Simplify · Confidential multi-team organisation
From file chaos to one clear place to work
A large team was working with important files and information spread across legacy drives and different locations. People had developed their own ways of finding, storing and sharing information.
The result was familiar: too much time spent looking for things, duplication, uncertainty about which version was right, and a system that had grown more complicated over time.
One
clearer source of truth
Some identifying details have been changed or removed to protect client and employer confidentiality.
The opportunity
When information is hard to find, everything takes longer.
- Files spread across legacy locations
- Inconsistent folder structures
- Difficulty knowing where information belonged
- Duplicate or outdated content
- Different ways of working across teams
- Time lost searching and asking other people
- A need to transition to a sustainable environment
What we focused on
Make the change useful to the people doing the work.
The technology wasn't the hardest part. The real challenge was making the change make sense to the people using it. Systems, processes, information and behaviour all had to work together.
- Understand how people actually used and searched for information
- Identify what needed to move and what could disappear
- Clarify what people genuinely needed
- Create a structure that teams could understand and maintain
What we did
Build one clearer place to work.
- Redesigned information architecture
- SharePoint-based environment
- Clear navigation and ownership
- Practical training and guidance
- Governance for maintaining the structure
- Communications and change support
A new system only works if people know why it's better — and actually use it.
Designed and delivered at pace, including the new environment, guidance, governance and team enablement.
The impact
A simpler, more sustainable way to find and manage information.
- Clearer single source of truth
- Less reliance on legacy drives
- Easier navigation
- Greater consistency
- Reduced duplication
- Better ownership of information
- Team equipped to use and maintain the new environment
Could your business work better too?
Sometimes the biggest opportunities are already sitting inside your business — you just need someone to help uncover them.