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Case Studies
Case Studies
Here you’ll find a range of case studies that show how we have helped our clients transform their business.
Contact us if you want to discuss any in more detail. By downloading any documents you acknowledge you have read the disclaimer found at the base of this page.
Testimonial Case Studies
VCTO Examples
We’ve helped customers like you by identifying these areas of improvement:
Infrastructure Transformation
The Problem: Infrastructure was managed in house.
The impact of which was the business had increased support and maintenance costs, and the added risk of server failure.
Possible Solutions:
Option 1 – Private Cloud
Capex, although low relative TCO & low complexity. Also, limited scalability & ongoing burden of maintenance and management.
Option 2 - IaaS
Opex, moderate relative TCO. Good scalability & limited burden of maintenance and management. Traditional procurement of add-on functions.
Option 3 – Public Cloud
Opex, highest relative TCO. High degree of scalability. Significant array of add-on features and functions, such as; analytics, AI, integration, app development, security.
Our Recommendation
Public Cloud
Private Cloud represents very short-term thinking. IaaS provides for scale and right-sources maintenance and management but does nothing to offer your business a competitive advantage.
Public cloud is where you will need to be within the next logical Technology lifecycle refresh in order to support both your business imperatives and the demands from your market.
Going straight to Public cloud will avoid an eventual second migration in the next three years, thereby reducing your TCO.
It will also allow you to leverage off the economy of scale that a cloud provider enables.
Document Management
The Problem: Documents at an accounting firm were not housed in one central location.
The impact of which was lost productivity as information was located (if it even could be).
Possible Solutions:
Option 1 – File Server
Low cost but very low automation and efficiency. Recent developments have vastly improved searchability within file server environments, but this is too limited for you
Option 2 – Office 365
Scalable, high degree of efficiency, low cost and outstanding collaboration tools. Works from any device and from any location.
Option 3 – Suitefiles
Scalable, high degree of efficiency, low cost and outstanding collaboration tools. Works from any device and from any location. Specific to the Accounting industry.
Our Recommendation
SuiteFiles
was built with small-medium businesses, especially accountants and bookkeepers, in mind.
Clients say that using Suite Files saves them hours of time each week and improves their document processes and client communications through features valuable to small businesses, including:
- One source of truth
- Collaboration
- Digital Signatures
- Integration with Xero
It will deliver everything you need from a DMS and, as you already use Office 365, will work out of the box for you.
Data and Intelligence
The Problem: Business information was unstructured.
The impact of which was it prevented the business from using it to its full potential and draw meaningful insights to support decisions.
Option 1 – Data Structuring
Puts focus on ensuring future data is in a usable state and is consistent.
Allow the business to use data to transform.
Option 2 – Data Strategy
Develop a plan to align all data held by the business so it is usable.
Reduces risk on the business.
Option 3 – Online Data Lake
Highest relative cost but holds all historical information and receive all incoming
information. All processes would then be run from this environment.
Our Recommendation
Data Strategy
As a data driven business, you need to focus on what data you need to hold and how you will use it to be successful. Focusing only on structuring future data requirements would limit your ability to use all the information you hold correctly.
Building a date strategy will ensure you have greater oversight over the information assets held by your business, and you will be able to invest accordingly.
This will support both your business imperatives and the demands from your market.
Manage Spend
The Problem: Company spend on Technology was higher than necessary for 30 seat service company.
Recommendations given:
1. Review your service provider
- Your monthly support costs are 20% higher per person than similar companies in your sector. Take some time with your Service Provider to understand why this is happening and what value you are receiving from them.
2. Rationalise your tools
- Your business is subscribed to multiple tools that deliver similar functionality. Pick a tool migrate your information, and then cancel the rest.
- Put in place procedures for the review and approval of all new tools. The introduction of new software should either solve a problem or replace one or more piece of software.
3. Cancel unused licenses
- You still maintain licenses for staff who have left your organisation. Not only is this costing, it also creates a risk profile. Save all data from these accounts, then cancel the licenses
Managing spend not only saves you money, it also ensures your business is as efficient as possible. Don’t pay more than you need for technology.
Anyplace Working
The Problem: The company was exploring a remote working model that didn't impact productivity
Recommendations Given
1. Reduce the number of apps used
- Your staff have to many tools to do their job. Reducing this will remove complexity in how they do their job and increase efficiency.
- This will also reduce maintenance costs as you need to keep less platforms updated
- Finally, it will reduce your cyber exposure from legacy software
2. Move to a cloud connected architecture
- By running ubiquitous cloud connected apps from the desktop such as office 365 you free your staff to work from anywhere without placing information security at risk.
- Leveraging Remote-App rather than a full Remote-Desktop also enhances the end user experience
- Deliver better client outcomes whilst enhancing remote working and agility
3. Adopt appropriate cloud security products, policies and practices
- Leverage modern Anti-Virus across your entire environment to secure from todays attacks and protect you for the future.
- Invest in a fit for purpose policy structure and communicate with your staff what this means.
Moving towards a cloud centric operating model provides possibility and advantages of working from anywhere while remaining productive.
Process Automation
The Problem: Productivity was lost as staff were dealing with manual, low value, tasks.
As well as being a welcoming face to your business, your front desk is fielding 100% of all inbound calls to the business. Many of these are handled the same way, leading itself to process automation.
1. Process improvement through Intelligent automation
- Whether it is AI driven automation, a chatbot to answer common questions or RPA (robotic process automation) to automate common manual tasks. Robotics is here to stay and organisationsare leveraging RPA to generate scale efficiencies.
- Price guidance on developing process automation is from $5-20k (one off) covering low to high complexity. A bot comes at an annual cost of around $18k. So if you have a task that takes on average 550-900 hour per annum you’ll usually enjoy a <1 year ROI.
2. Identify Customers as they call and route appropriately
- Basic call management platforms allow your staff to identify what they need, and then be routed to the right area, leaving your front desk free to focus on high value activity.
3.Implement an appointment booking system and tell your customers about it.
- 70% of your calls are customers ringing to book an appointment with you. Modern cloud based apps allow you to integrate to web-based booking systems where customers can book time directly in your calendar.
- You control when customers can book, how long for, and what to talk about, freeing you up from having to negotiate each time.
Process automation ensures efficiencies in your business can be quickly realised.
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Disclaimer
We care but you are responsible.
So please be sure to take specialist advice before taking on any of the ideas in this publication. This information is general in nature and not meant to replace any specific advice. The IT Psychiatrist Limited, employees of said company and brand derivations disclaim all and any liability to any persons whatsoever in respect of anything done by any person in reliance, whether in whole or in part, on information provided within.
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