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Modernizing the Digital Workplace with Microsoft 365

October 5, 2023
4 min read
Modernizing the Digital Workplace with Microsoft 365

A large, multinational non-profit organization implemented Microsoft 365 to connect their employees and help them be at their most productive. We helped move them over from legacy systems to Microsoft 365, or more specifically Microsoft Teams, SharePoint, and OneDrive.

The Need for Change in the Digital Workplace

A large multinational non-profit organization with over 30,000 employees working across various geographical regions faced significant communication, collaboration, and document management challenges, leading to decreased efficiency and productivity. The organization implemented Microsoft 365 across its global workforce to address these issues and streamline operations.

This case study delves deeper into the challenges faced, the solutions implemented, and the benefits realized after the successful implementation of Microsoft 365.

SharePoint Intranet Example from 2toLead Case Study

Digital Workplace Woes

In the fast-paced landscape of modern communication, our organization encountered a range of hurdles that impacted its operational efficiency. Diverse time zones and geographic regions introduced complexities, leading to fractured communication channels and hindrances in decision-making processes. Collaboration encountered roadblocks due to issues with document sharing, version control, and real-time editing, causing productivity to suffer and frustration to mount.

Moreover, the lack of a centralized document management system gave rise to concerns about data security, duplication of efforts, and lost files, affecting overall efficiency. As the organization expanded, ensuring security and compliance across multiple systems posed additional challenges.

The following are the challenges to overcome along the journey:

· Inefficient communication - Employees in different time zones and regions worked with disparate systems and applications, leading to fragmented communication channels. This resulted in communication breakdowns, delays in decision-making, and an inability to stay updated on important information.

· Collaboration issues - Difficulties hindered collaboration on documents and projects inversion control, file sharing, and real-time editing. Consequently, employees experienced wasted time, decreased productivity, and increased frustration.

· Lack of centralized document management - Without a centralized document management system, the organization faced issues such as lost files, duplicative work, and security concerns, further affecting productivity and efficiency.

· Inadequate security and compliance - As the company continued to expand, maintaining security and compliance across various systems and applications became increasingly challenging, putting the organization's data and reputation at risk.

Working Through the Challenges

In response to these challenges from migrating from legacy solutions, the strategic implementation of Microsoft 365 introduced transformative solutions with an array of benefits. Through a unified platform like Microsoft Teams, the organization began breaking down geographical barriers, encouraging seamless communication and collaboration. By embracing SharePoint Online and OneDrive for Business, the organization streamlined document collaboration, offering real-time editing, version control, and remote accessibility.

migration destination map

This approach to centralizing documents aimed to enhance overall efficiency, reinforced by personalized access controls and automated workflows. Robust security features within Microsoft 365, such as multi-factor authentication and data loss prevention, bolstered data integrity, while also aligning with compliance standards. By adopting Microsoft 365, the organization witnessed improved productivity, elevated security measures, and smoother adherence to compliance regulations.

The following benefits were observed:

· Unified communication and collaboration: By adopting Microsoft Teams, employees gained a single platform to collaborate effectively internally and externally. Developing a modern SharePoint Online-based Intranet allowed them to centralize company communications and personalize news and content for their employees, improving engagement.

· Seamless collaboration on documents: SharePoint Online and OneDrive for Business were utilized to enable employees to easily share files, collaborate in real-time, and access documents from anywhere, on any device. This improved version control and reduced the time spent tracking and consolidating document changes.

· Centralized document management: SharePoint Online provided a centralized document management system, helping employees organize, store, and retrieve files efficiently while maintaining version control. This system also allowed customized access permissions and automated workflows, streamlining document processing and approval.

· Enhanced security and compliance: Microsoft 365's advanced security features, such as multi-factor authentication, data loss prevention, and encryption, ensured the organization's data was secure. Additionally, Microsoft 365's compliance capabilities, including GDPR and HIPAA adherence, helped the company meet industry-specific requirements and maintain regulatory compliance.

Modernize Your Digital Workplace with A Little Help

In conclusion, implementing Microsoft 365 proved to be a game-changer for our client, the large multinational non-profit organization. This modernization initiative effectively addressed the challenges they faced in communication, collaboration, document management, and security. By adopting a comprehensive suite of tools and applications, the organization witnessed remarkable improvements in efficiency, productivity, and overall employee satisfaction.

Suppose you're ready to revolutionize your organization's digital workplace and employee experience with Microsoft 365. In that case, our team of digital workplace and employee experience specialists are here to guide you through the process. Experience seamless collaboration, robust security, and a modernized workplace. Schedule a consultation now to unlock the true power of a modern digital workplace!

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Case Study Details
Org Size: > 20,000

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