The organisation is an internationally operating charity with a small, geographically dispersed team. Staff work remotely across multiple countries and rely heavily on digital tools for communication, collaboration, and information sharing. As the organisation continues to evolve, its IT environment plays a critical role in supporting day‑to‑day operations, enabling effective collaboration, and ensuring secure access to systems and data regardless of location.
The review of IT services was driven by a need to modernise an environment that had developed organically over time, with a strong historical preference for Apple devices. The organisation was operating a hybrid setup that included both macOS and Windows devices, email hosted with Ionos, and files split across Dropbox and Google Drive. While Microsoft 365 Business Standard was in place, its capabilities were not fully utilised, with limited adoption of SharePoint and OneDrive and no shared mailboxes or distribution groups.
This fragmented approach created inefficiencies in collaboration, email management, and file sharing, while also limiting visibility and control over security. As leadership changed and the team became increasingly international, there was a clear requirement for a more centralised, secure, and scalable IT platform. The organisation also needed a structured support model to replace informal management arrangements and provide consistent guidance, onboarding, and resilience as it transitioned towards a more Microsoft‑centric environment.
Qlic IT adopted a structured, partnership‑led approach, drawing on extensive experience supporting charities and internationally distributed teams. We began with a best practice audit of the existing environment, covering devices, email, collaboration tools, security controls, and licensing. This allowed us to identify opportunities to simplify the setup, improve security, and align systems with organisational goals.
Our onboarding process was designed to be thorough while minimising disruption. We planned and managed the migration of email services from Ionos to Exchange Online, bringing all users fully into Microsoft 365 and enabling shared mailboxes and distribution groups to improve communication. File storage was rationalised by migrating data from Dropbox and Google Drive into SharePoint Online and OneDrive, providing a single, structured platform for collaboration and document management.
As the organisation moved towards greater use of Windows devices, Microsoft Intune was introduced to provide centralised device management, security policies, and update control. This was complemented by Microsoft Defender for 365 and existing Sophos protections, strengthening endpoint and email security. We also advised on upgrading to Microsoft 365 Business Premium, unlocking enhanced security features and cost efficiencies through charity licensing.
Ongoing support is delivered through a responsive, telephone‑centric service, with clear onboarding processes, user training, automated backup using Datto, and management of third‑party suppliers to reduce internal administrative burden.
The organisation now operates on a more cohesive, secure, and efficient IT platform that better supports its international team. Full integration of Microsoft 365 has improved collaboration through Teams, SharePoint, and OneDrive, providing consistent access to information and reducing reliance on disconnected third‑party tools. Email reliability and functionality have improved with Exchange Online, enabling shared mailboxes and distribution groups that support clearer internal communication.
Centralised device management through Intune has increased visibility and consistency across a mixed device estate, while strengthened security controls have reduced risk and improved compliance. Automated backup has enhanced data resilience, providing confidence that critical information can be recovered if required.
From an operational perspective, the organisation benefits from a clear support model, faster issue resolution, and reduced reliance on informal IT knowledge. Leadership now has greater assurance that systems are scalable, secure, and aligned with best practice, allowing technology to support the organisation’s mission rather than hinder it.
- Full integration of Microsoft 365 for email, collaboration, and file sharing
- Improved security through centralised device management and enhanced email protection
- Simplified file storage with migration from Dropbox and Google Drive to SharePoint
- Clearer communication using shared mailboxes and distribution groups
- Reduced operational risk through automated backup and structured support
- Cost efficiencies achieved through appropriate charity licensing
