Bringing together seven business units


37719968 - businessman hand working with a cloud computing diagram on the new computer interface as concept

Addressing Client Issues

  • Files and folders on each computer need to be shared amongst the staff members within and between centres. Traditionally, file sharing from computers was used but that didn’t work when it came to sharing and collaborating with other centres.
  • Folders must be structured based on roles for teachers, admin staff, managers and directors with hierarchical permissions. Each folder has to be secured to restrict access only to the members of the permitted group members.
  • Staff must be able to work on the same file at the same time without data getting corrupted.
  • All data on all machines needs to be synchronised.
  • Any device, anywhere, should be able to access all files 

Sharing and collaboration:

Sharing information and collaboration between teams is the number one requirement for any business or organisation. Cloud-based file sharing tools like Microsoft OneDrive, Google Drive and Dropbox are gaining traction within businesses, both small and large. They can be helpful in motivating employees to get things done by eliminating basic frustrations like wasting time searching for files in a disorganised shared drive.

Cloud Storage makes it easier for staff to find and share documents between team members. It also can help audit and keep track of who’s working on what, and encourage collaboration among co-workers. Something these sharing tools have that traditional onsite file servers lack is the ability to access files remotely on mobile devices, which makes business on the go easier than ever.

The client tried a combination of Google Drive, Dropbox and OneDrive but achieving the outcome they wanted required proper consultation, planning and execution.

Our Solutions:

Using the latest Microsoft Team features we created teams based on business units. Microsoft Team allows all users to have online conversations. Add, edit and delete files to common team repositories to store files and folders. A Wiki section acts as a knowledge base- you can even chat or make voice and video calls. We’ve implemented cloud storage solutions using a combination of Microsoft OneDrive and SharePoint technology features, which is part of Microsoft Office 365 software. We sat down with client liaisons to jot down the list of the business units, departments, functional units and tried to understand their business process. Our consultation process helped clients create folder structures and access rules that were right for their business.

Based on our planning, we created personal folders for each staff member and several company folders for everyone to share amongst different business units with permissions as requested by the client.

  • Staff can now access their company files from any device: computers, tablets mobile phones and more
  • Any update synchronises to all computers automatically
  • Users can have one on one chat sessions or make voice and video calls
  • Files and folders are secured depending on permissions granted
  • Users have Wiki pages for common knowledge bases and more

Check out Video on the link below to see how solution works

In the last ten years our company has grown from one small preschool on the North Shore of Auckland to three large preschools and seven home based licences spread between Whanaparora and Paeroa. With our business continuing to grow and the vast distance between our businesses we needed an effective way of communicating and keeping everyday tasks on track.

  Prior to engaging the services of MACE IT we used a number of “freebe” online services such as Google Drive, Zo Ho and Dropbox. This miss-match of services worked fine for a while but it soon became clear that it was creating more problems than it solved. With duplicates of documents and painful hours spent trying to fix and find emails and doc’s when things went wrong, it soon became clear that we needed to invest in a system that would not drain on admin time and resources.

  In our search for an cost effective and efficient system we were lucky enough to gain the guidance of MACE IT. The staff at MACE showed us what was possible and how this would transform our working day. We chose to use Office 365 as our email provider and this was all set up in one project through MACE. The transition was seamless and pain-free and we now have the added ability to use the all tools that come with Microsoft making our communication easy and efficient.  

  We also engaged MACE to build a teamshare facility for us in which all our documents are stored. The owner has everyone’s documents at her fingertips and the whole team have the access they need to keep private files private yet share the files they need.

  Our company has been transformed by the new systems put in place by MACE. It’s taken away the headache of miss communication and the time spent working out where the master document is hiding! We are now saving time and therefore money by working effectively and this obviously has a positive impact on the efficiency of your customer service = better business practice.

  The team at MACE have been professional all the way and have been extremely supportive and easy to deal with. Emails and calls are always replied to quickly and followed up until the desired result is reached. The new system that MACE designed for us is fantastic although for me the true value was in MACE’s customer service, support and care.