The Challenge:
A mid-sized manufacturing company with 250 employees spread across multiple locations, faced growing challenges in communication, collaboration, and document management. The company relied heavily on email and local file storage, which led to inefficiencies, slow decision-making processes, and limited visibility into real-time information across departments.
Problems/Issues:
- Communication Silos: With different departments and locations, employees struggled with a lack of centralized communication tools. Emails were often lost, and critical project updates were delayed, affecting production timelines.
- File Management Chaos: Files were scattered across personal drives and multiple servers. Employees wasted valuable time searching for the right documents, often resulting in duplicated work or outdated information.
- Limited Remote Access: As the company expanded, remote work capabilities became increasingly important. However, the existing infrastructure lacked the flexibility and security to support remote access to critical systems and files.
- Compliance Concerns: The company needed to meet stringent industry compliance requirements but lacked the right tools to track document access and ensure security.
Solution
After a thorough assessment, our team implemented a customized Office 365 solution which addressed three key areas:
- Improved Communication and Collaboration with Microsoft Teams
We deployed Microsoft Teams across the organization, enabling real-time communication and collaboration between employees, regardless of location. This reduced reliance on email, streamlined conversations, and allowed for seamless document sharing. Teams’ built-in video conferencing and chat capabilities brought departments closer, enabling quicker decision-making and project alignment.
- Centralized Document Management with SharePoint
To address the chaotic file management system, we implemented SharePoint as a central document repository. Files were organized into relevant folders with appropriate access controls, ensuring that employees could easily locate and work on the most up-to-date versions of documents. The version control feature also allowed ABC Manufacturing to maintain an audit trail of changes, which was essential for compliance.
- Enhanced Remote Access and Security with OneDrive and MFA
We enabled OneDrive for Business, allowing employees to securely access their work files from anywhere, on any device. To enhance security, we implemented multi-factor authentication (MFA) and conditional access policies. This not only enabled remote work but also ensured that the company’s data remained secure.
- Compliance and Governance with Office 365 Security Features
To meet industry compliance standards, we configured Office 365’s security and compliance tools. This included Data Loss Prevention (DLP) policies, audit logs, and encryption protocols, ensuring that sensitive information was safeguarded and that the company met its regulatory obligations.
Results
Within six months of the Office 365 implementation, ABC Manufacturing saw significant improvements in productivity and operational efficiency:
- Reduction in Project Delays
- Time Savings on Document Searches
- Enhanced Remote Work Capabilities
- Improved Compliance
By partnering with TRC Group, this company improved its communication and collaboration, leading to more efficient operations and a more connected workforce. Whether you’re facing similar issues or want to enhance your IT infrastructure, we’re here to help you succeed with custom Office 365 solutions.