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As more organizations embrace Microsoft Copilot, one question comes up again and again: how do we handle copyrighted information safely? It’s an important question — because while Copilot thrives on data, not all data can be freely reused. At Synergy, we believe AI adoption  works best when innovation moves hand in hand with responsibility. Productivity gains mean little if they come at the cost of compliance or risk. The good news? With the right approach, Copilot can safely amplify the value of both your proprietary and licensed content while keeping you on the right side of copyright law. Why Copyright Matters in the Age of Copilot Microsoft Copilot delivers its most meaningful results when grounded in your organization’s real-world knowledge, using Retrieval-Augmented Generation (RAG) to surface relevant, trustworthy content from your own documents, policies, and knowledge bases. The challenge is that much of this source material is copyrighted. Industry research and subscription-based databases often come with strict licensing terms. That’s where the question shifts from “Can we use copyrighted content?”  to “How do we use it responsibly?” At Synergy, we view this as an opportunity to design AI systems that respect ownership while unlocking value. Responsible integration is what separates high-performing Copilot deployments from risky experiments. Internal Business Use: The Productivity Sweet Spot The safest and most impactful application of Copilot is internal enablement—using AI to help employees access information your organization already owns or licenses. Consider compliance specialists asking Copilot to summarize updates from a paid regulatory database, or HR teams using it to query a licensed leadership training manual. These use cases deliver meaningful efficiency gains without  expanding access outside of those who are already authorized. At Synergy, we recommend a simple guiding principle: Your AI should follow the same access rules that already govern your content. If 50 employees have access to a licensed dataset, Copilot shouldn’t make it searchable by 5,000. When configured correctly, this kind of deployment transforms productivity while staying squarely within legal boundaries. Personal Study: A Low-Risk Way to Learn On an individual level, employees can safely use Copilot to review materials they’ve personally purchased or subscribed to, like a certification guide, a textbook, or an online course. This is functionally no different from using “search within document,” as the key safeguard is privacy. As long as Copilot’s outputs remain private and are not redistributed, the risk stays low. When it comes to personal Copilot use, Synergy’s advice for clients is to treat it as a learning aid, not a sharing mechanism. Keep it one-to-one, and the compliance risk virtually disappears. Customer-Facing Scenarios: Where the Risk Rises Where organizations must proceed carefully is in external or customer-facing use of Copilot. Embedding copyrighted or third-party materials into a Copilot-powered product or service without the appropriate license can cross into infringement territory, especially if the AI’s outputs compete with the original content provider. We’ve already seen a number of lawsuits targeting AI vendors for summarizing or reproducing copyrighted works without permission. On the other hand, some publishers and media organizations are embracing new AI licensing partnerships, turning compliance into collaboration. The takeaway is clear: If Copilot is serving external audiences, licensing isn’t optional: it’s essential. This is where Synergy often steps in to help clients audit what’s being fed into Copilot, identify potential exposure points, and build safeguards that scale. Five Best Practices for Responsible Copilot Use After extended review of case law and engagement with both Copilot-specific and broader AI governance workshops, our team has developed five best practices that keep deployments both productive and compliant: Secure Licensing Where Needed. Confirm that contracts explicitly allow AI use of third-party content. If they don’t, renegotiate before proceeding. Respect Access Boundaries. Mirror existing user permissions within Copilot. If a document is restricted in SharePoint, Copilot shouldn’t bypass that. Prioritize Transformative Use. Use AI to generate summaries, insights, or context, not to replicate or redistribute entire works. Apply Human Oversight. Always review outputs, particularly in compliance-heavy or externally facing scenarios. Human review ensures both accuracy and legality. Leverage Microsoft’s Protections Wisely. Microsoft’s Copilot Copyright Commitment offers indemnification under certain conditions, but it’s not a blanket pass. Know what’s covered and what’s not. When these practices are embedded from day one, organizations can responsibly scale Copilot use with confidence. How Synergy Helps Organizations Use Copilot Responsibly At Synergy, we view Copilot as an augmentation layer —a way to make business knowledge more accessible, actionable, and intelligently connected. The most successful implementations start with content you already own or license, ensuring quick wins and measurable ROI without the legal uncertainty. Where companies often stumble is in the gray areas: Extending Copilot’s reach into customer-facing services Overlooking license restrictions in embedded content Failing to align AI output controls with data governance policies That’s where having a trusted partner matters. Our team helps organizations bridge the gap between innovation and compliance with a number of offerings, including: AI Readiness & Compliance Assessments We evaluate your current data, content sources, and licensing agreements to determine where Copilot can safely operate. Governance Framework Design We map content categories (proprietary, licensed, open) to appropriate AI access levels and permissions. Technical Configuration Support Our experts configure Copilot to respect access boundaries, ensuring it enhances productivity without overexposing IP. Licensing & Vendor Strategy We guide organizations exploring external-facing Copilot use through licensing negotiations and publisher agreements. Ultimately, responsible AI adoption isn’t just about the technology: it’s about aligning tools, people, and governance so that innovation doesn’t create new exposure. Moving Forward: Turning Caution into Capability The shift toward AI-augmented productivity is inevitable, but compliance doesn’t have to be a roadblock. With the right framework, Microsoft Copilot becomes a secure extension of your organization’s knowledge, not an outright risk to it. At Synergy, we help businesses approach Copilot with clarity and confidence, balancing creative freedom with compliance and turning potential copyright challenges into opportunities for smarter content use. If your organization is exploring Copilot or developing an internal AI governance strategy, our team can help you design an approach that keeps innovation moving safely forward. Connect with Synergy to start your Copilot readiness conversation →

How Synergy Used Sharegate to Seamlessly Migrate 1,400 Workflows for a Global Manufacturer Moving 1400 Workflows Using Sharegate OVERVIEW: When a UK-based advanced technology manufacturer needed to migrate from SharePoint 2007 to 2013, the challenge was daunting: 1,400 complex Nintex workflows, millions of rows of workflow data, and mission-critical systems that couldn’t afford downtime. Traditional migration tools would have required rewriting workflows manually, at enormous cost and time. To overcome these obstacles, Synergy partnered with Sharegate—a powerful migration tool with built-in support for Nintex. The result was a dramatically faster, cleaner migration completed with minimal disruption and at a fraction of the projected cost. This case study illustrates how strategic technology choices and responsive vendor collaboration can turn a high-risk migration into a high-impact success. Goals / Challenges: A UK-based manufacturer of advanced-technology equipment needed to migrate from SharePoint 2007 to SharePoint 2013  as part of a mission-critical infrastructure upgrade. SharePoint, paired with Nintex Workflow , supported key information flows across their business—meaning downtime was not an option . However, the migration was anything but simple. The environment included: 1,400 complex Nintex workflows —many with high business impact A Nintex workflow progress table with 28 million rows A requirement to preserve metadata and avoid costly redevelopment Time and budget pressures that made traditional tools unfeasible The cost of manually rewriting workflows was projected to reach tens of thousands of dollars per workflow , and the migration could have taken nearly a year using standard tools. Solution/Approach: Synergy turned to Sharegate , a trusted SharePoint and Nintex migration tool known for its deep integration with Nintex . Sharegate’s capabilities allowed Synergy to significantly reduce the amount of custom development and manual intervention typically required during complex workflow migrations. What made this partnership stand out was Sharegate’s responsiveness and support . When the client's unique environment posed challenges—such as the massive workflow database—Sharegate's team didn’t hesitate. They worked directly with Synergy’s engineers to modify the product in real time , creating a custom tool in just 10 days  that resolved all outstanding migration issues. “In 25 years of consulting, Sharegate is the only company I’ve seen that modified its product mid-project to support our specific needs. And they did it fast.” — Jason Blair , Senior Solutions Consultant, Synergy The Results: The results far exceeded expectations—on both timeline and cost. Total migration time:  5.5 months (including planning/testing) Actual migration time:   7 days , completed over a long holiday weekend Critical workflows live on Monday morning , with 85% of all workflows fully operational Remaining workflows migrated within 3 additional days 66% cost savings  compared to traditional migration approaches Thanks to Sharegate’s toolset and support, Synergy delivered a fast, clean migration that kept business running, preserved workflows, and met every critical milestone. INDUSTRY GEOGRAPHY CONSULTING software Manufacturing Company United Kingdom Data Migration Nintex Ready to Migrate Smarter? At Synergy, we help enterprises migrate complex SharePoint and workflow environments with minimal risk and maximum ROI. Whether you're moving away from an unsupported version or scaling to support new business needs, we’ll help you do it faster—with fewer headaches.

A Quiet Release With Big Implications Amid the steady stream of AI announcements, one recent update from Anthropic went mostly unnoticed, but could prove to be one of the most impactful of the year. Anthropic’s new Skills feature, part of the Claude AI ecosystem, allows users to create Markdown files containing reusable instructions, tone preferences, and domain expertise. In essence, it gives Claude a form of persistent, portable context, which is a quiet step toward AI that remembers how you work. But while the feature itself belongs to Claude, the idea behind it isn’t exclusive. The same approach can be applied across today’s leading AI chat platforms, from ChatGPT to Gemini, by treating structured Markdown files as reusable context that informs every interaction. What “Skills” Really Are At their core, Skills are super-prompts written as Markdown (.md) files, each one defining a specific task or area of expertise the AI can draw from. A typical Skill file might include: A clear task definition Tone and formatting rules Step-by-step workflows Dos and don’ts Reference examples or templates Once uploaded, Claude automatically applies the contents of that file, effectively onboarding your AI for a role. And because the concept is platform-agnostic, any AI that supports file uploads or custom instructions can do the same. Why Persistent Context Matters Anyone who works with AI knows the friction of re-explaining context in every new chat. Persistent context changes that dynamic. It transforms AI from a one-time assistant into a repeat collaborator: one that already understands your tone, process, and expectations. For teams using AI in writing, research, data, or reporting, reusable context files deliver measurable gains in speed, consistency, and reliability. Rather than fine-tuning models or crafting complex prompts, teams can simply load text-based frameworks that replicate those same advantages. How to Recreate “Skills” in Any AI Chat You don’t need Claude Pro to put this idea into practice. Any AI that supports file uploads or context references can replicate the effect. Step 1: Create a Skill File Start with a simple Markdown document that outlines how you want the AI to behave. Example File name: Data_Cleanup_Skill.md Goal:  Standardize and clean CSV data for reporting. Rules: Confirm column headers before editing. Convert dates to YYYY-MM-DD. Remove duplicates, but confirm before deleting empty rows. Provide a summary of changes. Tone:  Professional and concise Upload it to ChatGPT, Claude, or Gemini, and the model immediately applies the defined parameters. Step 2: Combine Multiple Skills For complex workflows, layer multiple Skill files together—like building blocks. Example Preparing a client report might involve: Data_Cleanup_Skill.md Chart_Formatting_Skill.md Executive_Summary_Tone.md Together, they define how the AI formats, analyzes, and summarizes without needing to re-prompt from scratch. Step 3: Iterate and Reuse As your workflow evolves, your Skill library will too. Over time, these files become a reusable framework for maintaining consistency across projects and teams. Practical Use Cases Research and Analysis Define structure and citation expectations to ensure every AI-generated summary meets your data standards. Content and Copywriting Embed brand voice, tone, and formatting preferences so drafts remain consistent across writers and platforms. Data and Reporting Standardize KPI definitions, dashboard layouts, and summary formats. Project Management Predefine templates for retrospectives, meeting notes, or documentation, so structure never varies. Customer Communication Ensure professional, compliant tone in every client message with reusable Skills that define language, escalation paths, and disclaimers. A Bridge Between Prompting and Fine-Tuning Skills fill a critical gap between casual prompting and full fine-tuning. They allow teams to shape AI behavior with precision without developer resources or retraining. This approach shifts the focus from model capability to context control—a far more accessible way to achieve reliable, consistent AI performance. Looking Ahead As organizations integrate AI more deeply into operations, context standardization will become central to responsible AI use. Imagine a company repository of shared Skills, each version-controlled, documented, and approved for use across departments. That’s a blueprint for lightweight AI governance: defining how AI behaves, ensuring consistency, and maintaining accountability without limiting creativity. The Takeaway Anthropic’s Skills  feature might have debuted quietly, but the underlying concept—persistent, portable context—marks a real turning point in AI adoption. You don’t need to wait for proprietary integration to start. With a few well-written Markdown files, you can define how your AI collaborates, communicates, and learns, making every interaction faster, more predictable, and aligned with your team’s best practices. At Synergy, we see this evolution as more than a convenience. It’s the beginning of AI systems that truly understand your business workflows —because context isn’t just what you provide. It’s what the AI remembers. Read more from our AI Experts Contact us today to learn more about AI for your business

OpenAI just made one of its boldest moves yet by stepping into the browser market with ChatGPT Atlas , launched on October 21, 2025. This isn’t just another browser release; it’s a reimagining of how we interact with the web. Where traditional browsers are designed for passive consumption, Atlas turns browsing into a dynamic, AI-powered partnership. Each tab becomes an intelligent workspace where you and ChatGPT work side by side reading, analyzing, and taking action together. At Synergy, we see this as more than a product launch; it’s a signal that the walls separating search, productivity, and automation are starting to come down. Atlas embodies many of the same principles shaping enterprise AI, like contextual awareness, conversational interfaces, and task automation. These principles reflect the same direction we help our clients move toward every day. What Atlas Represents Atlas is a Chromium-based browser infused with ChatGPT’s intelligence. It’s not about changing how  you browse — it’s about redefining why  you browse. From early previews, Atlas reflects a growing trend we’ve already seen take hold in enterprise environments: Embedded assistance:  ChatGPT can interpret and interact directly with web content. Adaptive context:  The browser remembers your sessions and resurfaces relevant data when you return. Action automation:  With Agent Mode, Atlas can fill forms, manage tabs, or complete routine actions for you. This kind of contextual support mirrors what we deliver through AI discovery  and intranet modernization  projects: systems that connect people, information, and intent without adding complexity. How Atlas Differs from Traditional Browsers The difference isn’t just intelligence — it’s integration. Atlas introduces a more natural relationship between user and browser, where understanding and action are tightly connected. Built-in ChatGPT sidebar  for real-time assistance within any tab, Context-aware AI  that interprets web pages, not just queries, Browser memories  that recall past context (with user consent), Agent Mode  for hands-free actions and navigation, In-line writing and editing  tools for quick refinements, Natural language commands  to open tabs or perform actions, Merged search experience , blending AI insights with web results, Enterprise-grade privacy , with no model training on user data by default, Unified workspace  that merges research, writing, and execution, and Cross-device expansion  expected in future updates. For IT leaders, Atlas’s Chromium foundation matters too. It means predictable performance, compatibility, and manageable deployment paths across organizations. Why This Matters for Organizations We see Atlas as a preview of what’s coming to the workplace: a shift from search and read  to ask and act . Instead of sifting through portals or dashboards, employees will increasingly rely on embedded AI assistants that anticipate what they need, summarize the essentials, and handle the routine. The ripple effects will reach every digital workspace: Knowledge access will evolve. Browsers may become gateways to enterprise data, not just public web content. Intranet experiences will converge. AI will tailor content delivery across tools like SharePoint or Powell Intranet . Workflows will simplify. Repetitive navigation and manual updates will give way to intelligent delegation. This direction aligns with what we’re already driving through our AI Strategy Consulting  and Automation Services . Atlas simply reinforces what’s next: AI that understands context and acts on it. The Promise and the Pause Like any major leap, Atlas brings both opportunity and responsibility. Before businesses dive in, a few realities deserve attention: Data governance:  Context-aware systems must operate under strict access and privacy rules. Adoption curve:  Employees will need time — and trust — to embrace AI-driven interfaces. Integration depth:  The biggest productivity gains will come when tools like Atlas connect securely with enterprise systems, not just websites. At Synergy, our focus is on helping organizations balance innovation with control, leveraging emerging tools like Atlas while maintaining security, compliance, and context integrity. While Atlas is currently limited to macOS in its initial rollout, the strategy is clear: OpenAI is testing, learning, and refining before expanding. The technologies it introduces, such as embedded intelligence, contextual awareness, and AI-driven automation, will soon make their way into mainstream enterprise ecosystems. Organizations that start exploring now will be better positioned to lead when those capabilities mature. Looking Ahead ChatGPT Atlas may be the first mainstream AI browser, but it won’t be the last. Its release signals the next phase of digital evolution, where the line between “using the web” and “using work systems” fades away. That’s why we’re helping clients reimagine how AI fits into their daily operations , from process automation to intranet modernization to enterprise AI frameworks. At Synergy, we see Atlas not just as a productivity tool, but as a glimpse into what’s possible: a workspace where every click and command is context-aware, where technology truly partners with people to get work done smarter. Learn more about how Synergy helps organizations navigate the future of AI-driven collaboration at synergyonline.com .

Originally posted: January 21, 2025 Content refreshed October 21, 2025 An intranet is more than an internal communication tool — it’s the backbone of a connected and productive organization. With thoughtful design, your intranet can foster collaboration, streamline workflows, and strengthen team efficiency. By following sound intranet design principles, businesses can ensure their teams have the tools and resources they need to succeed. This article explores the core principles behind a high-performing intranet, and how Synergy can help you bring them to life. Key Intranet Design Principles User-Centric Design A successful intranet begins with a deep understanding of its users. When employees can navigate easily, find information quickly, and personalize their workspace, productivity naturally improves. The best designs focus on: Ease of navigation:  Keep menus simple and predictable so users can get where they need to go quickly. Personalization:  Role-based dashboards and tailored content make the experience relevant to each employee. Continuous feedback:  Ongoing usability testing ensures the intranet evolves with user needs. Accessibility, in this context, means availability and reach . Employees should be able to securely access the intranet wherever they work — whether that’s in the office, on a laptop at home, or through a mobile device in the field. Reliable connectivity, optimized performance on different networks, and modern authentication methods all contribute to a seamless experience. When the intranet is truly accessible from anywhere, it becomes a dependable hub for daily work — not just a tool tied to one location. Mobile-Friendly Access With hybrid and remote work now standard, mobile accessibility is essential. Teams need secure, reliable access from anywhere — whether on a smartphone or tablet. A mobile-ready intranet should feature: Responsive design for different screen sizes Fast loading times and touch-friendly navigation Offline access for areas with limited connectivity Multi-factor authentication (MFA) for secure entry When the experience is consistent across devices, employees stay connected and productive wherever they work. Simplified Information Architecture A cluttered intranet can hinder productivity. Simplified information architecture —clear organization of resources, tools, and content through intuitive menus, logical pathways, and well-defined categories — helps employees find what they need fast. 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. Good architecture also includes thoughtful tagging and metadata systems. These make it easy to filter or sort content by topic, department, or priority. Regular content audits ensure outdated materials are removed so the platform stays fresh and efficient. Consistency in Branding A well-branded intranet strengthens company culture. Consistent use of colors, logos, and messaging helps employees feel aligned with the organization’s identity. Visual design should match the tone of your communications — professional, approachable, and on-brand. Standard templates for announcements and news posts reinforce this cohesion and ensure every message reflects your company’s voice and values. Customization vs. Templates Finding the right balance between customization and templates depends on your organization’s size and goals. Smaller teams might benefit from templates that offer a quick, cost-effective setup. Larger or more specialized organizations may prefer custom solutions that integrate unique workflows or industry-specific tools — such as patient dashboards in healthcare or inventory tracking in retail. Customization also allows for more flexibility and integration with existing systems. Templates, meanwhile, minimize maintenance and technical overhead. The key is choosing what supports your team’s needs best. 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 A productive intranet connects people and tools in one place. To maximize your team's productivity , features that make a measurable difference 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. Emerging features like AI-driven suggestions and gamification can take engagement even further. Predictive analytics surface relevant content, while badges or rewards make participation more motivating. Common Design Mistakes to Avoid Even strong intranets can miss the mark if the design isn’t user-focused. Common pitfalls include: 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 issues requires ongoing improvement. Regular analytics reviews and feedback loops help you refine the experience and keep the intranet relevant. Mobile Optimization and Accessibility In today’s flexible work environments, an intranet must be designed for access — anywhere, anytime, and on any device. Teams should be able to connect from laptops, tablets, or smartphones with the same smooth experience they’d have in the office. Mobile optimization is the first step. Responsive layouts, quick load times, and touch-friendly navigation ensure the intranet performs well across screen sizes. Features like secure chat, notifications, and file access keep employees productive when they’re away from their desks. Accessibility extends that principle even further. It’s about availability, not location — enabling users to securely log in and collaborate whether they’re in the field, at home, or traveling. Strong authentication, cloud-based hosting, and optimized bandwidth usage make it possible for employees to work efficiently on the go, even in low-connectivity environments. When your intranet stays reliable and secure no matter where people connect from, it truly becomes the backbone of a modern digital workplace. Industry-Specific Design Examples Different industries use intranets in unique ways: In 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. For the Healthcare industry, patient care protocols, compliance documentation, and training resources enhance team performance. A well-designed intranet can streamline communication between departments, improving patient outcomes. When it comes to 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. Must-Have Intranet Features Certain features form the foundation of a great intranet experience: 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 Designing your intranet is only half the work — measuring its impact ensures long-term success. 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. Tracking these indicators alongside employee sentiment offers a full picture of ROI. How Synergy Can Help At Synergy, we specialize in building intranets that combine smart design with real-world usability. Our process is collaborative by design — and it centers around three key phases: Discovery We start by learning about your organization — its goals, challenges, and day-to-day workflows. This phase helps us uncover what your teams truly need from an intranet and ensures every decision supports measurable outcomes. Internal Collaboration Next, we work closely with your internal stakeholders to define structure, content priorities, and governance. Together, we shape how information flows, how teams connect, and how the intranet supports real collaboration across departments. Design Finally, we translate that shared vision into a modern, branded intranet experience. Every element — from navigation and visuals to integrations and accessibility — is crafted to make daily work simpler, faster, and more connected. Whether you’re launching a new intranet or modernizing an existing one, Synergy delivers the expertise, technology, and partnership needed to make it thrive. Driving Team Productivity with Strategic Intranet Design When design puts people first, the intranet becomes more than a communication hub — it becomes a productivity engine. Simplicity, accessibility, and continuous improvement help teams do their best work. 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.

If you’re still running SharePoint 2016 or SharePoint 2019, the clock is ticking. On July 14, 2026, Microsoft will officially end all support — no more security updates, no bug fixes, and no safety net when things go wrong. At Synergy, we’ve worked with SharePoint since its earliest days. Over the years, we’ve seen one pattern repeat: organizations that start planning early save time, money, and stress. Those that wait until the last minute end up scrambling — and paying more to fix issues that could have been prevented with foresight. Why Microsoft’s End-of-Life Matters More Than You Think End-of-life isn’t just a software milestone; it’s a business inflection point. Once support ends, your SharePoint environment stops receiving the security updates and compliance improvements that modern IT infrastructures depend on. That’s when risks start multiplying: Security vulnerabilities  go unpatched, leaving data exposed. Compliance audits  can fail because the system no longer meets current standards. Integration breakdowns  occur as Microsoft 365 evolves and older versions fall behind. Maintenance costs  rise as vendors phase out compatibility and support. SharePoint plays a central role in most organizations, hosting intranets, document repositories, and business-critical workflows. Running it past end-of-life doesn’t just threaten uptime; it puts collaboration, information governance, and data security at risk. For companies in regulated industries such as finance, healthcare, or government, the compliance implications are especially serious. Unsupported systems can undermine certifications like ISO 27001 or HIPAA, and even invalidate cybersecurity insurance coverage . Why Organizations Wait — and Why That’s a Problem It’s easy to postpone a migration. Other projects take priority, budgets are tight, or teams feel they can stretch “just one more year.” But delaying only compresses the timeline — and with complex environments, six months can vanish quickly in planning alone. Upgrading SharePoint isn’t a single project. It’s a multi-phase effort that involves: Assessing your current environment and content, Mapping dependencies to workflows and integrated systems, Cleaning up legacy data and permissions, Testing migration tools and security policies, and Training users in the new environment. Each phase takes time, and cutting corners creates risk. By the time 2026 arrives, organizations that haven’t started will find themselves competing for the same migration resources. We’ve seen how waiting too long can make a migration more complicated than it needs to be. In some cases, organizations that postponed upgrades found that key tools or vendor support had already been retired, stretching a straightforward migration into a longer, more stressful process. Starting now means setting your own timeline, not letting the deadline dictate it. Start Planning your migration now Let Synergy help you assess your current SharePoint environment and design a migration strategy that fits your goals and timeline. Contact us today . This Isn’t Just About SharePoint — It’s About Modernization The end of SharePoint 2016 and 2019 support is an opportunity to take a broader look at your digital ecosystem. For many businesses, SharePoint serves as more than a file repository; it’s the backbone of collaboration. Moving to SharePoint Online or SharePoint Subscription Edition can modernize not only your infrastructure but also how teams connect and work together. SharePoint Online  offers built-in integration with Microsoft Teams, OneDrive, and Power Platform, creating a connected, cloud-first workspace. It eliminates patching cycles, simplifies compliance, and scales with your business. SharePoint Subscription Edition , on the other hand, provides a supported on-premises option with incremental updates and greater control for organizations with strict governance or data residency needs. Some organizations choose a hybrid model, combining on-prem stability with cloud-enabled collaboration. This approach gives IT leaders flexibility while maintaining security and data control — a smart compromise for enterprises that can’t go fully cloud yet. Don’t Let Workflows Become the Hidden Problem Workflows are often the silent engine behind daily operations — and they’re also one of the biggest risks when older SharePoint versions reach end-of-life. SharePoint 2010 and 2013 workflows, which underpin many on-premises automations, will also lose support in July 2026. If your organization uses SharePoint Designer, Nintex, or custom PowerShell scripts to automate approvals, notifications, or data handling, those workflows may soon fail without warning. Modernizing workflows isn’t just about replacing old tools. It’s about rethinking automation in a way that aligns with modern governance and productivity expectations. Platforms like Power Automate, Nintex Cloud, and WEBCON  don’t just replicate legacy workflows — they improve them with richer visibility, error handling, and integration across systems. A structured workflow assessment now helps prevent operational disruptions later. Identify what’s mission-critical, what can be retired, and where automation can deliver more business value in your next environment. What Smart Organizations Are Doing Now Forward-thinking teams are already moving. Here’s what they’re prioritizing: Auditing their environments  – understanding what’s hosted where, and what’s outdated. Cleaning up content  – removing redundant data to simplify migration. Testing upgrade paths  – validating SharePoint Online or Subscription Edition compatibility. Mapping workflows  – identifying automation tools to replace legacy processes. Securing buy-in early  – aligning IT, compliance, and business leadership on the migration roadmap. These organizations view modernization not as an obligation, but as an advantage — a chance to streamline operations and strengthen their digital foundation. How Synergy Helps Organizations Prepare At Synergy, we’ve guided hundreds of organizations through SharePoint transitions — from single-department intranets to enterprise-level content management systems. Our process is designed around three key goals: minimizing disruption, protecting data integrity, and ensuring long-term success. Readiness Assessments  – We uncover risks, bottlenecks, and workflow dependencies before migration begins. Data & Workflow Modernization  – We clean up and transition your environment to supported, cloud-ready platforms. Seamless Migration Execution  – Our automation and governance expertise ensure a secure, controlled migration. Post-Migration Support & Training  – Because success doesn’t end at go-live; it continues with adoption. We understand that for many organizations, this upgrade isn’t optional — it’s essential to maintaining compliance, security, and collaboration at scale. Looking Ahead July 2026 may feel far away, but the truth is that modernization projects of this scope take time. Every month of planning now saves weeks of panic later. Whether your next step is cloud adoption, on-prem optimization, or a hybrid strategy, one fact is clear: the future of SharePoint is modern, secure, and connected. If you haven’t started planning your upgrade yet, now is the perfect time to begin. Schedule your SharePoint Migration Readiness Review →

“Disaster recovery” (DR) and “business continuity” (BC) are often mentioned together — and for good reason, since both focus on keeping your organization resilient in the face of unexpected disruptions. But while the terms are closely related, they are not  the same thing, and failing to plan for both can leave major gaps in protection. Disaster recovery is about restoring your technology and data after an incident. Business continuity is about ensuring that your organization can keep operating during and after the disruption. You can’t afford to choose one over the other: together, they create a complete strategy for resilience. What Is Disaster Recovery? Disaster recovery is your technical safety net. It’s the plan and set of tools your business uses to bring IT systems, applications, and data back online when something goes wrong. Data Recovery:  Backups, replication, and snapshots ensure that critical files can be restored quickly. Failover Systems:  Cloud-based disaster recovery solutions automatically redirect operations to backup servers or alternate data centers when primary systems fail. Time Sensitivity:  Disaster recovery planning involves setting recovery time objectives (RTOs) — how quickly systems need to be restored — and recovery point objectives (RPOs) — how much data you can afford to lose. When a ransomware attack locks files, a server crashes, or a power outage shuts down access, the disaster recovery plan is what ensures systems come back online as fast as possible. What Is Business Continuity? Business continuity takes a wider perspective . It’s about the organization as a whole, not just IT. The goal is to make sure the business can continue delivering products and services, even while systems are being restored. Workforce Planning:  Can employees keep working if the office is unavailable or systems are temporarily down? Communication Protocols:  Who communicates updates to staff, vendors, and customers? Critical Operations:  Which processes must remain functional to maintain customer relationships and protect revenue? Where disaster recovery is about the technology, business continuity is about the people and processes. Even with perfect backups, a business that doesn’t have continuity plans in place may still stall if employees don’t know what to do during an outage. Why Disaster Recovery Alone Isn’t Enough Some businesses assume backups and failover systems are all they need. But recovery without continuity still creates risk: Customer inquiries go unanswered because staff don’t know how to handle them during downtime. Order fulfillment or billing is delayed because employees lack alternate workflows. Leadership teams scramble because there’s no clear communication plan. Without continuity, you may be able to restore your systems, but by the time you do, the business impact has already been felt. Why Business Continuity Alone Isn’t Enough On the other side, some organizations emphasize continuity planning without investing in disaster recovery tools. This avenue also leaves gaps: Staff know their roles, but without functioning systems, critical work grinds to a halt. Manual workarounds may carry the business for a short time, but can’t replace IT in the longer-term. If key data is lost, continuity plans can’t bring it back. Without recovery, continuity planning may buy you time — but it won’t fully restore operations. Real-World Examples The need for both strategies becomes clearer when you look at common scenarios, such as: Ransomware Attack:  Disaster recovery restores clean backups quickly, while business continuity ensures customer-facing teams know how to respond while restoration is underway. Natural Disaster:  Disaster recovery provides failover so applications stay online. Business continuity ensures staff can work remotely and customers know what to expect. Server Failure:  Disaster recovery gets systems running again. Business continuity ensures that billing, order management, or other critical workflows continue in the meantime. Each example shows the same pattern: recovery  gets technology back, and continuity  ensures the business keeps moving. Best Practices for Integrating Disaster Recovery and Business Continuity Building resilience means going beyond a checklist. Disaster recovery and business continuity need to be thought of as connected disciplines, each supporting the other. Here are six best practices, laid out with the context and examples decision-makers care about. 1. Perform Risk Assessments Every organization faces unique risks, and your planning should reflect that. A law firm might be most vulnerable to ransomware attacks that compromise sensitive client files, while a manufacturing business may worry more about power outages or equipment failures. Risk assessments should: Map out the most likely threats to your business. Estimate the potential financial and reputational impact of each scenario. Prioritize risks so resources are allocated where they matter most. By clearly understanding where disruptions could come from, you avoid generic plans and build strategies tailored to your environment. 2. Set Recovery Objectives It’s not enough to say “we need to be back online quickly.” Clear objectives define how much downtime is acceptable (RTO) and how much data loss you can tolerate (RPO). For example: An e-commerce platform may require an RTO measured in minutes, since even brief downtime means lost sales. A professional services firm might accept several hours of downtime but still require an RPO close to zero to avoid losing client data. Without specific objectives, it’s impossible to measure whether your plan is effective — or to justify investments in new technology. 3. Document Business Priorities Not every system and process has the same level of importance. Documenting priorities ensures your disaster recovery and continuity plans focus on what’s mission-critical first. Questions to ask include: Which systems generate revenue or support customer service? What functions could continue with temporary workarounds? Which processes, if interrupted, would cause lasting damage to trust or compliance? By ranking priorities, you make sure your limited resources — time, budget, and people — are directed toward the areas of greatest impact. In many cases, this process highlights outdated systems that need replacement, where infrastructure modernization services  can deliver long-term resilience. 4. Run Regular Tests Plans that never leave a binder aren’t useful. Testing is what turns strategy into muscle memory. There are two key kinds of tests: Technical Tests,  which involve verifying that backups can actually be restored, that failover systems activate properly, and that RTO/RPO targets can be met; and Scenario Exercises,  which walk teams through simulated incidents, such as a ransomware attack or data center outage, to see how well processes hold up under pressure. Regular testing not only validates your plan but also uncovers gaps you may not have considered. Many organizations discover that even small issues — like unclear communication chains — can derail recovery. 5. Train Employees Your employees are at the front lines during any disruption. If they don’t understand their roles, even the best continuity plans will fail. Training should cover the following: Consideration Reasoning Role-Specific Responsibilities - Who calls vendors? - Who updates customers? - Who coordinates remote access? Ensures each employee knows exactly what to do during a disruption, reducing confusion and response delays. Security Awareness - Recognizing phishing attempts - Following safe data handling practices Helps staff recognize and avoid common threats like phishing or ransomware that often trigger downtime. Practical Scenarios - Running tabletop exercises - Simulating real-world recovery events Builds confidence through hands-on exercises and regular drills, turning planning into actionable experience when incidents occur. Training ensures that everyone is prepared, reducing panic and confusion when disruption strikes. 6. Work With a Trusted Partner Even well-prepared organizations benefit from external expertise. An IT partner can: Provide the right backup and recovery technologies. Ensure continuity planning aligns with regulatory and compliance needs. Offer proactive monitoring to reduce the chance of disruptions before they happen. Most importantly, a partner brings perspective from supporting multiple businesses and industries — giving you insight into best practices you might not uncover on your own. Why These Best Practices Matter When combined, these best practices ensure that disaster recovery and business continuity aren’t separate efforts but parts of a unified resilience strategy. They provide the foundation for minimizing downtime, protecting data, and ensuring your business keeps operating no matter what happens. How Synergy Supports Resilience At Synergy, we approach disaster recovery and business continuity as two halves of a whole. Our focus is keeping businesses operational under all circumstances. Backup and Recovery:  Data protection solutions that minimize downtime. Continuity Planning:  Tailored strategies that align with critical business operations. Monitoring and Maintenance:  Proactive support to reduce the chance of disruption in the first place. We’ve worked with organizations facing everything from unexpected outages to major infrastructure changes. In each case, the goal is the same: minimize risk, reduce downtime, and give businesses confidence that they can keep moving forward. Moving Forward The real lesson is that disaster recovery and business continuity work best when they’re developed together. Recovery plans alone may bring systems back online, but without continuity, the business itself may still stall. Continuity on its own keeps teams moving, but without reliable recovery, those efforts can’t last. The question for most organizations isn’t whether these plans exist, but whether they’re coordinated, tested, and realistic. A good strategy is one that reflects your actual priorities, can be put into action quickly, and evolves as your business grows. If your current approach feels more like a checklist than a living plan, it may be time to revisit it. Aligning recovery and continuity into a single, practical framework helps ensure that your business stays resilient no matter the disruption. Ready to strengthen your continuity plan? Explore our Security & Business Continuity Services →

Artificial Intelligence isn’t just another technology trend — it’s reshaping how organizations create value, build trust, and compete. But successful adoption doesn’t happen by accident. It requires clarity of purpose, cultural buy-in, and practical execution. That’s why we’ve put together this three-part AI Adoption Strategy blog series: to help leaders move from high-level strategy to lasting transformation. Part 1: Why AI Adoption Is a Race to the Top — Not the Bottom In the first article, we challenged the default instinct to use AI only for speed and cost-cutting. That’s the “race to the bottom,” and even if you win, you lose. Instead, AI offers a “race to the top”: a chance to create value, deepen trust, and deliver work worth sharing. Key themes include: Why attention is scarce and how AI reshapes visibility. The power of the “smallest viable audience” paired with AI personalization. Four pillars of AI adoption strategy: systems, empathy, games, and time. Why culture and consistency are as critical as tools. Read Part 1: Why AI Adoption Is a Race to the Top — Not the Bottom Part 2: Building a Culture of AI Enrollment Strategy is only half the story. In the second article, we explored why culture determines AI success. Technology alone won’t transform an organization — people must choose to join the journey. That shift from compliance to enrollment is what makes adoption durable. Key takeaways: Enrollment creates advocates; compliance breeds resistance. Culture is simply “people like us do things like this” — and leaders must align AI with that identity. Practical ways to foster enrollment: pilot teams, sandboxes, storytelling, leadership modeling, and recognition. Case examples of resistance vs. embrace to illustrate the difference. Read Part 2: Building a Culture of AI Enrollment Part 3: From Strategy to Execution — Making AI Work for Your Business The final article turns philosophy into practice. Leaders don’t just need the “why” and “how” of AI — they need execution that works today and builds for tomorrow. Highlights include: Applying the four pillars (systems, empathy, games, time) in real-world settings. Pitfalls to avoid, from efficiency-only mindsets to one-off projects. A step-by-step framework for leaders to define vision, build champions, measure adoption, and adapt over time. Practical tools: discovery workshops, intranet integration, helpdesk automation, predictive analytics, and training programs. Read Part 3: From Strategy to Execution — Making AI Work for Your Business Bringing It All Together The race to the top with AI isn’t about technology alone — it’s about strategy, culture, and execution working together. Leaders who embrace this integrated approach will build organizations that aren’t just efficient, but resilient, innovative, and future-ready. At Synergy, we help businesses move through each of these phases — from defining strategy, to shaping culture, to making execution real. If you’re ready to explore how AI can become a lasting advantage in your organization, let’s connect .

In Part 1, we explored why AI adoption is a race to the top — about creating value rather than cutting costs. In Part 2, we saw how culture and enrollment make adoption durable. Now, in Part 3, we move from strategy and culture into execution, giving leaders the practical tools and frameworks to make AI adoption real in their organizations. Turning Philosophy Into Action Knowing that AI is about racing to the top and building the right culture is important — but leaders also need execution. This means applying strategy in ways that work for your business today, while setting up long-term success. At Synergy, we believe execution is where leaders often stumble. There’s no shortage of strategy discussions, but without concrete steps, adoption stalls. This section provides leaders with the playbook for moving from “why” and “how” into measurable action. Applying the Four Pillars of AI Strategy Systems Audit workflows to identify bottlenecks. Replace outdated manual processes with AI-enhanced automation. Example: automated helpdesk ticket classification or predictive equipment maintenance. Empathy Put the user first. AI initiatives that ignore the human experience fail. Example: designing AI-powered intranets around employee frustrations, not IT convenience. Games Recognize whether your industry is in a finite game (efficiency competition) or infinite game (innovation and reinvention). Example: retail’s shift from one-time purchases to long-term loyalty ecosystems powered by AI recommendations. Time Commit to long-term gains. Build AI literacy, test integrations, and invest in training today to benefit years down the road. Pitfalls to Avoid Chasing efficiency only:  Cutting costs isn’t a sustainable strategy. Top-down rollouts:  Employees won’t embrace what they don’t understand or trust. One-off projects:  Treating AI as an initiative with a finish line leads to stagnation. AI is iterative and evolving. Neglecting ethics:  Failing to address transparency, bias, and responsibility erodes trust in both employees and customers. Framework for Leaders Define your AI vision.  What’s it for, who’s it for? Identify one process ripe for reinvention.  Replace a cost-driven workflow with a value-creating AI process. Build cross-functional AI champions.  Empower them to test, validate, and spread adoption. Measure success differently.  Track adoption, user satisfaction, and cultural shifts — not just cost savings. Reassess quarterly.  Adapt your approach as the tools and landscape evolve. Practical Tools for Execution AI Discovery Workshops:  Guided sessions to uncover opportunities and risks. Intranet Integration:  Embedding AI to make knowledge and collaboration easier. Helpdesk Automation:  Using AI to deliver consistent service and free staff for complex tasks. AI-Powered Business Intelligence:  Dashboards that surface predictive insights and support faster, smarter decisions. Training & Literacy Programs:  Ensuring every employee has baseline AI fluency. These tools aren’t just about efficiency — they build a foundation for long-term growth and innovation. From Strategy to Lasting Success AI is not a one-off project; it’s a compounding investment. Leaders who treat adoption as an ongoing process — balancing systems, empathy, games, and time — will be the ones who thrive. Success comes from iteration, patience, and the courage to race to the top.

In Part 1, we talked about why AI adoption is a race to the top — about using AI to create value, not just cut costs. In this second part of the series, we shift from strategy to culture, exploring why enrollment, not compliance, determines whether AI truly takes root inside organizations. Why Culture Determines AI Success AI adoption often fails not because of poor technology, but because of poor culture. If employees see AI as a threat, they’ll resist. If they see it as an enabler, they’ll innovate. The difference comes down to enrollment: people choosing to join the journey instead of being forced along for the ride. At Synergy, we’ve seen firsthand that the cultural side of AI is as important as the technical side. The organizations that thrive are those that create conditions where employees lean into the change, rather than avoid it. Enrollment vs. Compliance Compliance   means employees do what they’re told, often reluctantly, and adoption stalls. Enrollment  means employees actively believe in the journey and contribute ideas for using AI. Enrollment produces advocates who spread adoption across departments. Compliance creates hidden resistance and ultimately turns AI into a wasted investment. Leaders must frame AI as an opportunity to be part of shaping the future of the business, not as an obligation. Consider, for example, two companies rolling out AI-driven intranets: Company A mandated its use without context. Employees logged in, but still relied on old manual methods. Adoption never took hold. Company B invited employees into design workshops, asked what problems AI could solve, and celebrated wins publicly. The intranet became the hub of daily work, embraced because people felt ownership. Shaping Culture: “People Like Us Do Things Like This” Culture is simply the set of shared norms that guide daily behavior. To make AI part of the culture, leaders need to align AI adoption with the way their teams already define themselves. Practical ways to shape culture around AI: Language Matters:  Talk about AI as a partner, not a threat. Storytelling:  Share success stories of AI helping real people in the organization. Recognition:  Reward those who take initiative and share their learning. Culture is sticky — it outlasts leaders and tools. That’s why leaders must ensure AI is embedded into the everyday rhythm of “how we do things around here.” Practical Ways to Foster Enrollment Pilot Teams:  Create small, cross-functional groups to test AI tools and report back. Safe-to-Fail Sandboxes:  Provide protected environments for experimentation. Celebrate Wins:  Publicize stories of employees who used AI successfully. Leadership Modeling:  Leaders should openly use AI in meetings, planning, and communication. Feedback Loops:  Encourage employees to voice frustrations and ideas, then act on them. When employees feel ownership, they will move from reluctant compliance to active participation, helping AI adoption take root at every level. Case Examples: Resistance vs. Embrace Resistance:  Organizations where AI was introduced with little context often faced mistrust. Tools sat idle, employees found workarounds, and leaders grew frustrated. Embrace:  In contrast, we’ve seen clients who engaged employees early in the process turn skeptics into advocates. When staff saw AI saving them time, improving service consistency, or reducing repetitive work, adoption spread quickly. These examples illustrate a key truth: AI adoption is not about technology rollout — it’s about cultural enrollment. Enrollment as the Lasting Advantage Leaders must design culture intentionally if AI adoption is going to succeed. Compliance is temporary; enrollment is durable. Building a culture where “people like us do things like this” is the foundation for AI that lasts.