From Blueprint to Cloud: How an Architecture Firm Futureproofed Collaboration with Microsoft 365
Aug 6, 2025
Our client is a respected architectural practice with a long-standing reputation for delivering complex built commercial environment projects. With a strong portfolio and established workflows, the business had historically relied on an on-premise email server and legacy public folder structure to manage communication and project data.
Industry: Architecture
Organisation Size: Medium-sized practice
Service Areas: Digital Transformation, Cloud Migration, Collaboration Tools
The business had been operating a physical Microsoft Exchange email server and using public folders for document management for many years. This system was deeply embedded in their daily processes and, despite its limitations, was familiar and reliable to the team.
There was understandable hesitation in moving away from the known system. The team were concerned about disrupting internal workflows, losing access to archived communications and adjusting to new platforms. However, with the hardware nearing end of life and remote collaboration becoming increasingly important, it was clear that a change was needed.
- Planned and executed a full mailbox migration to Microsoft 365 with minimal disruption to users
- Replaced legacy public folders by structuring document libraries and project folders in SharePoint
- Introduced Microsoft Teams to support internal and external project meetings and file sharing
- Delivered targeted onboarding sessions to ensure staff were confident and comfortable using the new tools
- Provided clear documentation and support during the transition to maintain momentum and adoption
The business moved fully to a cloud based email and collaboration system with zero downtime and full access to historical emails and folder structures. Teams and SharePoint are now used daily for file sharing, internal meetings and external collaboration with project stakeholders.
Staff report improved efficiency, easier remote access and reduced reliance on internal IT support. The change has opened up new ways of working and futureproofed the firm’s infrastructure without compromising familiarity or usability.