CASE STUDY:
Streamlining processes with Google Workspace and chromebooks
Check how FOTC team helped HR XPERIENCE transition to the new work environment
Key achievements:
345
migrated accounts
170
people trained
65%
faster onboarding process
THE GOAL
HR XPERIENCE sought a reliable partner to facilitate a smooth cloud transition to enhance data security and streamline internal processes and communication. FOTC assisted the company with data migration to Google Workspace, unified their work environment, and provided employee training on the new tools for both users and administrators.
THE STORY
Seeking to increase data security and unify the work environment for better team collaboration
HR XPERIENCE was operating on an on-premise mail server which required a lot of resources and attention for efficient management. That involved an IT team on a daily basis. Processes like user management, onboarding, and offboarding – handled across various tools – were increasingly complex and resource-intensive, which was a natural limitation of the previous setup. Processes like user management, onboarding, and offboarding – handled across various tools – were increasingly complex and resource-intensive, which was a natural limitation of the previous setup.
To address these issues, the company aimed to transition to Google Workspace, which offered straightforward solutions. However, the shift to a new platform raised concerns among stakeholders regarding data security and privacy.
The customer needed assurance that their daily mail flow would remain uninterrupted during the change to a new service provider. There were also concerns about user and administrator smooth adoption of the new tools.
Consequently, the company sought assistance from an experienced Google Cloud partner who could not only ensure a secure migration to the new environment but also streamline the entire process and provide comprehensive employee training.
THE SOLUTIONS
A two-part transformation: from Google Workspace migration to chromebooks
The FOTC team spearheaded the cloud transition at HR XPERIENCE. Initially, our specialist advised the company on the optimal selection of Google Workspace plans. Subsequently, FOTC engineers executed a secure and meticulously planned migration to the cloud.
Beyond the data transfer, FOTC ensured seamless operation and compatibility by integrating HR XPERIENCE’s existing systems with Google Workspace. With our support, the customer conducted thorough testing in a controlled environment before finalizing any production changes, a proactive measure that minimized potential impact on email communication.
Furthermore, the FOTC team configured a dual delivery mail setup to guarantee uninterrupted mail flow throughout the transition. Across the entire project, FOTC implemented robust security measures, including multi-factor authentication and encryption. We also maintained transparent communication with the customer regarding data handling practices and adherence to all relevant regulations.
To empower the HR XPERIENCE team, FOTC specialists provided training sessions for both administrators and users, enabling them to fully leverage the platform’s capabilities.
This change opened the door to another significant improvement. To facilitate project-based work, HR XPERIENCE’s employees had been using Apple devices across their branches. While functional, this approach was expensive, and administrators faced the complexity of managing these devices through a separate MDM solution, outside of their existing Google Workspace environment. This setup presented considerable cost and logistical challenges for an organization focused on efficient resource allocation.
In response, our specialists recommended a switch to chromebooks – laptops that run on the ChromeOS system, which is fully integrated with Google Workspace. FOTC provided consulting on the initial policy configuration and best practices, offering expert guidance to establish robust and efficient device and user management.
These devices were purchased and configured via Zero Touch Enrollment with FOTC’s support, meaning they were ready for immediate use straight out of the box without requiring physical access by IT administrators.
Another crucial step was migrating the company’s existing security policy to the Google Workspace admin console. Our team leveraged Google’s technical documentation to efficiently prepare and implement these changes. We played a supportive role throughout, providing expert knowledge and offering supplementary meetings with specialists whenever questions arose, which ensured a seamless implementation.
THE RESULTS
Secure, convenient work environment with simplified user and device management
Currently, the entire HR XPERIENCE team utilizes unified Google Workspace tools, which has boosted individual productivity and streamlined communication across company departments. These applications have proven particularly effective due to their cloud-based nature, allowing the entire team to access them regardless of the specific hardware or operating system each member uses daily.
The shift to Google Workspace also brought a range of benefits related to work environment administration:
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unified user management from a single, central console,
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simplified and transparent onboarding and offboarding,
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enhanced monitoring and reporting,
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reduced user tickets for technical issues,
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simplified shared mailbox management,
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unified communication and meetings management
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secured documents and files sharing
In line with the client’s objectives, the security of data processed within the company has also been enhanced. Google Workspace features enterprise-grade security, which was leveraged to implement appropriate configurations and alerts. Furthermore, Gmail’s excellent anti-spam filters effectively eliminate phishing attempts, allowing employees to feel more secure.
The switch to ChromeOS devices proved to be a significantly more cost-effective solution. Not only did these devices offer deeper integration with Google Workspace, but they also centralized security policy management through the Google Admin console. By choosing chromebooks, HR XPERIENCE was able to simplify its hardware needs to just one device per employee, which drastically reduced acquisition costs and streamlined inventory management.
SERVICES PROVIDES
GOOGLE WORKSPACE
GUIDANCE IN PLAN SELECTION
MIGRATION
About HR XPERIENCE
Area: Personnel service provider
Based: Szczecin, Poland
More:
Processes like user management, onboarding, and offboarding – handled across various tools – were increasingly complex and resource-intensive, which was a natural limitation of the previous setup. They focus on recruitment within the logistics, e-Commerce, manufacturing, and retail sectors. By continuously optimizing their internal operations for an exceptional customer experience, they drive tangible results: increased placements and sales growth.
It was crucial for us that the transition to the new tools was seamless and that our employees adapted to the new work environment as quickly as possible. The FOTC team ensured excellent communication, keeping us consistently informed of the project’s progress and providing clear expectations for each upcoming phase. Data was migrated efficiently and securely, and our employees received comprehensive support in learning the Google Workspace applications. The FOTC specialists were always ready to assist them with any issues and willingly answered all their questions.
Michał Rakoczy - Head of ITMove your company to the cloud seamlessly and securely.
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