Note: In order to preserve client confidentiality, we refrain from disclosing the name of the client.
Background:
A successful family-owned business in Eastbourne recognized the need for a change in their traditional file storing and sharing system to meet the demands of modern business trends. The company was using old on-premise file servers which were proving to be both costly and inefficient. With the operating system no longer supported by Microsoft and the high risks of hardware failure due to its age, it was time to explore alternative options.
Approach:
Cranfield IT Solutions was brought in for a consultation. An assessment of the client’s requirements was made, focusing on aspects such as storage needs and backup solutions. This investigation revealed several key needs, including a reliable and efficient file-sharing system, reduced operational costs, and improved data backups.
Recommendations and Implementation:
After the investigation, a comprehensive proposal was provided to change from the current on-premise servers to the Microsoft 365 Business Premium platform. This choice was selected over the original home retail edition that was also outdated. This solution promised a continually up-to-date platform at a manageable cost.
All the files were migrated from the on-premise server to SharePoint, ensuring a smooth transfer. Cranfield IT Solutions worked closely with the client to organize the file structure efficiently in SharePoint. Permission control was implemented, ensuring only the relevant staff members had access to certain files. Shortcuts for frequently used files were also created in each user’s personal One Drive folder, enhancing accessibility and making it easier for the staff to navigate.
Additionally, the use of an Office 365 backup package along with ongoing IT support was recommended. This suggestion aimed to safeguard the integrity of their data, ensuring that the company was not susceptible to data loss, and that any IT-related issues could be quickly and effectively resolved.
Moreover, a variety of hardware solutions suitable for remote working were suggested, including Lenovo laptops equipped with enhanced security features, docking stations, and monitors with built-in webcams. The client was advised to maintain uniformity across all their IT hardware by opting for the same brand, enabling consistency throughout the business.
Results:
As a result of implementing the recommendations, the Payroll Company was able to transition to a fully remote working environment. Consequently, the client closed their physical office, leading to significant savings. By moving their entire operation to the cloud, the company saves £495 per month in office rent and additional expenses in daily parking charges.
Furthermore, the shift to remote working not only decreased operational costs but also provided a more flexible working environment for the company’s employees and simplified onboarding for new staff members.
Conclusion:
The shift to the Microsoft 365 Business Premium platform streamlined operations, enabling efficient collaboration and data management. The adoption of the Office 365 backup package alongside ongoing IT support further helps the business remain efficient and adequately supported.