INDUSTRY
Research
ORG SIZE
5000
SPOKE SOLUTIONS
SPOKE SERVICES
Solution Design, Coaching & Mentoring
The Challenge
GNS Science, a prominent New Zealand Crown Research Institute focused on earth sciences and natural resources, faced significant challenges in managing an ever-increasing volume of information. With over 500 staff members distributed across various locations and disciplines, the organisation sought to modernise its information management (IM) function to enhance IT support and improve content accessibility. The primary goal was to leverage Microsoft 365 (M365) to streamline operations, boost collaboration, and unlock the potential of its valuable data.
GNS Science encountered several interconnected challenges, including the need to rebuild its IM function to meet evolving needs, improve content accessibility that was hampered by critical information being scattered across file servers, optimise IT infrastructure to maximise its SharePoint investment while exploring Microsoft Teams, and address a skills gap within the IM team regarding effective information architecture (IA) design and governance on M365.
The Solution
To address these challenges, GNS Science partnered with Spoke to create a comprehensive strategy for modernising its information management and maximising the capabilities of M365. Our collaboration focused on:
Business Requirements Analysis:
Conducting workshops and interviews to gain a deep understanding of GNS Science's business needs and objectives.
M365 Platform Expertise:
Providing in-depth consulting on leveraging the full potential of M365 tailored to GNS Science's specific requirements.
Content Migration Strategy:
Developing a customised plan for migrating content from file servers to SharePoint, ensuring minimal disruption while maximising accessibility.
IM Operational Model Development:
Designing a new operational model for the IM function that defined roles, responsibilities, and processes to enhance efficiency within the organisation.
Coaching and Mentoring:
Equipping the IM team with the necessary skills and knowledge for effective IA design and governance within the M365 environment.
The Result
Our partnership with GNS Science led to significant outcomes, including:
Roadmap for SharePoint Environment: A clear roadmap for upgrading the SharePoint Online environment was established, enhancing content management and collaboration.
Operational IM Function: The implementation of new IM roles and procedures created a solid foundation for effective information management.
Stronger Information Architecture:
The IM team developed the expertise to implement robust IA design and governance on M365, ensuring information is well-organised and accessible.
Content Migration Plan: GNS Science gained actionable strategies and expertise to smoothly transition content to SharePoint, improving overall data accessibility.
Conclusion
By modernising its information management practices and leveraging the capabilities of Microsoft 365, GNS Science has significantly improved its ability to manage, access, and utilise valuable organisational information. The successful collaboration between GNS Science and Spoke has established a foundation for ongoing innovation and growth, enabling the organisation to achieve its research and scientific goals more effectively.
