CASE STUDY:
A publishing house tackling email challenges thanks to Google Workspace
Read on as we explore the story of WG, a publishing house that managed to dramatically improve their work processes with FOTC's assistance.
Key achievements
40%
reduction in IT administration time
30%
lower costs in comparison to competing tools
99%
reduction in spam and phishing incidents
THE GOAL
Wydawnictwo Gospodarcze operated using a few disparate systems making collaboration less smooth and secure. The migration to Google Workspace, facilitated by FOTC, transformed how the client operates, leading to measurable improvements.
THE STORY
Challenges of multiple email servers
Wydawnictwo Gospodarcze (Polish for “Economic Publishing House”, WG for short) is a Polish publishing house with a diverse portfolio of brands. Before collaborating with FOTC, the company operated in a fragmented digital environment. They were using three separate domains that were based on Microsoft solutions and a basic IMAP email service.
This setup created daily operational challenges. The absence of a central administration point made management complex, collaboration between employees on different domains was difficult, and maintaining consistent security across all platforms was nearly impossible. The company’s editorial team also had vast email archives, which exceeded the storage capacity of Microsoft 365 plans at a comparable cost and prevented them from fully transitioning to a cloud solution.
The core challenge for WG was to consolidate their three disparate domains and two email systems into a single, cohesive, and secure platform. Their goal was to find an end-to-end provider who could handle the entire migration project.
THE SOLUTIONS
A complex migration and consolidation process
FOTC was tasked with solving WG’s operational challenges by migrating the company to a single, unified platform. The primary goal was to simplify a fragmented IT infrastructure while improving collaboration and security.
The solution directly addressed WG’s core pain points:
- Storage and data access
The editorial team’s extensive email archives required a robust solution. The move to Google Workspace provided ample storage and a cloud-native environment, eliminating the need for offline documents and enabling seamless remote work.
- Operational fragmentation
With three distinct email systems, WG struggled with management and communication. The migration consolidated all 22 users onto one Google Workspace account, creating a single point of administration and a cohesive environment.
- Addressing old habits
Employees frequently used personal Gmail accounts to access Google marketing tools, leading to security and management issues. The new setup unified all user accounts under the company’s domain, streamlining access and enhancing security. One of the challengers here was that many employees had to break old habits of saving files to their desktop. The new workflow required learning to save documents directly to Google Drive, as storing them locally on a PC doesn’t align with the cloud-based system.
FOTC’s expertise was critical in navigating technical challenges, including the migration of complex email archives and resolving a legacy cloud instance issue. This partnership ensured a seamless transition with minimal disruption to business operations.
THE RESULTS
A centralized platform leading to clear gains
Migration to Google Workspace successfully met all goals of WG. A total of 26 Google accounts were implemented, consolidating what was once a complicated, multiplatform environment into a single, cohesive system.
This streamlined approach resulted in a 40% reduction in IT administration time, as tasks such as user management, security enforcement, and device provisioning are now centralized within one platform. A single account now provides access to nearly all company tools, simplifying workflows and onboarding.
The new environment has also significantly improved collaboration. Teams now work with shared drives, eliminating the constant need for file versioning and attachments. This shift to real-time collaboration has led to a 25% faster project turnaround on cross-brand initiatives. Furthermore, the company successfully migrated over 14TB of data, including thousands of emails, safely to the cloud.
Beyond operational efficiency, the move to Google Workspace provided a major security upgrade. The company saw a 99% reduction in spam and phishing incidents after moving away from the basic IMAP service. With advanced security features and centralized controls, WG’s data is now stored in a much more secure environment. The migration also resulted in a 30% lower cost compared to a comparable Microsoft 365 plan.
SERVICES PROVIDED
Google Workspace
Migration
About WG
Area: Publishing house
Based: Warsaw, Poland
More:
Wydawnictwo Gospodarcze (Polish for “Economic Publishing House”) is a renowned publishing house in Poland with over 20 years of market experience. The company focuses on providing essential insights into economics, business trends, and market developments, through reports, guides, research, news and analysis. Operating both online and through traditional print publications, WG serves as a vital source of information for its audience.
FOTC’s assistance made our migration really smooth. Our issues with disparate email systems, vast email archives, and security are now a thing of the past. We have a much clearer environment that is easy to navigate and takes far less time to manage. I highly appreciated swift response times and professionalism from the FOTC team throughout the whole process.
Bartosz Tesławski, CEO, Wydawnictwo GospodarczeLooking to streamline your company email? FOTC experts can help
Reach out to see how your company email can be free of spam and phishing, and literally never run out of storage.
