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Case Study

Bespoke Teams solution for PR consultancy

Polymedia is an award-winning PR and communications consultancy specialising in business to business and consumer campaigns.

When the business first engaged Aura technology, its team were operating on a dated on-premises server and communicating mainly through email.

The server was reaching the end of its life and as the team were handling increasingly media large files, it was becoming increasingly impractical.

The Challenge…

Logging in from outside the office was achieved through a remote desktop which was often slow and unreliable. Crucially, Polymedia were looking for an IT environment that suited their creative, collaborative approach and enabled them to communicate around documents and projects.

An Aura review discussed the team’s needs in detail, including their desire to streamline communication within the team and limit the time spent switching between email and other apps.

The Solution

Aura developed and implemented a bespoke Teams environment, with each Polymedia client assigned its own channel where action lists and documents were hosted and where conversation between lists, client documents, messages and data relating to live projects are held.

Communication now takes place within that environment as much as possible with all files saved in the cloud and accessible from everywhere. Polymedia team members collaborate and chat around on documents in real time.

The Result

The system proved invaluable when the impossible became the reality and the pandemic hit. The team could access files from any machine and at any location without any disruption to client service. And as the team continues to grow, users can easily be added to the system – with no delay in getting new starters set up.

After experiencing security concerns with a previous IT provider, Polymedia worked with Aura’s service desk team to set up multi-factor authentication on all devices, including phones, laptops and tablets, for secure access to Teams, Outlook, other Microsoft apps and client files.

Following a significant investment by Polymedia in new technology, Aura supported the team in switching to Mac laptop devices which can easily be taken home or docked at a desk in in the office with a screen and wireless keyboard and mouse setup.

Now, Aura is supporting the Polymedia team as it moves to paperless way of working. Polymedia directors are using iPads for note-taking and some aspects of working out of the office. Notes and documents on tablets sync seamlessly with the wider IT environment in a digitalisation which Polymedia plans to roll out across the business.

To learn more about how a managed IT solution could benefit your business, get in touch with our team.