More control, stronger business: how European can your SME's digital workplace become?

Neighbouring countries are already taking action. Schleswig-Holstein is gradually replacing Microsoft applications with open-source alternatives. The Dutch Tax Administration is halting its migration to the Microsoft 365 cloud, opting instead to host email and calendars on its own servers. France plans to roll out its own video conferencing service, Visio, across central government.

For Flemish SMEs, this doesn't mean Microsoft needs to go overnight. The real lesson is that freedom of choice is a business advantage. It can strengthen your negotiating position, help you manage risks and give your company greater flexibility.

What options are available today?

European commercial solutions offer alternatives for email, file sharing, document editing and online meetings. Examples include IONOS Nextcloud Workspace or a managed combination of Nextcloud and Univention.

You don't need to replace all your computers to get started. You can begin with a specific application or a single team. The main challenge lies in existing dependencies, such as complex spreadsheets, Office add-ins and integrations with business software.

The term 'European' also deserves closer examination. Look beyond the provider itself and check where data is stored, where computing resources are located, and where backups and support services are managed.

Start with your business goals, not the technology

Switching solutions should deliver real value to your business. Start by defining your objectives:

• Business continuity: reduce the risk of a single provider disrupting your operations.
• Cost control: gain a clearer view of total costs and available alternatives.
• Commercial competitiveness: meet customer requirements for data management.
• Negotiating power: reduce your dependence on a single platform.

Not every business needs a complete migration to achieve these goals. Sometimes, better exit arrangements or a tested alternative can already make a difference.

How should you approach it?

1. Identify your key dependencies. Which services are essential? Which documents and integrations would make switching difficult?
2. Test a real business case. Have one team use a European solution for actual quotations, spreadsheets and customer appointments.
3. Measure the results. Does it work just as smoothly? What is the impact on employees, customers, support and costs?
4. Scale up only when the benefits are clear. Keep what works well and replace existing solutions where greater control outweighs the effort involved.

At the same time, establish how you can retrieve your data and who is responsible for security, management and recovery in the event of an incident.

What does this mean for costs?

A lower subscription fee doesn't necessarily mean a lower total cost. Compare the potential benefits and costs over several years:

Running two systems in parallel can be particularly expensive. You may introduce an alternative while still needing all your existing licences. That's why it's important to request a business case with a clear long-term objective, rather than simply comparing prices per user.

Is it realistic?

Yes, for clearly defined office and collaboration functions. However, completely replacing a highly integrated Microsoft environment is a much larger transformation project.

The most realistic approach is therefore targeted and gradual. The goal isn't to switch simply for the sake of choosing a 'European' solution, but to invest where your business can genuinely benefit: better protection, less dependence and greater freedom of choice.

Want more control over your digital workplace?

Would you like to reduce your digital dependencies and gain greater control over your IT environment? Our experts can help you explore your options and find a solution that fits your business.