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How Synergy Helped Oxley Group Automate Business Processes with SharePoint and Nintex Founded in 1942 Oxley Group specializes in the design and manufacture of electronic and electro–optic systems and components. OVERVIEW: Founded in 1942 Oxley Group specializes in the design and manufacture of electronic and electro–optic systems and components. Oxley Group has two subsidiary companies: Oxley Developments Company Ltd in the UK and Oxley Inc in the USA. Oxley Inc. is a privately owned US incorporated business founded in California in 1976 to supply electronics components to the defense and aerospace market. Goals / Challenges: Oxley Group, a global manufacturer of electronic and electro-optic systems, faced mounting operational inefficiencies due to a large number of manual processes . With multiple facilities spread across regions, even within the same country, improving these workflows was complicated by communication bottlenecks and siloed information . Executives at Oxley recognized that outdated systems were holding teams back. They needed a solution that could not only automate manual tasks  but also improve document management , streamline internal communication , and provide real-time analytics  to help leaders make faster, smarter decisions. Key goals included: Replacing numerous manual workflows with automation Improving regional and global communication  across departments Implementing robust document management  capabilities Providing business intelligence tools  for faster decision-making Solution/Approach: To solve these challenges, Synergy conducted a deep discovery process with stakeholders across Oxley’s departments. The team quickly identified Microsoft SharePoint  and Nintex Workflow  as the ideal technologies to drive digital transformation. Synergy developed a SharePoint-based intranet portal  tailored to Oxley’s communication and process needs. Using Microsoft InfoPath  forms and over a dozen Nintex Workflows , Synergy automated complex, manual business tasks—turning once time-consuming operations into fast, measurable, and reliable digital processes. Key solution components included: Deployment of a modern SharePoint collaboration portal Automation of manual processes using Nintex Workflows Leveraging SharePoint’s built-in communication and document management features Delivering business intelligence dashboards and analytics  to help managers monitor workflows “Delivering a solution that supported Oxley’s need for secure, scalable IT infrastructure was an exciting challenge. Our ability to customize the deployment and streamline their processes speaks to the adaptability of our approach.” — Steven Unsworth, Lead Architect, Synergy The Results: Since the deployment of SharePoint and over 12 custom Nintex Workflows, Oxley Group has experienced substantial improvements in both productivity and operational visibility. Manual processes were transformed into efficient, trackable workflows  that dramatically reduced completion times and improved reliability—regardless of team location. With the new system in place, Oxley has also: Eliminated key communication bottlenecks Gained historical analytical data  to inform process improvement Improved procurement, manufacturing, and shipping workflows Replaced outdated line-of-business systems with a centralized, web-based intranet Reduced IT overhead and licensing costs by consolidating systems By partnering with Synergy, Oxley now operates with greater clarity, efficiency, and scalability—better equipped to meet the demands of its global customers. INDUSTRY GEOGRAPHY CONSULTING software Aerospace & Defense USA Workflow Automation SharePoint Consulting Nintex SharePoint Ready to Eliminate Manual Processes? At Synergy, we help manufacturers and global enterprises like Oxley modernize operations using Microsoft platforms and powerful automation tools like Nintex. If you’re still relying on manual workflows or outdated systems, we’ll help you build a foundation for efficiency and growth.

Originally posted: January 21, 2025 Content refreshed August 7, 2025 An intranet is more than just an internal communication tool; it’s the backbone of a well-connected and productive team. Proper intranet design can foster collaboration, streamline workflows, and boost overall team efficiency. By following sound intranet design principles, businesses can ensure that their teams have the tools and resources they need to succeed. In this article, we’ll explore the principles that lead to a high-performing intranet and how Synergy can help you implement them effectively. Key Intranet Design Principles User-Centric Design The foundation of any successful intranet lies in understanding and addressing user needs. A user-centric approach ensures that employees can navigate the intranet intuitively, find relevant information quickly, and personalize their experience. Features like custom dashboards and role-based content can make the intranet more engaging and efficient. Conducting usability testing and gathering user feedback during the design process can also help address potential pain points early on. User-centric design also involves incorporating accessibility options for employees with varying needs. Tools like adjustable font sizes, screen reader compatibility, and high-contrast themes can make the intranet inclusive and easy to use for all team members. Recognizing and accommodating these diverse requirements strengthens team connectivity and ensures that no one is left out. Mobile-Friendly Access With the current state of hybrid and remote work, having a mobile-friendly intranet is no longer optional. Teams need to access their intranet on the go, whether from a smartphone or tablet. Ensuring seamless functionality across devices boosts flexibility and keeps teams productive regardless of location. Mobile optimization should also include features like responsive design, fast loading times, and touch-friendly interfaces for better usability. Moreover, enabling offline access to key features and documents is an essential consideration. For employees working in areas with limited internet connectivity, offline capabilities ensure uninterrupted productivity. Mobile-friendly access should also integrate secure authentication methods, such as multi-factor authentication (MFA), to safeguard sensitive company data. Simplified Information Architecture A cluttered intranet can hinder productivity. Simplified information architecture —clear categorization of resources, tools, and content—makes it easy for users to locate what they need. This reduces frustration and helps employees focus on their tasks. Including a well-designed navigation bar, clear signposting, and logical pathways ensures that information is organized in a user-friendly manner. The effectiveness of information architecture can be enhanced by incorporating metadata and tagging systems. These systems allow employees to filter and sort content based on specific criteria, further reducing search times. Regular audits of the intranet’s structure can ensure that outdated or redundant content is removed, keeping the platform fresh and efficient. Consistency in Branding A well-branded intranet reinforces company culture and values. Consistent use of logos, colors, and messaging creates a cohesive experience that builds trust and engagement among employees. Maintaining brand consistency also improves user recognition and makes the intranet feel like a seamless extension of the organization’s identity. Incorporating collaboration-focused intranet theming can further enhance engagement. Consistency extends beyond visuals to the tone of voice and content formatting. Standardized templates for announcements, news updates, and other intranet content ensure that all communications reflect the organization’s professional standards. This attention to detail fosters a sense of pride and belonging among employees. Customization vs. Templates Balancing customization and pre-designed templates is key to intranet design. Customization offers flexibility and a tailored experience, while templates provide cost-effective, quick solutions. Understanding your team’s specific needs can guide this decision effectively. For example, a template might be suitable for smaller teams looking for a fast setup, while customization might be ideal for larger organizations with unique workflows. Customization also allows organizations to integrate niche tools or features specific to their industry. For example, healthcare organizations might benefit from including patient data dashboards, while retail companies could integrate inventory tracking tools. Templates, on the other hand, are often ideal for organizations with limited technical resources, as they require minimal setup and maintenance. Think your intranet might need a refresh? Let's chat. Contact us today to learn how Synergy can help you build the intranet you want. Features That Enhance Team Productivity To maximize team productivity , an intranet should include: Real-Time Collaboration Tools:  Integrated chat, video conferencing, and document-sharing capabilities streamline teamwork. Seamless Software Integration:  Linking the intranet with existing tools like Microsoft 365 or project management platforms improves workflow. Notifications and Alerts:  Keeping employees informed of important updates ensures no critical information is missed. Advanced Search Functionality:  An efficient search tool minimizes time spent hunting for documents or resources. Personalized Content:  Delivering role-based updates and resources ensures employees see relevant content that enhances their work experience. To further enhance productivity, intranets should feature AI-driven insights. Predictive analytics can suggest relevant content or tools based on user behavior, while machine learning algorithms can streamline repetitive tasks. Gamification features, such as badges for completing tasks or learning modules, can also motivate employees to engage with the intranet actively. Common Design Mistakes to Avoid Even with the best intentions, some intranet designs can fail to deliver . Here are common mistakes to watch for: Over-Complicated Navigation:  Keep navigation clean and direct to avoid cognitive overload. Ignoring User Feedback:  Regular input from employees ensures the intranet evolves to meet their needs. Inconsistent Branding:  Mismatched themes and visual designs can confuse users and diminish trust. Information Overload:  Overloading users with too much content can reduce usability. Lack of Undo and Editing Options:  Providing ways to undo actions or edit content fosters a more user-friendly experience. Avoiding these pitfalls involves continuous monitoring and improvement. Regularly scheduled surveys and analytics reviews can highlight underperforming areas of the intranet. Organizations should also consider setting up feedback loops, where employees can directly report issues or suggest improvements. Mobile Optimization and Accessibility Ensuring mobile optimization and accessibility is critical for today’s workforce. Features like configurable tools, secure chat functions, and user-friendly navigation enhance usability for frontline workers and remote teams. Accessibility considerations, such as compliance with ADA standards, ensure inclusivity for all users. Visual design consistency and adherence to user expectations also play a significant role in creating a seamless experience. Accessibility also extends to multilingual support for global teams. Providing content in multiple languages ensures that employees across various regions can fully utilize the intranet’s features. Incorporating voice navigation and hands-free operation options can also improve accessibility for workers in physically demanding roles. Industry-Specific Design Examples Different industries benefit from tailored intranet designs. For instance: Manufacturing: Shift schedules, safety protocols, and team updates improve operational efficiency. These intranets often include training documentation and real-time task updates to support operations. Healthcare: Patient care protocols, compliance documentation, and training resources enhance team performance. A well-designed intranet can streamline communication between departments, improving patient outcomes. Retail: Inventory management systems, employee schedules, and company updates provide essential support for a dynamic work environment. By examining successful case studies , organizations can gain insights into how other businesses in their industry have maximized intranet efficiency. For example, a manufacturing firm might adopt best practices from a peer that has successfully implemented digital workflow tracking. Must-Have Intranet Features Certain features are essential to creating a functional and user-friendly intranet: Content Management Systems (CMS):  Simplify the organization and updating of intranet content. Training Documentation:  Provide accessible resources for onboarding and employee development. AI-Powered Search:  Enable users to find content quickly and accurately. Task Management Integration:  Streamline workflows with integrated task tracking. Social Collaboration Tools:  Foster a sense of community and engagement within the organization. Organizations should also consider adding a knowledge base for FAQs and troubleshooting guides. A dedicated space for employee recognition, such as shout-outs for achievements, can improve morale and engagement. Integration with analytics tools can provide valuable insights into how employees interact with the intranet, helping to identify areas for improvement. Measuring Intranet Impact: KPIs That Matter Implementing strong intranet design principles is a critical step—but measuring their impact ensures they deliver value. To track productivity gains and ROI, organizations should monitor a mix of leading and lagging indicators, and tailor success metrics to business goals. Analyst firms like Forrester, McKinsey, and Gartner each stress the importance of structured, outcome-focused measurement: Forrester recommends evolving success metrics as programs mature, aligning them with communication and content strategies for more meaningful impact. McKinsey advises using a mix of leading indicators (such as user engagement) and lagging indicators (like cost savings or task efficiency) to gauge internal effectiveness. Gartner emphasizes the need for clear attribution of productivity gains to specific IT initiatives and recommends tying intranet KPIs directly to business outcomes. So what does that look like in practice? Beyond basic usage stats, organizations should ask: Is the intranet reducing the time it takes to complete business-critical tasks? Are employees accessing information with fewer blockers? Is internal support demand going down? The answers to these questions offer a clearer picture of success than page views alone. Here are some key performance indicators (KPIs) worth tracking: User Adoption Rates:  Measures how many employees actively use the intranet. Search Success Rate:  Tracks how often users find what they need on the first try. Time-to-Task Completion:  Measures efficiency improvements in completing everyday activities. Internal Support Ticket Volume:  A decline in tickets for routine tasks suggests better access to information. Content Engagement:  Monitors page views, clicks, and time on page to assess value. Cross-Team Collaboration Frequency:  Indicates broader usage of collaborative tools. Employee Satisfaction Surveys:  Helps gauge perceived usefulness and ease of use. By blending hard metrics with employee feedback and keeping a strategic focus, organizations can refine their intranet over time and clearly demonstrate ROI. How Synergy Can Help At Synergy, we specialize in creating intranet solutions  tailored to your team’s unique needs. Our approach ensures that your intranet aligns with your goals, enhances productivity, and reflects your company culture. Whether you’re starting from scratch or improving an existing system, our expertise can guide you through every step of the process. By leveraging best practices and cutting-edge tools, we deliver solutions that empower your workforce and streamline your operations. We understand that every organization has unique requirements. That’s why we offer flexible design options, scalable solutions, and ongoing support to ensure your intranet remains a valuable asset. Our team of experts is dedicated to helping you achieve your productivity goals while staying aligned with your brand identity and operational needs. Driving Team Productivity with Strategic Intranet Design By prioritizing user needs, accessibility, and simplicity, businesses can create intranets that empower their teams to perform at their best. Incorporating key features and avoiding common pitfalls will ensure a seamless experience for all users. Tailored industry-specific solutions and mobile-first strategies further enhance productivity and user satisfaction. If you’re ready to take your intranet to the next level, contact Synergy today  to learn how we can help you implement effective intranet design principles.

How Synergy Helped Shoff Darby Modernize Their Infrastructure with Hyper-V Virtualization HSPLS provides library services across 7 islands in the State of Hawaii. OVERVIEW: From personal insurance to business insurance, Shoff Darby strives to tailor your insurance to meet your needs. Goals / Challenges: Shoff Darby, a specialized insurance provider, was operating on five aging, end-of-life servers  that no longer supported the performance, storage, and reliability their growing business required. Critical applications needed to remain online during any infrastructure upgrade, and there was minimal tolerance for downtime. With increasing data volumes—especially from PDF document imaging—and a server room with limited cooling capacity, the company needed a cost-effective , low-footprint , and scalable solution . Simplifying backup and recovery processes was also essential due to the sensitive and structured nature of the firm’s data. Key goals included: Replacing outdated servers while minimizing downtime Increasing storage capacity  to support current and future data needs Reducing heat output and cooling requirements  in the server room Improving and simplifying backup and disaster recovery processes Solution/Approach: After conducting a thorough review of Shoff Darby’s infrastructure, Synergy proposed consolidating all five physical servers into a single high-performance server  with substantial storage capacity . Using Microsoft Windows Server 2008 R2 with Hyper-V , Synergy virtualized all existing servers, drastically improving performance while reducing the number of physical machines—and therefore heat output and electrical consumption. The solution also eliminated the need for expensive third-party backup tools. Instead, Synergy implemented Windows Server Backup , allowing Shoff Darby to back up critical data using inexpensive removable hard drives  and simplified recovery workflows. Key solution components included: A single high-capacity physical server  to replace five aging systems Deployment of Windows Server and Hyper-V  to virtualize core infrastructure Replacement of third-party backup software with built-in Windows Backup tools Optimization of virtual machines to ensure long-term performance and scalability Shoff Darby needed a flexible, secure IT environment, and we were thrilled to implement a solution that supports their unique business requirements. Our collaborative approach ensures their IT systems remain robust and adaptable.” — Michael Ferro , Senior Engine er, Synergy The Results: The project was completed with zero disruption to Shoff Darby’s daily operations —all virtualizations were performed outside of business hours, with no reconfiguration required on end-user workstations. The result was a significant reduction in heat and energy usage , allowing the team to avoid costly upgrades to server room cooling. Additional outcomes included: A 10x increase in available storage capacity , enabling data growth Simplified backup and recovery , replacing outdated tape systems Reduced monthly operating costs  due to lower electrical and licensing needs Future-ready infrastructure with improved system performance and manageability With a modern, efficient IT foundation in place, Shoff Darby can focus on growing their business—knowing their systems are secure, scalable, and easier to maintain. INDUSTRY GEOGRAPHY CONSULTING software Insurance USA Support & Project Services Windows Server Hyper-V Ready to Modernize Your Infrastructure Without Disrupting Business? At Synergy, we help organizations like Shoff Darby upgrade aging infrastructure with virtualization strategies that reduce costs, increase resilience, and eliminate downtime. If you're ready to consolidate, simplify, and scale your IT systems, we’ll help you get there—without the headaches.

How Synergy Helped Ivy Rehab Simplify IT Infrastructure with Hyper-V and Remote Desktop Services Ivy Rehab is committed to providing each and every patient with a timely, effective rehabilitation program utilizing our treatment methods and state of the art equipment. OVERVIEW: Ivy Rehab is committed to providing each and every patient with a timely, effective rehabilitation program utilizing our treatment methods and state of the art equipment. Our experienced therapists come from diverse clinical backgrounds and possess the understanding and enthusiasm to support you safely through your recovery. Our focus is the planning and administration of physical therapy treatment to restore function, relieve pain, and prevent disability following disease, injury or surgery. Goals / Challenges: As Ivy Rehab expanded its network of physical therapy clinics across the U.S., its IT infrastructure was struggling to keep up. The traditional hub-and-spoke Wide Area Network  architecture required managing numerous VPN firewalls , custom workstation builds , and complex tunnels —all of which significantly increased IT overhead and deployment costs. With each new location adding to the operational burden, Ivy Rehab’s leadership recognized the need to simplify its network and support model while reducing long-term costs and improving scalability. Key goals included: Simplifying the network design  and reducing reliance on VPN hardware Minimizing support and maintenance requirements  for remote facilities Improving software and licensing management Creating a scalable infrastructure  to support rapid growth and telecommuting Solution/Approach: To meet these challenges, Synergy implemented Microsoft Windows with Remote Desktop Services (RDS)  running in a Hyper-V virtualized environment . This allowed Ivy Rehab to shift from managing dozens of local systems to a centralized, secure RDS environment. By removing VPN firewalls at each site, RDS traffic now securely flows over the public internet using low-cost SSL certificates  via RDS Gateway services —dramatically reducing deployment costs and complexity. Workstations at remote locations were replaced with low-cost terminals that simply connect to the centralized RDS environment, where all applications and user data are managed. Using Hyper-V’s snapshot and rollback features, system upgrades can now be tested and quickly reverted if needed—adding a layer of agility and resilience. Key solution components included: Implementation of Remote Desktop Services on Hyper-V Removal of costly and complex VPN firewalls  across facilities Deployment of RDS Gateway with SSL encryption  for secure access Centralized management of software, licensing, and backup procedures “Our work with Ivy Rehab allowed us to demonstrate the power of seamless system integration in streamlining operations. We’re proud to have played a part in enhancing their patient experience and operational efficiency through tailored IT solutions.” — Jason Blair, Lead Consultant, Synergy The Results: The transition to RDS and Hyper-V has significantly reduced Ivy Rehab’s infrastructure costs while increasing IT agility and scalability. Centralized software management now allows for quicker deployments, easier upgrades, and more effective license tracking. Key results include: A dramatic reduction in operating costs  by eliminating unnecessary hardware Simplified IT support, with remote clinics using low-maintenance dumb terminals A scalable infrastructure  capable of supporting new locations with minimal setup time Enhanced flexibility for remote access and telecommuting  without additional VPN overhead With Synergy’s support, Ivy Rehab now operates a leaner, smarter IT environment—freeing its internal teams to focus more on delivering exceptional patient care. INDUSTRY GEOGRAPHY CONSULTING software Physcial Therapy USA Project Services Sharepoint & Microsoft 365 Consulting Windows Server Hyper-V Ready to Simplify and Scale Your IT Environment? At Synergy, we help healthcare and service organizations like Ivy Rehab modernize their infrastructure with powerful, cost-effective virtualization strategies. Whether you're expanding your footprint or seeking operational efficiency, we’ll help you design a system that grows with you.

Hudson Scenic Studio Reduces Costs and Increases Storage with Hyper-V Virtualization by Synergy From pre-production planning and budgeting to installation and maintenance, Hudson Scenic Studio provides a full range of services to bring any stage project to life. OVERVIEW: Since 1980, Hudson Scenic Studio began as a small shop with just five employees in upstate New York. Today, the company makes its home in a 72,000 square foot facility in Yonkers, NY that enables it to build and set-up the large structures and intricate installations designed by many of the leading set designers, lighting designers, architects, and artists of our time. Hudson is 'where Broadway shows start'. From pre-production planning and budgeting to installation and maintenance, Hudson Scenic Studio provides a full range of services to bring any stage project to life. Goals / Challenges: Hudson Scenic Studio—a renowned scenic production company serving Broadway and major theatrical productions—was running core production systems on aging, end-of-life hardware . With limited budget and growing demands, they needed a cost-effective way to modernize their infrastructure  without disrupting business operations. Their existing environment was not only limited in storage capacity but also costly to maintain due to the power, cooling, and footprint requirements of multiple physical servers. Moreover, to support business continuity, Hudson needed a more resilient infrastructure  with simplified backup and recovery procedures  in case of hardware failure. Key goals included: Replacing aging server hardware with minimal disruption or downtime Increasing available storage capacity  to support future growth Reducing power, cooling, and maintenance costs Simplifying disaster recovery and backup processes Solution/Approach: After a thorough review of Hudson’s technical requirements and budget constraints, Synergy designed a virtualization strategy  using Microsoft Hyper-V  on Windows Server 2008 R2. The approach focused on consolidating multiple physical servers into a single high-capacity virtualized server , reducing overhead while increasing scalability. The project included: Procuring and configuring a new high-capacity server Deploying Microsoft Windows Hyper-V Server  to host virtual machines Performing physical-to-virtual (P2V) conversions  outside normal business hours to avoid disruption Leveraging Microsoft Windows Backup  to replace expensive third-party backup solutions and simplify recovery This low-cost, high-impact solution allowed Hudson to retain full functionality while laying the foundation for a more flexible and maintainable IT environment. “Hudson's growth required an IT infrastructure capable of scaling efficiently, and we were pleased to provide a solution that not only met their immediate needs but also positioned them for future success.” — Thomas Rizzetta, Senior Engineer, Synergy The Results: Synergy’s virtualization solution delivered immediate and long-lasting value for Hudson Scenic Studio. Key outcomes included: 10x increase in available storage , ensuring capacity for future growth Zero end-user disruption  during migration, with P2V conversions conducted after hours Server consolidation from five to one , significantly reducing power, cooling, and noise A simplified, hardware-independent backup and recovery strategy  using low-cost removable hard drives Elimination of costly third-party backup software and tape media With its new virtualized infrastructure, Hudson now operates more efficiently and is better equipped to support future business demands—while keeping costs under control. INDUSTRY GEOGRAPHY CONSULTING software Theatrical Services USA Project Services Windows Server Hyper-V Ready to Upgrade Your Infrastructure Without Breaking the Budget? At Synergy, we help organizations like Hudson Scenic Studio modernize their IT environments with scalable, cost-effective solutions. Whether you're replacing aging servers or planning a virtualization strategy, we’ll design a system that fits your needs and positions you for growth.

How Synergy Helped the Hawaiian State Public Library System Streamline Services with SharePoint Automation HSPLS provides library services across 7 islands in the State of Hawaii. OVERVIEW: The Hawaii State Public Library System (HSPL) has more than 50 branches located across seven islands. Their mission is to provide Hawaii’s residents, in all walks of life, and at each stage in their lives, with access to education, information, programs and services, and to teach and nurture the love of reading and the habit of life-long learning. Goals / Challenges: With more than 50 branches spread across seven Hawaiian islands, the Hawaiian State Public Library System (HSPLS)  needed to streamline operations and eliminate the inefficiencies of paper-based processes. Staff were manually completing ordering and reporting tasks that took hours to finish—and lacked a centralized system that connected branches or enabled shared visibility across the state. To improve service delivery and reduce operational overhead, HSPLS aimed to digitally transform their internal processes. Key goals included: Automating manual and redundant steps in library workflows Eliminating reliance on paper-based systems Creating a “one-stop-service”  that connected all branches and simplified operations Solution/Approach: Because HSPLS was already using SharePoint, Synergy proposed leveraging their existing infrastructure to design a cost-effective, intuitive solution tailored to their organizational culture. The project began with in-depth requirements gathering  to understand not only the existing processes, but also how staff worked and where improvements could have the greatest impact. Synergy then defined a functional specification  covering workflows, site structures, metadata fields, and user roles. To ensure ease of adoption, Synergy designed the solution to retain familiar elements—for example, using datasheet views  for list entry, which closely mirrored the Excel spreadsheets staff were used to. Once the specs were finalized, Synergy built the new ordering portal, complete with SharePoint lists, libraries, and customized workflows  to automate repetitive tasks and validate submissions. Key solution components included: Full implementation of a SharePoint-based ordering system Design and deployment of custom workflows  to automate time-consuming manual steps Centralized data views tailored to user roles across all branches A culturally sensitive approach using familiar UI patterns  to boost adoption “Working with the Hawaii Public Library gave us the opportunity to enhance their digital services and make information more accessible to the community. We're proud to have delivered a solution that aligns with their mission of public service and education.” — Chris Bayot, Customer Lead, Synergy The Results: The new SharePoint-based system delivered immediate improvements in both efficiency and user experience. What once took hours using paper and spreadsheets is now managed with automated workflows  and real-time visibility across branches. Staff now access a centralized platform that simplifies ordering and reduces administrative burden statewide. Key outcomes include: A “one-stop-service”  experience for ordering and documentation Significant time savings  from automating manual, paper-based processes Seamless connectivity and statewide visibility  across all library branches Reduced operating costs and simplified IT support With Synergy’s support, HSPLS now operates a connected, responsive system that supports their mission to serve Hawaii’s diverse communities through learning, access, and innovation. INDUSTRY GEOGRAPHY CONSULTING software State Sector/Public Services USA Training Services Nintex Workflow & Process Automation Windows Server Hyper-V SharePoint Ready to Modernize Public Service Operations? At Synergy, we help public sector organizations like HSPLS transform internal workflows with powerful Microsoft-based automation solutions. Whether you’re replacing paper-based processes or scaling service delivery across locations, we’ll help you build smarter systems that work for your team—and your community.

Transforming Aged Care Communication: RSL LifeCare and Synergy Deploy a Powell-Based Intranet RSL LifeCare is a leading charitable organization in senior living, dedicated to providing high-quality personal home care, retirement villages, and aged care homes to over 13,700 residents across NSW and the ACT, empowering veterans and the wider community with professional and compassionate support since 1911. OVERVIEW: RSL LifeCare partnered with Synergy to modernize their intranet, enhancing accessibility, engagement, and streamlining operations for their extensive workforce. As a charitable organization committed to providing care to over 13,700 residents across retirement villages and aged care homes in Australia, RSL LifeCare sought a robust and user-friendly intranet solution to support their century-long legacy of excellence. Leveraging Synergy’s expertise, the intranet modernization project incorporated advanced site templates and intuitive navigation tailored to RSL LifeCare’s unique needs. This upgrade facilitated improved communication and collaboration among staff, ensuring that vital information and resources were easily accessible. The transition was executed efficiently and with minimal disruption, effectively addressing challenges associated with outdated systems and enhancing the overall reliability of the platform. The new, user-centric intranet empowered RSL LifeCare’s distributed workforce with seamless access to essential tools and information, significantly boosting operational efficiency and employee satisfaction. By partnering with Synergy, RSL LifeCare not only modernized their internal communications infrastructure but also reinforced their commitment to delivering high-quality home care and aged care services to veterans and the broader community, securing their legacy of service for the future. Goals / Challenges: RSL LifeCare, a leading aged care provider, was facing growing pressure to modernize its outdated on-premises intranet. The legacy system, accessible only within the corporate network, created major obstacles for a highly mobile and distributed workforce —particularly for Home Care staff  who needed reliable access to documents in the field. With increased compliance demands—such as those stemming from the Australian Royal Commission into Aged Care —the urgency to centralize and streamline policy communication became critical. Beyond accessibility, the organization also sought to strengthen engagement among employees across its 28+ locations , including remote and deskless workers, by creating a more connected, responsive digital workplace. Key goals included: Ensuring easy, secure access  to policies and documents from any location or device Empowering staff at all levels to contribute to intranet content Connecting a distributed and deskless workforce  through a modern, mobile-ready platform Improving the speed and consistency of urgent organization-wide communications Solution/Approach: To modernize its digital workplace and better support frontline staff, RSL LifeCare partnered with Synergy  to implement a Powell Intranet solution built on Microsoft 365 . Designed to be both accessible and engaging, the new intranet—branded as “Your Cooee” —serves as a centralized entry point to essential tools, documents, and organizational updates. The phased implementation strategy allowed for testing, user feedback, and a smooth rollout. Migration of policies and resources was carried out carefully over several months, ensuring relevance and accuracy across departments. With Powell’s user-friendly design and seamless Microsoft 365 integration, “Your Cooee” provided a branded, intuitive experience that connected staff across locations and job functions—whether working on-site, remotely, or in the field. Key solution components included: Designing and launching a modern Powell Intranet  on Microsoft 365 Migrating and updating policies over a 6–9 month period  to ensure accessibility and compliance Phased rollout , starting with a soft launch in one department to gather feedback Full deployment of the branded “Your Cooee” intranet  across the organization within four months [Your Cooee] is that central repository and fountain of knowledge…[RSL now has] better systems and processes in place to deal with maintaining files.” – Ainslie Page, Digital Marketing Manager, RSL LifeCare The Results: The launch of the “Your Cooee” intranet  has transformed internal communication and access to information at RSL LifeCare. Employees can now retrieve vital documents and updates from any device, improving efficiency and supporting remote and frontline teams. Engagement has significantly increased, with departments taking ownership of their pages and contributing content regularly. Streamlined communication ensures all staff—on-site or remote—stay connected and informed, which proved especially critical during events like the COVID-19 lockdowns. The platform has unified the organization, fostering a more inclusive, agile, and connected workforce . INDUSTRY GEOGRAPHY CONSULTING software Senior Living and Aged Care Australia SharePoint Consulting Custom Intranet Implementation SharePoint Powell Ready to Empower Your Deskless Workforce? At Synergy, we help organizations like RSL LifeCare build accessible, branded intranet solutions that connect teams across locations and job roles. Whether you're supporting frontline staff, managing compliance, or looking to modernize communication, we’ll help you create a digital workplace that works for everyone.

CoStar Partners with Synergy to Transform Their Digital Workplace CoStar Group is a leading global provider in the commercial and residential real estate industry, specializing in information, analytics, and online marketplaces. Operating worldwide, CoStar Group partnered with Synergy to enhance their digital platforms using technologies such as SharePoint Online and LiveTiles. Renowned for its comprehensive data and innovative solutions, CoStar Group empowers businesses and individuals to make informed real estate decisions. OVERVIEW: In collaboration with CoStar Group, Synergy undertook a comprehensive overhaul of their intranet platform to align with the newly launched public-facing website. This involved designing and implementing four bespoke SharePoint Online templates that mirrored the updated branding and design elements. Synergy’s meticulous approach ensured that the intranet not only matched the external website aesthetically but also functioned seamlessly without the previous synchronization issues encountered with LiveTiles. Goals / Challenges: CoStar Group, a global real estate data leader, faced persistent issues with its intranet platform, LiveTiles , which struggled to keep pace with Microsoft updates—causing internal errors and diminishing user trust. The platform's instability, combined with its outdated design and limited flexibility, made it clear a modern, scalable solution was needed. Key goals included: Brand Alignment : Match the design of CoStar’s new public website—ensuring visual consistency in color, layout, and theme. Platform Reliability : Eliminate technical errors stemming from LiveTiles’ poor compatibility with Microsoft updates. Modernization : Adopt SharePoint Online with full support for Modern templates and long-term governance in mind. User Empowerment : Enable business users to manage and update content independently—reducing IT burden and bottlenecks.Empowering teams to independently build, update, and manage their own solutions Solution/Approach: To bring CoStar’s intranet vision to life, Synergy partnered closely with internal stakeholders  to architect a solution rooted in both technical stability and brand integrity. At the heart of the transformation was the development of four customized SharePoint Online templates , each designed to serve as a landing hub for key business areas and reflect CoStar’s refreshed visual identity. Beyond the design, Synergy equipped CoStar with the tools, governance model, and training necessary to support content creation across multiple brand entities —reducing IT dependency and encouraging ownership at the team level. Key solution components included: Customized Templates: Designed four distinct SharePoint Online templates tailored to functional and branding needs. Design Synchronization : Matched intranet themes, layouts, and UI elements to CoStar’s public-facing website for brand consistency. Collaborative Development : Worked hand-in-hand with CoStar’s internal team to ensure a seamless transition from LiveTiles. Empowerment Tools & Training : Enabled end users to independently manage content—supporting flexibility across CoStar’s varied business units. "This project challenged us to deliver a scalable, precise solution tailored to CoStar's real estate data needs—showcasing Synergy’s commitment to creating impactful, industry-focused results." — Andy Lock, Synergy Implementation Team The Results: Faster, Smarter, More Agile The move to WEBCON BPS marked a significant leap forward in Copper River’s operational maturity. Key benefits included: Rapid development and deployment  of new workflows and digital forms A consistent user experience  across all 16 companies Improved cross-department collaboration , task tracking, and reporting Reduced time-to-market  for launching new business applications Greater flexibility to model and manage complex processes  using tools like WEBCON Designer Desk CoStar Intranet designed by SYNERGY INDUSTRY GEOGRAPHY CONSULTING software Real Estate Global SharePoint Consulting Custom Intranet Development POWELL Microsoft 365 Ready to Elevate Your Intranet Experience? At Synergy, we specialize in helping organizations turn outdated intranets into powerful digital workplaces—built for scale, simplicity, and impact. With deep expertise in Microsoft 365, SharePoint, and Powell 365, we deliver solutions that empower teams, streamline communication, and bring your brand to life from the inside out. Let’s build an intranet your people will actually use—and love.

Originally posted: May 13, 2025 Content refreshed July 31, 2025 Microsoft Teams has become a central hub for communication and collaboration—especially for small and mid-sized businesses (SMBs) seeking an all-in-one productivity platform. But as usage grows, so does the risk of Teams sprawl : the unchecked proliferation of teams and channels that leads to confusion, duplication, and governance headaches. Without the right strategy, Microsoft Teams can quickly shift from a streamlined tool to a cluttered maze of workspaces. The solution? Implementing a few practical policies and procedures to keep your Teams environment clean, consistent, and easy to navigate. Why Teams Sprawl Happens Microsoft Teams makes it easy for anyone to create a new team—but that convenience can quickly turn into chaos without the right controls in place. Common signs of Teams sprawl include: Duplicate teams  – Multiple spaces for the same department, project, or purpose can lead to scattered communication and confusion. Abandoned teams  – Old or unused teams linger in the workspace, making it harder for employees to find what they need. Inconsistent naming  – Vague team names like “Project123” or “SalesTeam2” obscure ownership and create uncertainty. Governance gaps  – Overly broad permissions increase the risk of exposing sensitive information or violating compliance standards. For small and mid-sized businesses, sprawl is especially problematic: many lack the dedicated IT staff needed to monitor and manage Microsoft 365 regularly. That’s how clutter builds up fast. According to a benchmark study by Swoop Analytics , 58% of Microsoft 365 users had not posted in Teams channels or Yammer—or even sent a message—within a six-month period . That’s a clear sign that many digital workspaces go unused while continuing to clutter up the environment. Without proper structure, Teams can become harder to navigate over time—reducing visibility, wasting time, and undermining the very productivity it’s meant to improve. Want more tips on managing Microsoft 365 collaboration tools? Explore our guide on when to use SharePoint, OneDrive, and Microsoft Teams. 6 Smart Strategies to Prevent Teams Sprawl The good news? Preventing sprawl doesn’t require a big budget or complex tools—just the right structure and user awareness. Here are six steps you can take: 🏷️ 1. Use Consistent Naming Conventions Create a standardized naming format to keep things organized. For example: Prefix for department or function (e.g., HR-, Sales-, Ops-) Suffix for purpose or project (e.g., -Q2Campaign, -HiringProcess) Why it matters :  Employees can quickly identify the right team—and avoid creating unnecessary duplicates. 👥 2. Assign Clear Ownership Each team should have at least two owners  who are responsible for: Managing permissions and member roles Archiving teams when they’re no longer active Ensuring files and conversations stay organized This keeps every team maintained and avoids orphaned spaces. ⏳ 3. Apply Lifecycle Policies Build in regular clean-up procedures. Consider: Requiring team owners to confirm activity every six months Archiving teams after a period of inactivity Storing archived content securely for compliance purposes Pro tip :  Automate review reminders using Microsoft 365 tools to keep things on track. 🔐 4. Limit Who Can Create Teams Restricting team creation to a select group—like department heads or admins—helps reduce unnecessary clutter. Employees can submit quick requests for new teams, ensuring new spaces are intentional and necessary. 🔍 5. Run Regular Audits Schedule periodic reviews to: Identify duplicate or overlapping teams Archive inactive workspaces Flag teams with risky or excessive permission settings This helps maintain a secure and streamlined environment as your organization grows. 📘 6. Educate Employees on Best Practices Ultimately, preventing sprawl is a people problem  as much as a tech problem. Offer quick guides or training sessions that cover: When to create a new team vs. use an existing one How to name files and channels clearly Why permissions and member lists should be kept current When employees understand the “why,” they’re more likely to support the process. Cleaner Collaboration for SMBs Microsoft Teams is a powerful collaboration platform, but only when it’s kept organized. Without thoughtful oversight, the tool meant to simplify work can do just the opposite. By implementing clear naming conventions, assigning ownership, applying lifecycle policies, and educating your team, you can: Reduce clutter and confusion Save time across departments Improve visibility and compliance Support smoother collaboration in every area of your business Ready to Take Control of Your Microsoft 365 Environment? If Microsoft Teams feels more chaotic than collaborative, it’s time for a change. Let’s talk about a smarter Teams strategy for your organization.  As certified Microsoft partners, our experts can help you implement the right structure and governance model so Teams works for you, not against you.

Originally posted: May 22, 2025 Content refreshed July 24, 2025 (Information current as of July 2025) AI has moved from science fiction into the daily fabric of modern business operations—and nowhere is this more evident than in Microsoft 365 Copilot. Seamlessly embedded into tools like Word, Excel, Outlook, PowerPoint, Teams, and OneNote, Copilot is marketed as a transformative assistant that helps users write, summarize, analyze, and discover with speed and ease. But with great promise comes a pressing need for clear-eyed expectations. What exactly can Microsoft 365 Copilot do for your team, and where does human input still play a critical role? This guide unpacks the strengths and limitations of Copilot so your organization can embrace it with clarity, not hype. The Rise of Copilot: A New Kind of Digital Assistant Unlike standalone chatbots or AI tools, Microsoft 365 Copilot is contextually aware. It works  within  the applications people already use, drawing on emails, documents, calendars, and chats to provide relevant assistance. Its purpose is not to replace knowledge workers but to enhance their abilities—to free them from routine tasks and give them more time to focus on strategy, creativity, and decision-making. Think of it as a “co-creator,” not an autopilot. It drafts, suggests, summarizes, and calculates—but you remain in control. What Microsoft 365 Copilot  Excels At Here’s where Copilot delivers substantial value right out of the box: 1.  Summarizing Information Across Platforms One of Copilot’s most powerful capabilities is its ability to distill long content into digestible summaries. Whether it's a 20-page Word document, a month-long email thread, or a one-hour Teams meeting transcript, Copilot can quickly extract: Key points Action items Open questions Themes or trends This is especially useful for busy professionals managing multiple projects or jumping into ongoing conversations. Example:  You missed a Teams meeting? Ask Copilot to generate a summary, including decisions made and follow-up tasks, without watching the full recording. 2.  Drafting and Rewriting Content In tools like Word, Outlook, and OneNote, Copilot can: Generate first drafts of proposals, blog posts, or reports Rephrase sentences to be more concise, formal, or persuasive Create tailored email responses based on past correspondence Tip:   Use prompts like “Rewrite this for a C-level audience” or “Summarize this proposal for a non-technical stakeholder” to quickly adapt your tone. 3.  Generating and Analyzing Data in Excel In Excel, Copilot acts like a data-savvy assistant. You can ask questions in plain English like: “What are the key trends in Q1 sales?” “Highlight anomalies in this dataset.” “Create a pivot table showing revenue by region.” It can generate charts, build formulas, and provide high-level summaries, all without requiring advanced Excel skills. Note:   You still need to validate results—especially when dealing with complex datasets. 4.  Discovering Insights Across Microsoft 365 Because Copilot has access to data across your Microsoft 365 environment (within your permission scope), it can answer holistic questions like: “What are the latest updates on the ABC Project?” “What open tasks are assigned to me this week?” “Show me related documents for the sales pitch scheduled Friday.” This cross-platform intelligence helps you stay organized and informed without toggling between apps. Maximize Your Microsoft 365 Investment As a certified Microsoft Solutions Partner, Synergy helps organizations leverage Microsoft 365 tools from AI integration to custom app development to their fullest potential. Discover our Microsoft partnership and learn how we tailor solutions to fit your unique needs » Where Microsoft 365 Copilot  Falls Short Despite the buzz, Copilot is not a replacement for human thinking, and its limitations should be clearly understood: 1.  Understanding Complex Context and Nuance While Copilot can mimic tone and analyze text, it lacks emotional intelligence and real-world reasoning. It may misinterpret sarcasm, skip subtle cues, or offer a skewed summary if source material is vague. Risk:   In client-facing communication, a poorly contextualized message could lead to misunderstandings or missed nuance. 2.  Verifying Facts and Ensuring Accuracy Copilot can "hallucinate"—a term used to describe when AI generates false or misleading information confidently. It may: Misquote documents Invent data not present in your files Omit critical details Everything Copilot generates should be treated as a  draft , not a final product. Best Practice:   Always cross-check references and verify any claims Copilot makes before distributing content externally. 3.  Preserving Brand, Voice, and Strategy Although Copilot can be prompted to adjust tone, it won’t intuitively maintain your company’s nuanced messaging or editorial guidelines. It won’t know: When to strike an assertive vs. empathetic tone Which strategic priorities to emphasize What legal disclaimers are required Reality Check:   Brand-aligned content still needs human curation and review. 4.  Making Ethical or Business-Critical Judgments AI can’t weigh complex trade-offs, mediate conflicts, or anticipate long-term business implications. It doesn’t understand: Office politics Legal risks Cultural sensitivities When stakes are high, human experience and judgment are non-negotiable. Successful Adoption: How to Prepare Your Team Implementing Copilot isn’t just flipping a switch—it’s a mindset shift. Here are steps to ensure your rollout is successful and sustainable: 1.  Communicate a Clear Vision Leaders should articulate why the organization is adopting Copilot and what goals it supports—such as increasing productivity, reducing burnout, or accelerating innovation. Be clear:  Copilot is here to help you work smarter, not to monitor or replace you. 2.  Define Pilot Use Cases Rather than opening Copilot to everyone for everything, identify high-value, low-risk use cases such as: Drafting meeting agendas Summarizing project documents Preparing email updates Test these in a controlled environment before broader rollout. 3.  Provide Training and Guardrails Equip your team with: Prompt engineering tips (how to ask better questions) Examples of strong vs. weak outputs Policies on data privacy, security, and AI usage Empower people to explore, but also to critique the output critically. 4.  Encourage Feedback and Iteration Treat Copilot adoption as an ongoing process. Encourage users to: Report successes and failures Share tips across departments Raise concerns about data quality or accuracy Feedback loops will help you continuously refine usage and ROI. Closing Thoughts: A Smart Assistant, Not a Silver Bullet Microsoft 365 Copilot is a significant step forward in AI-assisted productivity—but it’s not magic. It’s a capable helper for many common tasks, not a strategic thinker. When used thoughtfully, it can: Reduce repetitive work Enhance creativity Improve team collaboration But it must be paired with critical thinking, ethical oversight, and a culture of experimentation. In short: Copilot isn’t here to take your job—it’s here to make your job easier. Ready to Use Microsoft 365 Copilot Effectively? Let’s make sure your team is set up for success. Contact us today  to learn how Synergy can help your team adopt AI tools with clarity and confidence.