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Case Study

Workplace Creations

& Intalex Ltd.

Contents

Overview

Workplace Creations is a UK-based company specialising in creating innovative and effective workspaces. With a team of 60 people, they focus on delivering design and build solutions for businesses, helping them thrive in well-designed environments. The company has offices in London and Surrey and manages projects across the country, requiring seamless collaboration on large design files, including AutoCAD, from various locations such as the office, home, and client sites.

Challenges Faced by Workplace Creations

As Workplace Creations continued to expand, the company encountered several challenges:

Collaborating on Large Design Files

The team is required to work together on large design and AutoCAD file formats located at the office, at home or at clients’ sites. Access and sharing needed to be integrated to keep up with project time and quality.

Security and Device Management

During the outline of various design details and increasing use of remote work, Workplace Creations had to implement strict security protocols and get complete control over all the devices to maintain data confidentiality and compliance.

Improving Meeting Room Experience

The previous organisation of the meeting room was not effective with poorer reliability making it challenging for the two offices in London and Surrey as well as with the clients. There was a need to improve the meetings and the mode of communication, and therefore, there was a solution needed.

Simplifying Printing Across Offices

Co-ordinating printing across several offices was not easy and took so much time particularly when working with large files of design. There was a challenge of managing and coordinating some of the printing processes to achieve some level of standards across regions.

Legacy VPN and File Server Issues

Before the solution, employ Workplace Creations with the VPN solution to get connected to the office-based file server. This arrangement became a cause of poor reliability together with slow access speeds that impacted time and production when people had to share documents.

Solution

Intalex Ltd. implemented a comprehensive IT solution to address Workplace Creations’ challenges

Microsoft 365 Business Premium

  • Cloud-Based Collaboration: The use of Microsoft 365 Business Premium was carried out to allow the staff to work together on the large design and AutoCAD files. The use of the cloud enabled the employees to upload, share and work on files in real-time from within the office, from home or client premises.
  • Defender Features for Enhanced Security: Microsoft Defender for Office 365 was previously bundled with Microsoft 365 Business Premium. This feature enhances security against the threat of being exposed to a phishing website or containing malware. Some features are safe attachments and links, immediate email and file filtering and analysis, and automatic threat intelligence and response. They preserved all the design data from threats that evolved with time and secured all the communications that took place.
  • Advanced Threat Analytics: But perhaps the most useful aspect for Workplace Creations was the information that it gave to the Defender team about threats and possible weak points in the network that the IT department could then actively block.
  • Data Loss Prevention (DLP): Proper DLP policies enabled the organisations to prevent leakage of information within and outside the organisation by checking for compliance with industry and state standards.

Intune for Device Management

Device Security and Compliance: Intune was utilised to monitor and control all the devices to ensure that they were. Nasa is compliant with the policies of the company. This lets Workplace Creations regain management of devices used by employees in different places, shielding essential information.

Logitech Teams Meeting Rooms

Enhanced Meeting Experience: Logitech Teams Meeting Rooms just had its purpose of making the meeting better. The new setup offers a more stable and convenient way that improve cooperation between the London and Surrey offices as well as the clients. Through the application of the technology, meetings during which there is a need for higher quality video conferencing were made more efficient and productive.

Printix for Simplified Printing

Streamlined Printing Processes: Printix was implemented to minimise printing and better coordinate this across several offices. The cloud-based print management solution meant that large design files could be printed from any location and the systems used in the organisation were standardised, which eliminated the need for dealing with multiple printers and multiple print jobs for different offices: whether in London or Surrey.

SharePoint and Datto Workplace

Improved File Access and Reliability: Office files in their respective operations were transferred to SharePoint and design files to Datto Workplace. This migration also enhanced the reliability and the access speeds where employees accessed and shared files more effectively not through being bounded by the time-honored VPN-based solution.

24/7 Helpdesk Service

Robust IT Support: Organizing an around-the-clock help-desk service for managing IT support issues for the workforce that is either in an office setting, at their home, or at the client facilities. Thereby, making it easier to resolve any problems with the technical fidelity should they arise, thus, minimising the time that would be spent on such incidences to a level where the productivity in all the stations would not be affected.

Results and Benefits

The implementation of these solutions by Intalex Ltd. brought significant improvements to Workplace Creations’ operations:

Seamless Collaboration

The team could now collaborate on large design files without disruption, regardless of location. This ensured that projects stayed on schedule and maintained the high standards expected by clients.

Enhanced Security and Compliance

The security features of Microsoft 365 Business Premium, including Defender for Office 365 and data loss prevention, along with device management through Intune, ensured that all data was protected, meeting compliance requirements and giving the company peace of mind.

Improved Meeting Experience

The new Logitech Teams Meeting Rooms setup provided a reliable and user-friendly solution, enhancing collaboration both internally and with clients. This led to more effective communication and improved project outcomes.

Simplified Printing Across Offices

Printix allowed for centralised print management, making it easier to handle large design files and ensuring that printing processes were consistent and efficient across both offices. This saved time and reduced the complexity of managing print tasks.

Improved File Access and Speed

By migrating office files to SharePoint and design files to Datto Workplace, Workplace Creations saw significant improvements in both file access speeds and overall reliability. The new setup eliminated the frustrations of the previous VPN solution, enhancing productivity and collaboration across the team.

Reliable IT Support

The 24/7 helpdesk service provided robust IT support across all locations, ensuring that any technical issues were resolved quickly. This minimised downtime and allowed employees to work efficiently, whether in the office, at home, or on-site with clients.

Customer Testimonial

"Intalex Ltd. has transformed our IT infrastructure, enabling us to collaborate more effectively on large design projects and improving our overall security. The new meeting room setup has also been a game-changer, making it easier for our teams in London and Surrey to work together and with our clients. We’re thrilled with the results and the impact on our business."

Head of IT,

Workplace Creations

Conclusion​

Through the strategic implementation of Microsoft 365 Business Premium, Intune for Device Management, Logitech Teams Meeting Rooms, Printix, SharePoint, Datto Workplace, and a 24/7 helpdesk service, Workplace Creations successfully addressed its operational challenges. Intalex Ltd.’s tailored solutions were instrumental in enhancing collaboration, improving security, simplifying printing, and ensuring reliable IT support, allowing Workplace Creations to continue delivering exceptional design solutions for its clients.

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