The challenge
At a growing media company, all files were stored on an on-premises server. Only one person could work in a file at a time, so the team created multiple versions of documents just to track changes. Access from outside the office required a VPN, which slowed people down and created IT overhead. The setup was actively blocking collaboration and adding infrastructure cost for no strategic benefit.
- Single-user file access driving version chaos and delays.
- Multiple copies of the same file, with no true single source of truth.
- VPN-only remote access, limiting flexibility for hybrid working.
- On-premises server and maintenance costs with no strategic upside.
My approach
Defined scope and priorities
I partnered with IT to scope the migration of around 1.5TB of data from the file server to SharePoint Online - including the call on what to migrate versus archive.
Designed structure and governance
- Designed a SharePoint folder structure aligned to how teams actually worked.
- Defined permissions and security settings to protect sensitive data while enabling collaboration.
Planned and executed the migration
- Agreed the timeline, folder order and cut-over approach with IT.
- IT archived unwanted data first, then migrated active folders into SharePoint.
Led the change and training
I arranged SharePoint training so the team could learn how version control, co-authoring and access-from-anywhere would change their day-to-day working - treating this as a change project, not just a technical one.
The results
- Improved collaboration - multiple people now co-author the same document in real time with built-in version control, eliminating duplicate files.
- Increased flexibility - teams securely access files from anywhere without a VPN, supporting hybrid and remote working.
- Cost savings - the on-premises file server and its maintenance costs were decommissioned, improving the IT cost profile.
- Better control and security - structured folders and permissions reduced the risk of uncontrolled copies and made sensitive-data access easier to manage.
This project shows how finance and operations leadership can partner with IT to deliver a digital workplace that's more collaborative, secure and cost-effective - with governance and business needs at the centre.
Key lessons for other SMEs
- Invest time upfront in structure and permissions; it pays off in adoption and control.
- Treat migration as a change project, not just a technical one - training and communication are non-negotiable.