From Analog to Digital
The Municipality of Ambato had old licenses on their computers, so they did not have the updates of their programs and only in some kept their licenses updated. Their main problem happened with communication due to email.
The institution used Zimbra business mail with overly basic infrastructure and only 3Mb storage by mail. So they couldn’t send that many files. Apart from that, they also had problems with their phones. As a result, internal communication was too poor. People preferred to go to their colleagues’ posts, give them files using pen drives or go to the IT department to solve the problem. But the building is too big, people were not always at their workplace or the IT staff could not solve the problems because they could be too technical; then many problems were not solved at the right time.
These problems affected the entire company because absolutely all employees wasted too much time talking to a colleague. People outside the organization also could not communicate efficiently with employees. The inconvenience was not long in coming from the administrators and users, who complained about the deficiency of communication both inside and outside the company. So, all employees had more downtime because of the extra work these problems caused. The IT staff had much more operational load than normal, which increased the level of stress, and in general, this whole system delayed the projections they had.
Therefore, it was decided to perform a SAM analysis. With this analysis, it was possible to determine that the company had too many licenses used and unused, and few licenses acquired. All this made you have an unnecessary expense when buying products that were not used.
With the analysis, it was recommended in the SAM that they uninstall the unnecessary software, control the installation of software through AD policies, define user profiles with the software to be used for each profile so that they take full advantage of the licenses purchased and control the inventories every 3 months.
The IT staff analyzed all the results of the SAM analysis, and after product research conducted by the company, they chose to acquire e Microsoft 365 E1 and Microsoft 365 E3. They purchased these products under CSP licensing.
They chose Microsoft 365 because it contains better email, with greater storage capacities, greater ease of management, with some applications that help internal and external communication; and that includes office automation. The CSP model helps them reduce costs, increase profits, decide when to increase and decrease their licenses depending on their needs and that they can have accessibility on any device.
By acquiring Microsoft 365, the IT staff reduced their workload by 80%, which caused great satisfaction in this department because, now they handle a much better and easier to manage tool, which does not generate big problems, and with this, they can focus on performing other activities and creating new projects.
The company significantly improved its communication, now it is much easier, efficient, accessible, and fast. Employees do not see the need to go to the positions of their colleagues, but only from their desks can communicate with each other or with people outside the organization. At the same time, they create meetings, make calls or have conversations via chat. And by having better email, they send attachments or share them using SharePoint or OneDrive.
It should be noted that the staff is using Microsoft 365 to the fullest because, most have downloaded on several of their devices the tools of mail, office automation, OneDrive, SharePoint, and Skype for business. To stay connected at all times and always have your files at hand.
By solving the problems, the productivity of the company was increased, stress decreased considerably, costs were reduced, internal and external communication was improved, and with this job satisfaction increased.
Now consumers of the product are too happy, for all the facilities they have, and for the benefits they have had with Microsoft 365. Although they still do not adapt so much, due to the short time they have been using, they feel that everything has improved. There are no longer any worries about sending or receiving emails or calls or having great accessibility to your files because Microsoft 365 they have all the tools at all times. They don’t even care about security because they know that the product offers them great security parameters, both on their devices and in the cloud, so they also increased their confidence with this tool.
In general, all staff feels confident with the product. For this reason, IT staff are thinking about creating a hybrid environment when it comes to their infrastructure. Having some physically and others in the cloud. In addition, we want to encourage the use of all Microsoft 365 programs such as Skype for Business, Teams, and SharePoint; so that communication becomes much easier and thus take advantage of more of the benefits included in Microsoft 365.
To summarize thanks to Microsoft 365 and Cloudtivity, the Municipality of Ambato managed to solve the problems of internal and external communication, which caused great satisfaction within the organization and increased the levels of efficiency and productivity of this.
