Zoom, Teams and Webex: Consolidating Collaboration Tools
How to consolidate overlapping video and collaboration tools: measure overlap, choose a standard, handle exceptions and capture the savings at renewal.
By the MI Solutions SAM team9 min read2 exhibits
Many organizations pay for two or three video and collaboration platforms. Microsoft Teams arrived with Microsoft 365; Zoom was adopted by teams who preferred it; Webex remains from an older agreement or a client requirement. Each has loyal users. Together, they mean paying several times for the same capability.
Measuring the overlap
Exhibit 1
In this example, 1,060 people use more than one platform and only 180 rely on Zoom alone. Those 180 are the people to talk to first: why Zoom, and what would they need from the standard tool?
What is already paid for
Before comparing prices, check what you already own. If your productivity suite includes meetings and chat for everyone, the cost of the standard tool is already sunk, and the decision is about the additional platforms.
Exhibit 2
Steps to consolidate
Collect active-use data
From each platform's admin console, over at least 90 days.
Often the platform already included in your productivity suite.
Define exceptions
Such as a small webinar license pool, owned by one team.
Plan the change
Communication, room-system updates, training.
Retire the rest
Before their notice deadlines.
Watch for hidden components
01Phone system and calling plans
Often in a separate agreement from meetings.
02Conference room hardware
Certified for one platform, sometimes with its own licenses.
03Webinar add-ons
Large-event capabilities priced separately.
04Audio conferencing
Dial-in packages that may no longer be needed.
How MI One helps
Frequently asked questions
Should we always standardize on the tool in our productivity suite?
It is often the most economical choice, but consider external collaboration needs and user experience.
What about clients who require a specific platform?
Joining another organization's meeting usually does not require your own paid license.
How long does a consolidation take?
Usually two to three months for the change itself, timed so that it completes before the retiring platform's notice deadline.
See where your software budget goes
Bring your five largest vendors to a 30-minute call. Our SAM experts will show you where the savings usually hide, and how fast MI One can surface them.
