The challenge
When it comes to high-quality, cost-effective mechanical or electrical air conditioning solutions, Thermatic know what they’re doing. As specialists in technical facilities management, their multi-skilled engineering services are second to none at efficient and cost effective HVACR & Drainage services.
After helping Thermatic move their email systems to Microsoft 365 and seeing good results, the group knew they could trust our insight and advice. So when Fact3 Systems Partner Andrew Doyle shared an email in January 2020 warning of changes to the way we all work due to the impending impact of Covid-19, directors at the company knew something needed to be done.
As well as wanting to prepare their current, office-based systems for a move to remote working, Thermatic were also faced with server hardware that was old and outdated, running out of space and proving difficult to manage.
The team were working from laptops which could connect to remote desktops away from the office, but the server was causing bottlenecks. Speed was too slow. The number of permitted connections was too low (limiting the number of people). And resources were lacking to resolve the growing issues.
“We weren’t prepared for any remote working situation, but Andy helped us get the essentials in place ahead of lockdown. We faced major challenges with our server setup and our telephone system.”
The Fact3 solution
Laying the foundations
As with any engineering problem that Thermatic might face, our first step was diagnosis, followed by a cost-effective triage process. We looked at the current set-up, identifying exactly what was running, how systems were being used and where improvements could be made.
We prioritised systems with a three-step approach: immediate on-site improvements, a move to the cloud, or full replacement recommendations.
We implemented a Modern Workplace approach, moving applications to more flexible tools, installing Windows 10 with Microsoft 365 and adding an extra layer of security across the business, with all systems managed from the cloud using Microsoft Intune.
This laid the foundations for remote working, shifting away from their reliance on an outdated server. It also ensured all data on staff laptops could be kept secure.
Ongoing transformation
To make further cost savings, our analysis showed Thermatic’s current top-of-the range Meraki firewall was not fit for purpose, so we replaced it with a cheaper, more effective Draytek option.
While that took care of the underlying challenges, we hadn’t yet implemented the transformations that would ensure the Thermatic team could effortlessly work remotely.
For day to day operations, we focused on a carefully planned move to Microsoft Teams. We analysed the structure and set up of physical departments to recreate the necessary Teams and Channels online, creating efficient workflows and moving over all files and folders into a clearly defined hierarchy.
We worked closely with the on-site IT team, providing templates and assisting with software installation across all devices and laptops.
And we made sure Thermatic really could work from home and continue to thrive during lockdown, by implementing a new Microsoft Teams Phone System.
“The team identified which areas could be improved, or moved to the cloud and which needed to be replaced. This approach showed us they really cared about our specific problem and weren’t just recommending a one size fits all approach.”
The #FACTS
“Fact3 have helped us move to a truly remote way of working, with migrations to Microsoft 365, Teams and Office. It’s changed the way we operate and allowed us to grow our operations, and we’re safe in the knowledge we can manage our business from anywhere, with complete flexibility, accessibility and security.”
From one mobile phone to a three tier phone system.
Thermatic are responsible for supporting the service and repair of essential air conditioning units across the country. Doing this requires more than one mobile-diverting phone line and remote desktop connectivity to an older server, which is what they were faced with when the pandemic hit.
Now Thermatic have multiple phone lines, each with their own dedicated account manager. They have a highly effective three tier phone system – with an emergency line – to ensure all calls are answered. And they have a single point of communication and collaboration with Microsoft Teams.
7 months. 100 people. Cloud based system.
Within seven months, 100 people had moved from a hotchpotch setup reliant on an old server, to all computers and mobile devices managed remotely from a cloud-based system.
All can be remotely updated, locked down or wiped entirely to prevent data breaches. All staff can work from anywhere in the world.
Future-proofed for business growth.
As the business grows, new staff can be quickly on-boarded with unlimited scalability, as the systems are no longer tied to the old, low-capacity server.
We even repurposed server hardware for use in another part of the business to minimise waste, as there were economical benefits to keeping it operational before an upgrade in a few years’ time.