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Summary 

One of our clients in Mississauga, Ontario, with over 35 employees, faced notable challenges in IT governance, user engagement, efficiency, productivity, and cost management. Referred by a non-profit client, Inside View Global team was engaged to address these pressing issues. During this period, the organization underwent leadership transitions and encountered ongoing IT infrastructure difficulties. The primary business goal at the time was to streamline IT operations, optimize application management, reduce costs, and enhance overall productivity. 

Challenges:  

• User Disengagement: Users were not effectively utilizing IT resources, impacting productivity.  
• Excessive Spending on Licenses: The organization faced challenges with excessive spending on licenses and multiple applications for the same tasks.  
• Lack of Proper IT Governance: There was a lack of proper IT governance, leading to inefficiencies and issues within the organization.  
• Device Reconfiguration: Reconfiguring all devices to have a single configuration was necessary but challenging.  
• Performance Issues with Antivirus: Users complained about performance issues with the previous antivirus.  
• Security and Governance Improvements: Improving security and governance across the Microsoft 365 tenant was a significant challenge.  
• Content Migration & Structural Changes: Enhancing data management and collaboration by centralizing content from sources like OneDrive and other platforms, while establishing a well-structured intranet.  

Customized Services: 

We prioritize creating solutions that meet the unique needs of each client. Our process begins by assessing their challenges and requirements, such as their IT infrastructure, user engagement, and cost management practices. For this client, we implemented Microsoft 365, which included the development of a centralized intranet for 10 business units and encouraged the adoption of Microsoft 365 for storage, replacing other platforms. This approach ensures that our solutions are aligned with the client's objectives, improving efficiency and delivering long-term benefits. 

Discovery Process  

The discovery process involved a comprehensive assessment of their IT infrastructure and user engagement levels. We conducted a 365-Scoring Assessment to identify areas of improvement and user engagement issues. The findings revealed several challenges, including user disengagement, excessive spending on licenses, lack of proper IT governance, and performance issues with the previous antivirus. Based on these findings, we developed a strategic plan to address these issues and improve overall IT efficiency. 

Solutions Implemented:   

• Microsoft 365 Implementation: The organization implemented Microsoft 365, including developing an intranet for 10 business units, promoting the use of Microsoft 365 over other storage applications, and optimizing the number of applications used.  
• Application Consolidation: Multiple applications were consolidated into a single application, such as replacing GoToResolve and TeamViewer with TeamViewer alone, and decommissioning the rest to save on licensing costs.  
• Device Reconfiguration: All devices in the organization were reconfigured to have a single configuration, making onboarding and offboarding easier. New antivirus licenses were procured to address performance issues.  
• Cost Savings: By decommissioning unnecessary applications and optimizing licenses, the organization saved money.  
• Security and Governance Improvements: Improvements were made in security and governance across the Microsoft 365 tenant, including fixing domain configurations and email settings to improve marketing and email campaigns.  
• Content Migration: Content was moved from OneDrive to SharePoint to improve data management and collaboration.  
• Productivity Improvements: After the changes, employee morale improved, and they were able to focus on their work, leading to increased productivity.  
• Ongoing Support and Training: Continuous support is provided to the client, including managing licenses, providing training, and establishing solid processes for onboarding and offboarding.  

Structural Changes 

To enhance IT efficiency and security, we implemented several structural modifications. A key change was shifting from OneDrive to SharePoint, which improved data management and collaboration. Additionally, we significantly improved security and governance across the Microsoft 365 tenant by fixing domain configurations and email settings, resulting in enhanced marketing and email campaigns. These updates streamlined IT operations and strengthened the overall security and governance framework.

Training Plan 

To ensure that end users are well-equipped to use the new tools and applications, we developed a comprehensive training plan. This plan includes training on tools like SharePoint, Microsoft Teams, OneDrive for Business, and project management applications. The training sessions are designed to be interactive and hands-on, allowing users to gain practical experience with the tools. We also provide ongoing support and training to ensure that users can effectively utilize the tools and address any issues that may arise. The training plan includes objectives, training methods, schedules, and resources to ensure a smooth transition and effective use of the new tools. 

The Final Results

The solutions implemented by Inside View Global team led to significant improvements in IT efficiency, user engagement, and cost management. The organization saved $100,000 per year in license costs and saw increased productivity and employee morale. The ongoing support and training provided by the team ensured that the organization continued to benefit from the improvements made.