics 365 is REALLY a game-changer for businesses. It provides an integrated approach to customer relationship management (CRM) and enterprise resource planning (ERP).

However, like any complex solution, Dynamics 365 requires more than a one-time implementation. It requires ongoing focus to keep everything running smoothly.

Without the proper support managed services, you may be dealing with downtime, user adoption issues, or missed opportunities that will cost you more.

How do we determine whether your Dynamics 365 system needs professional assistance?

In this blog, we will walk you through the 5 signs that show your D365 set-up needs managed support and how such services can offer remedial actions and get things back on track — before the problem gets bigger.

Let’s dive straight in!

1. Frequent System Downtime and Performance Issues

The last thing you want while busy at work is a system crash. For businesses that depend on Microsoft Dynamics 365 for mission-critical functions, from customer data management to order processing and financial tracking, system downtime or sluggish performance can prove devastating.

Case Example: System Downtime of a Retailer

Think about a retail business that uses Dynamics 365 to process online orders, control inventory, and manage customer relations. One day, their system crashes in the middle of the peak hours of the day, and customers are not able to place orders anymore; employees cannot know how much stock is in hand, and the whole operation is stopped. The company knows this has happened multiple times in the past, but they had delayed resolving the pressing issue. This resulted in widespread disruption of business operations due to constant system monitoring. Moreover, restructuring was not done after every downtime.

How to Fix It:

With managed support services for Dynamics 365, your system is monitored for performance issues at all times, and issues are identified and resolved as they arise before it can disrupt your business. Professionals perform the tasks of regular diagnostics, database optimization, and the installation of the latest updates that would keep your service updated to the latest standards. By addressing issues before they become critical, proactive support reduces downtime, increases system stability, and optimizes performance.

For example, a managed support provider can set up alerts for potential issues in real-time, so if something is wrong—be it server performance, slow loading times, or vulnerability in terms of security—your support team can act and restore your system to full functionality without interrupting business operations.

2. Struggling with User Adoption

One of the significant challenges facing any business when it implements a new software system is getting employees to adapt to the technology. Microsoft Dynamics 365 is a very powerful tool, but without your team knowing how to fully use it, it’s much more likely to cause inefficiencies, frustration, and even resistance to the platform.

Case Example: Sales Team Losing Ground

Take the case of a sales team at a growing company that uses Dynamics 365 for tracking leads, managing contacts, and managing customer relationships. The team begins entering data incorrectly, using the interface poorly, and not fully taking advantage of the system’s features. The cumulative effect of such frustration is that the team replaces the new, time-saving customer relationship management methods with old ways of doing things, so the value of the D365 diminishes and opportunities go untapped.

How to Fix It:

It’s not just about rolling out the platform; it’s about ensuring everyone knows how to use it. So don’t worry; a managed support team can train your employees according to their roles and responsibilities. This training ensures that your staff knows how to operate the system, feels empowered to use it, and can utilize the features to streamline productivity.

As an example, a managed support partner can take stock of your team’s strengths and weaknesses to develop custom training programs and ongoing education so newer hires are able to get up to speed quickly. The amount you get out of Dynamics 365 is directly correlated with how well-versed your employees are about using the platform optimally and effectively.

3. Difficulty in Customizing or Scaling the System

The needs of your business arise as it grows. Microsoft Dynamics 365 is customizable, so you can customize it according to the specific processes of your business. But implementing these changes — be it adding new features, integrating third-party apps, or scaling up the system to accommodate additional users — can be challenging if you don’t have the appropriate level of expertise.

Case Example: Global Expansion and the Need for Customization

For instance, a manufacturing firm that utilized Dynamics 365 to configure operations in one region is now scaling globally. As the company expands to new markets, it faces new challenges: foreign languages, currencies, tax regulations, and supply chain models. The company also requires customization of Dynamics 365 to capture these additional fields, but its own IT team does not have the knowledge or expertise necessary to implement these complex changes.

How to Fix It:

A managed support provider will aid your scale and customization of Dynamics 365 to align with your business growth. They help build workflows, develop integrations, and regional or business unit-specific configurations. With managed support services, you can also scale your system as you run your business by adding new modules, increasing user capacity, and adding more tools.

If you are expanding your business globally, for instance, your managed support team can set the system to facilitate multi-currency transactions by ensuring compliance with regional tax laws and multi-language reporting so that whatever your business does, Dynamics 365 keeps abreast with your business.

4. Data Security and Compliance Concerns

Data security and compliance are among the top challenges for any line of business in the digital era. A single data breach or compliance violation can result in massive fines, loss of customer trust, and damage to your brand reputation. Regarding Dynamics 365, configuring your security features in the right way and maintaining compliance with industry regulations over a period of time is essential.

Case Example: A HIPAA-Compliant Healthcare Provider

Let us take an example of a healthcare provider using Dynamics 365 to maintain patient data, medical records, and appointment scheduling. Due to the nature of the data, they are required to adhere to the rules as set out under the HIPAA (Health Insurance Portability and Accountability Act). However, their platform was never properly configured to be a HIPAA-compliant platform, putting patient information at risk.

How to Fix It:

A managed support partner can also help you keep your Dynamics 365 system secure and compliant with any applicable data protection legislation. For example, this may involve setting up role-based access controls (RBAC), encrypting sensitive data, or routinely auditing the system for security vulnerabilities. For sectors such as healthcare, finance, and retail, your managed support partner can ensure your system is always compliant with the most up-to-date standards.

A managed support partner can ensure that patient data is encrypted in transit and that access is limited to authorized personnel only; for example, in the case of HIPAA compliance, they can also conduct routine security audits and implement required patches to protect against new exploits.

5. Ineffective Use of New Features and Updates

One great benefit of Microsoft Dynamics 365 is that you enjoy new features and updates quite often. These updates include performance improvements, bug fixes, and new functionality that have been tested and validated to help improve your system.

Keep in mind that if your business isn’t leveraging all that these updates have to offer, you could be bypassing some powerful tools that may expedite operations, provide enhanced data insights, or stimulate business growth.

Case Example: Financial Services Organization Missed Out on AI Capability

For example, a financial services firm that uses Dynamics 365 to manage client portfolios and financial transaction history. And recently, Microsoft added powerful AI-powered tools capable of predicting market trends, automating routine data entry, etc. But the firm’s IT team has prioritized integrating these new features, which means the firm continues to use manual processes that could be automated, which is costing time and accuracy, he says.

How to Fix It:

A managed support partner can help you stay abreast of the latest features and updates so your system is always current. They will apply these updates and walk you through the new functionalities you can embed into your business processes. The latest functions and enhancements to Dynamics 365 can unlock the tools you need to better utilize the performance of your system and build your business.

Your support partner, for example, can assist you in integrating new AI-powered Features found in your forecasting, implement predictive analytics to help you track trends in the market, or set up automated workflows in place to minimize manual data entry and ensure accuracy. This will ensure that your business remains competitive by taking advantage of tool functionality in Dynamics 365.

Final Thoughts: Unlock the Full Potential of Your Dynamics 365 Setup

While Microsoft Dynamics 365 is extremely powerful, like any robust system, it demands expertise for continuous care, configuration, and enhancement.

If any of these telltale signs are applicable to you — frequent downtime, user adoption issues, system customization troubles, security problems, or ineffective use of new features — it’s time to explore investing in managed support services.

With the right managed support, your system will be running smoothly, safe from threats and able to grow to meet your business needs.

Implementing Dynamics 365 without proper knowledge can lead to a lot of adverse consequences: additional expenses, poor service delivery, and customer dissatisfaction, among others.

DAX Software Solutions is a Managed Support Partner for Microsoft Dynamics 365. It ensures that your business gains maximum value from your Dynamics 365 setup through optimization, training, and continuous support from our team of experts.

We understand that not every client needs the same level of support. Some don’t want to just hand over the problem to someone else — they want to handle it themselves, maybe with a little help from a seasoned consultant. Some may need more help whereas others don’t want to deal with the details and would rather hire a competent Microsoft partner to do the heavy lifting.

Regardless of which group you fall into, DAX’s Managed Services & Support is what you may just need. We can create a support and services strategy that spans all your Microsoft business applications, which can include Dynamics ERP, CRM and Power Platform. This customised format means we can provide you with just the support you need.

Let us support you in simplifying your operations so that you can prioritize your business needs, and improve productivity for long-term success. Contact us today!