Client Story:
Transforming the digital workspace

The Southern Environmental Law Center (SELC) embarked on a transformative journey to enhance their digital workspace. Partnering with Ideal State, SELC aimed to optimize their use of Microsoft 365 and build a modern intranet that would revolutionize their internal communication, collaboration, and content management. This case study chronicles SELC's journey, highlighting the challenges they faced, the innovative solutions implemented, and the remarkable outcomes achieved.

Facing a Digital Dilemma

SELC, a leading environmental advocacy organization, was grappling with inefficiencies in their digital workspace. Despite having migrated to Microsoft 365 a few years back, many staff members struggled to fully utilize its features. The organization also faced challenges with their existing intranet, which was outdated and lacked the functionality needed to support effective communication and collaboration. Additionally, SELC was preparing to transition from iManage to NetDocuments for legal file management, adding another layer of complexity to their digital transformation.

Crafting the Perfect Solution

Ideal State proposed a comprehensive Microsoft 365 Optimization Strategy, which included the development of a new intranet built on SharePoint Online. The strategy was designed to achieve several key objectives:

1. Designing and Launching "The Hub": The new intranet, named "The Hub," would serve as a unified gateway to SELC's digital workplace, providing a modern, user-friendly platform for internal communication and virtual community-building activities.
2. Maximizing Microsoft 365 Potential: The strategy aimed to optimally configure and relaunch core  tools, including MS Teams, OneDrive, and SharePoint Online, to support enhanced department- and project-based communication and collaboration.
3. Implementing Robust Content Management: SELC's content stores, such as OneDrive and SharePoint, would be established as the primary locations for file storage, with robust content lifecycle management processes.
4. Fostering Seamless Collaboration: The strategy included models for enhanced collaboration across all departments, integrating the new NetDocuments system within the Microsoft 365 context as needed.
5. Empowering Through Training and Support: To ensure widespread user adoption, Ideal State provided SELC staff with easy, on-demand access to training and support, increasing their understanding of Microsoft 365 features and best practices.

Bringing the Vision to Life

The project was divided into several stages, each with specific activities and deliverables:

1. Discovery: Uncovering Insights and Needs Ideal State conducted stakeholder interviews, focus groups, and a system review to gain a thorough understanding of SELC's needs and challenges.
2. M365 Optimization: Enhancing Digital Tools The team defined an optimization strategy, reconfigured Teams and SharePoint, and implemented measurement approaches for adoption and engagement KPIs.
3. Intranet Design, Build & Test: Crafting "The Hub" A new intranet was designed, built, and tested, incorporating branding, design, UX, permissions, and desired integrations.
4. Change Management Support: Guiding the Transition Ideal State supported effective change communications, provided end-user training, and planned launch events to introduce the new intranet to all staff.

Ensuring Long-Term Success

To ensure the ongoing success of the new intranet, Ideal State developed an Intranet Governance Plan. This plan outlined key roles, responsibilities, and approaches related to the governance of "The Hub." It included the formation of an Intranet Steering Committee and Intranet Site Managers group, policies for intranet usage, content lifecycle management, user access and permissions, and mechanisms for collecting and acting on user feedback.

The Impact of SELC's Digital Transformation

The implementation of the M365 Optimization Strategy and the launch of "The Hub" brought about significant improvements for SELC:

• Enhanced Communication and Collaboration: The new intranet and optimized M365 tools facilitated more efficient and enjoyable communication and collaboration across departments.
• Improved Content Management: Robust content lifecycle management processes ensured that SELC's digital content was well-organized, up-to-date, and easily accessible.
• Increased User Adoption: Comprehensive training and support led to widespread adoption of the new tools, with staff members feeling more confident and capable in their use of M365.
• Seamless Integration: The integration of NetDocuments within the M365 context provided staff with enhanced capabilities for legal file management, streamlining their workflows.

Conclusion: A Blueprint for Digital Excellence

SELC's journey to an optimized Microsoft 365 environment, guided by Ideal State, showcases the power of strategic digital transformation. By addressing their challenges head-on and implementing innovative solutions, SELC has created a more connected, efficient, and impactful digital workplace. This case study serves as a testament to the importance of thoughtful planning, collaboration, and continuous improvement in achieving digital excellence.