Give a Gift is a charitable organisation dedicated to supporting local communities through fundraising initiatives, donations and practical assistance programmes. As the organisation expanded its activities and increased its staffing to seven part-time employees, it recognised the need for a more structured approach to technology, security and day-to-day IT management.
As the organisation grew, its existing IT setup was no longer able to effectively support its operational requirements. Technology support had historically been provided on an informal basis by a local IT shop, which was sufficient when the organisation was smaller but lacked the structure needed for a growing team.
Staff were working across a mixture of company-owned and personal devices, with Microsoft Outlook used inconsistently throughout the organisation. There was no centralised file storage solution, no standard folder structure and limited visibility over how devices were being used. Antivirus protection, cloud-based collaboration tools and formal access controls were also absent, creating inefficiencies and increasing potential risks around data protection and GDPR compliance.
The organisation wanted to modernise its IT environment, improve collaboration between staff a
We met with Give a Gift’s leadership team to assess the current technology environment and understand how staff worked across the organisation. The review focused on identifying practical improvements that would increase security, simplify collaboration and provide a more structured approach to IT management.
As part of the consultation, we provided guidance on Microsoft 365 Nonprofit licensing and explored the most appropriate licensing model for the organisation’s needs. A mixed licensing approach was recommended, using Microsoft 365 Business Premium for users working on organisation-owned devices and Microsoft 365 Business Basic for users accessing systems from personal devices. This approach would provide the right balance between functionality, security and cost control while helping to reduce GDPR-related risks.
To improve collaboration and document management, SharePoint was proposed as a centralised platform for storing and managing organisational files. This would enable staff to access information securely, collaborate more effectively and work from a consistent folder structure regardless of location.
We also outlined a wider modernisation plan covering:
• Microsoft 365 implementation and user onboarding.
• SharePoint setup and file migration.
• User access management and permissions.
• Device security and endpoint protection.
• Backup and data protection solutions.
• Ongoing managed IT support.
• Regular strategic IT reviews and planning.
The recommendations were designed to provide a scalable technology foundation that would support both current operations and future growth.
The engagement provided Give a Gift with a clear roadmap for modernising its IT environment and moving away from an informal support model. The recommendations identified practical steps to improve security, strengthen data protection and create a more efficient way for staff to collaborate and manage information.
By adopting Microsoft 365 and implementing a structured approach to device management, file storage and user access, the organisation would be better positioned to support its growing workforce while reducing operational and compliance risks.
The proposed solution delivers a scalable and cost-effective framework that aligns with the needs of a growing charity, providing greater visibility, improved collaboration and stronger security across the organisation.
- Microsoft 365 implementation and user onboarding.
- SharePoint setup and file migration.
- User access management and permission
- Device security and endpoint protection.
- Backup and data protection solutions.
- Ongoing managed IT support.
- Regular strategic IT reviews and planning.
