Simplifying collaboration with Microsoft Digital Workplace

Communication is a frequent problem in organizations with many employees, operating in different geographical regions. Without the right tools and centralized processes, information flow can be inefficient, and onboarding new staff can be inconsistent and ineffective.

Challenge

Our client is a major retailer of home materials and garden supplies with 64 national outlets and more than 100,000 products on offer. To improve communication across all locations, they needed to build a functional, branded, and user-friendly employee portal, along with an entire digital workplace environment.

The goal was to create a user-friendly solution to improve communication between the HQ and its network of stores across the country. Employees needed a way to securely and conveniently share files. Individual departments, branches, and HQ also needed their own collaboration spaces. The company also needed a space for employees who work shifts to effectively share information.

Project objectives also included:

• Bolstering employee communication using an enterprise social network.
• Implementing a workplace chat solution to improve collaboration.
• Implementing a mobile version of every solution.
• Rolling out micro-sites for each store and department.

Solution

After gathering requirements from key departments, we presented a digital workplace solution based on Microsoft applications. At the heart of the solution was a SharePoint-based employee portal to house corporate news, organizational information, files and documents, collaboration resources, etc. The portal was configured in line with the company’s brand.

Additional functionalities included Yammer for internal communication and Stream for video sharing. Microsoft Teams replaced a legacy solution used for cross-company communication.

We created a communication plan and collected information on project requirements by holding workshops with key stakeholders. We also established KPIs for the project and for user adoption of new functionality.

Finally, our consultants trained management staff and provided additional materials and instructions. We also trained a select group of solution ambassadors who, in turn, continued sharing their knowledge within the organization.

Results

The organization has a branded employee portal that enables employees to easily share information within their department or across the enterprise. It also serves as a knowledge base where the staff can find the most important information and announcements. The shared portal and Teams significantly improved collaboration.

Using file storage with adjustable security settings, employees can securely share and work on documents in real time, regardless of physical location. Video sharing and chat allow for a quick exchange of ideas and resources. Teams also improved internal communication within stores.

Employees working shifts can exchange information and leave notes from one shift to the next. Staff can also share informal content using Yammer.

The company’s workers now have a modern solution that meets their communication and collaboration needs. As a result of this initiative, our client now has an effective, unified, and secure environment that facilitates collaboration at every level of the organization.