Modernize communication and collaboration (Teams, SharePoint, OneDrive)

In a context where hybrid collaboration is becoming the norm, companies need to modernize their tools to gain in efficiency and security. This use case illustrates how IT Systèmes helped a customer set up a unified, governed Microsoft 365 environment.

Modernizing collaboration and the work environment

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Modern collaboration is no longer limited to document sharing: it's based on a complete ecosystem encompassing communication, hybrid meetings, document management and governance.

In this context, Microsoft Teams, SharePoint Online, OneDrive, Teams telephony and Teams Room form a coherent foundation for streamlining exchanges, securing data and modernizing the working environment.

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Customer challenge: fragmentation of tools and loss of efficiency

The customer was using a multitude of dispersed tools to collaborate, meet and communicate.

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Consequences:

  • Difficulty finding documents,
  • Lack of governance over Teams and SharePoint,
  • Aging and expensive telephony,
  • Meeting rooms not adapted to hybrid working,
  • Risk of data leakage or mismanagement.

Our approach: unify, secure and modernize

We have implemented the following approach:

In-depth usage analysis

We studied :

  • The way teams work together on a daily basis,
  • Existing communication tools,
  • Document organization,
  • The state of telephony and meeting rooms,
  • Specific business needs (support, mobility, front-line, management, etc.).

Unified collaboration design

We have designed a complete, governed model:

  • Team structuring (naming, permissions management, lifecycle)
  • SharePoint architecture for document management
  • Adopting OneDrive for secure, individual storage
  • Implementation of a telephony strategy based on Teams Phone (dialing, routing, queues, switchboard, SBC if necessary).
  • Modernize meeting rooms with Teams Room (certified systems, control, hybrid scenarios)
  • Global integration through common governance (security, compliance, lifecycle)

Deployment & integration

  • Deployment of Teams as a central communications and collaboration hub
  • SharePoint Online commissioning for document rooms
  • Migration of existing data and spaces to new services
  • Gradual transition to Teams Phone and replacement of legacy phone systems
  • Installation and configuration of Teams Rooms meeting rooms, with Microsoft-certified audio/video integration
  • Setting up supervision systems (call quality dashboard, device monitoring)

Support & adoption

User training, training courses for professions, day-to-day support.

Practical workshops (hybrid meetings, telephony, co-publishing, secure sharing)

Customized documentation and continuous optimization of usage

Results: modernized, secure and governed collaboration

  • Smoother, more unified collaboration between teams, on site or remotely
  • Clear governance guarantees security, consistency and traceability
  • Cost reduction and complete telephony modernization
  • Dramatically improved meeting experience with Teams Rooms
  • A single, secure document repository that's much easier to manage
  • Rapid adoption of tools thanks to support and training

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