Case study: A complex site move, and some strategic IT upgrades
We recently completed the successful site move of one of our large accounting firm customers from the Auckland city centre to their new home in Newmarket.
The relocation project presented an exciting opportunity to introduce a few technology enhancements to their environment.
Why upgrade their technology?
This growth-focused, future-thinking firm was keen to invest in technology, rather than “lift and shift” what they already had. Not just to support growth in a practical sense — ensuring business scalability — but also because upgraded technology is a valuable talent-acquisition tool, too.
Think Concepts’ Auckland Regional Manager, Gary Smith, explains:
“In the competitive accounting world it’s not uncommon for firms to use technology to attract quality talent. The younger generation is looking at the technology sets of these firms; if they come in for an interview and a company that is really old-school, it’s simply not attractive.”
The first stage of the technology upgrade was a migration to a Cloud Hosted VoIP telephone service — instead of installing standard desk phones into the new site. The firm chose to utilise the Bria softphone application on desktops/ laptops with headsets, or on their team’s mobile phones.
How was that decision made?
The scalability and flexibility of this particular VoIP program was a big driver, reflects Gary, “Like many we work with, this company is forever growing and forever merging. Bria is a ‘pay as you use it’ program, meaning that as you add to your business you can easily add to your plan — facilitating easy growth.”
Gary outlines the consulting and decision-making process; “The reality is that one size doesn’t fit all when it comes to tech. So, at Think Concepts we always remain product agnostic, and advise fit-for-purpose solutions to our clients — outlining all the available solutions in a proposal that analyses all the pros and cons of each.“
This gives companies freedom to choose what is a best fit for their model and goals. Because what works for one accounting firm won’t work for another.
The training required once the new cloud-based telephony system was installed was minimal, with Think Concepts providing “an easy one-page cheat-sheet” — the goal being to ensure implementation didn’t require an enormous change-management process.
Beyond looking good to potential talent, and enabling easy growth, this technology has rendered their telephone service completely mobile; meaning clients can call the company phone number and accountants can pick up from anywhere, directly from their laptop.
And with two accountants sitting in Christchurch right now, accessible by the company phone line (despite the office being in Auckland) it’s definitely fit for purpose.
A second technology upgrade?
The boardroom TV screen is now a fully functioning computer with a casting option. This means accountants are able to easily connect directly to the TV via their user profiles and have access to wireless screen-casting functionality should they want it.
This is simple and effective tech designed to improve client experience and exude professionalism, because it “looks professional and progressive” — instead of huddling around a computer to look at documentation, you can work with actual documents on a big-screen TV, and presentations can be delivered seamlessly, without clunky overhead projectors.
The boardroom TV screen is now a fully functioning computer with a casting option.
The final technology upgrade?
A small tablet was included on the exterior wall of the boardroom to host the boardroom booking system. The team can now view current and future bookings and create them either through Office 365 or right there on the tablet — again, “to create more of a technology feel to their organisation and administration.”
A small tablet hosts the boardroom booking system.
Beyond technology upgrades, there was also a merger and site move to manage.
The initial project of moving roughly 60 seats to a new location was coupled together with an exciting merger with another firm. This added another dynamic and level of complexity to the overall project scope and required system and user integration.
Conversations and preparations with both parties — the larger accounting firm and the smaller merging party — began in November 2018, with the physical move taking place in March 2019.
The merging company was integrated into the accounting firm’s IT infrastructure, after a careful hardware and software audit — with Think Concepts assessing what could be brought across and transitioned into the new environment and making the necessary integrations of mailing platforms.
Due to the level of complexity involved, this relocation required a high level of project management from the Think Concepts team to ensure a successful outcome, and to restore the firm back to business as usual as soon as possible. How soon, you might wonder?
With the move and merger taking place during tax season, the busiest time of year for accountants, the downtime was only one day. “No pressure,” laughs Gary. It definitely went well, because the firm is now doing the same thing - merging with another company during tax season, again!
If you want to upgrade your IT to help you grow, scale and operate effectively, we would love to talk to you.