When faced with a remote workforce, aging server hardware, computers that ran outdated software, a troublesome communications platform and a subscriber database that was in need of serious attention, FIS knew they had to make a change in how they used technology.

With the support of their IT service provider, FIS took advantage of Microsoft’s free donation of Office 365 available for eligible not-for-profit organisations in New Zealand. 

From a seat at the airport, working remotely on her laptop, FIS General Manager, Brenda Smith answers a few questions about why they moved to Office 365 and how it’s helped her staff work better together.

What communication/sharing issues did your organisation face that your previous systems did not address?

The communications platform we were using took a very long time to run basic tasks such as deleting an e-mail. We had difficulty seeing each other's diary and inviting each other to meetings. We could not file an e-mail in our system let alone attach it to our CRM. Setting up rules for folders was a nightmare - time wise. Absolutely no remote access, although I believe that could be set up, we needed our IT service provider to do it.

Were you looking for a cloud based solution in particular or simply a system that addressed your communication issues?

Initially, we wanted to replace our system and upgrade some of our hardware, get onto a system of replacement and renewal that was properly managed and sustainable and have all members of staff running off an up to date, properly functioning system.  Our IT provider Megabyte helped us through evaluating the options.  We were aware that our servers could fail at any minute and that could do enormous damage to our ability to run our services. As we came to understand how broken our infrastructure was, it became clearer that we would be looking to cloud based solutions to replace our servers and CRM so it made sense to go the whole hog. The advantages of using Office 365 far outweighed any downside, including cost.

What was it that made you finally decide to go with Office 365?

The option to have a desktop version as well as a cloud based access to the system. We investigated Google tools and received feedback from users of Google Apps. In the end, I am pleased we went with a desktop version of the software as there are some things that work so much better using software.

What have been the advantages/improvements to FIS since migrating to Office 365? 

It has driven a number of efficiencies which we haven't quantified in a financial way and probably couldn't.

[After the earthquakes], all staff were able to work from home, communicate with each other in the same way we would in the office.  We even Skyped each other for morning tea!

It is hard to quantify what it means for staff to not have to put work in front of family or vice versa, it takes the pressure off.

Our remote offices are so much more versatile and we would have had a lot more to think about in setting up the two offices we have now.  It is also worth noting that we are probably saving an enormous amount of time sending and organising e-mails.

I can access our filing system, our CRM, someone else's calendar, and all other parts of our business from this chair in the airport.

Do you have any advice or recommendations to similar organisations considering Office 365 as a solution?

Buy the [desktop] software as well (Microsoft Office 2013 Professional Pro). Running the cloud based version is good but not as good as the software. If you are using TechSoup, it doesn't cost that much more and you get a whole load of flexibility like, embedding CRM Apps and plug-ins, filing e-mails into the home filing system and setting up mailbox rules.   

Get ready for Office 365

Want to know if your organisation is ready for Office 365? We can help you by providing a personalised assessment of your organisation's IT use and a detailed report on what will be required to move to Office 365.

To find out more, visit our Microsoft Office 365 Readiness Assessment info page.