Does it always have to be AI? Alternatives with Microsoft 365 on-board tools

Enthusiasm for artificial intelligence is currently reaching new heights. Companies are investing millions in ChatGPT licences, AI-powered assistants and customised machine learning models. But amid all the euphoria, the question arises: is AI really always necessary, or can many problems be solved with the tools already available?

The overlooked treasures in Microsoft 365

Microsoft 365 offers a wealth of features that are rarely used in many companies. Power Automate, for example, enables the automation of recurring tasks without a single line of code – from automatic email sorting to data transfer between systems. SharePoint workflows can structure approval processes that would otherwise have to be laboriously coordinated by email.

The established Excel is often underestimated: pivot tables, advanced formulas and Power Query cover analysis needs for which companies sometimes hire external BI tools or AI analysts. Microsoft Forms and Power Apps allow you to quickly create surveys and simple applications that can digitise business processes.

 

Where AI really makes sense – and where it doesn't

‘In many cases, classic automation has significantly higher added value than the use of AI,’ emphasises Christian Moog, member of the Executive Board and responsible for innovation/automation. ‘Companies should first ask themselves whether their problem actually requires AI, or whether structured processes and automation would achieve better results.’ The difference lies in predictability: Rule-based processes with clear if-then structures do not require AI. AI only comes into its own when dealing with unstructured data, complex patterns or creative tasks.

An example: the automatic forwarding of emails to specific departments based on keywords can be solved with Outlook rules or Power Automate. For summarising the content of complex contract documents, on the other hand, AI can actually offer added value.

Best Practice: Grieshaber Logistics Group AG

This pragmatic approach works in practice. At Grieshaber Logistics Group AG, we follow a structured procedure: first, processes are analysed and evaluated. Only then is it examined whether a solution can be implemented with M365 on-board tools or whether an AI application may be required after all.

‘We take a close look at each process and ask ourselves: What do we want to achieve? In most cases, we find that Power Automate, SharePoint or Power Apps are perfectly adequate,’ explains Christian Moog. ‘This allows us to use our existing licence structures cost-effectively and avoid unnecessary additional investments.’

This approach is paying off: through the consistent use of existing Microsoft 365 tools, numerous processes have already been digitised and automated – without expensive AI licences or external solutions. Employees work with familiar tools, the training period is minimal, data protection is guaranteed and the IT landscape remains manageable.

Pragmatism instead of hype

However, this does not mean that Grieshaber is abandoning AI. The technology offers enormous potential for innovation. But the first step should be to take stock: What tools are already available? Which processes can be optimised with them? Only when the on-board resources have been exhausted is it worth looking at specialised AI solutions.

Teams that make full use of their Microsoft 365 licences report significant efficiency gains – without additional investment. The key often lies not in new technology, but in making better use of existing resources.

Conclusion

The fascination with AI is justified, but it must not become an end in itself. A structured approach – first analyse, then evaluate, then implement with existing resources – is usually not only more cost-effective, but also often leads to the desired goal more quickly. Automation, data analysis and process optimisation are often possible without AI – more efficiently, more cost-effectively and with less complexity. AI should be the solution when other means are insufficient – not the first answer to every digital challenge.

 

Yours Grieshaber Logistics Group AG