Supporting those in need through technology
Although Skåne Stadsmission has a broad reach, it is focused on being as efficient and cost-effective as possible. That means that Sehlstedt is a one-person IT department, continually looking to better support firstline workers through technology.
“Our previous IT infrastructure was hosted, and we had different platforms in each city because a single solution was too expensive,” says Sehlstedt. “We needed something that could get the whole organization under the same roof while minimizing costs.”
The charity works with confidential, personal information and knew it needed a highly secure, yet easy to use solution that could be accessed from anywhere. Sehlstedt turned to Microsoft Partner, WeSafe IT and Microsoft 365 Business, which brings together cloud-based services into a solution designed for small and medium-sized organizations. Powered by Office 365 and Windows 10, Microsoft 365 provides device management and security features to help protect company data.
Sehlstedt says, “The founders of WeSafe IT had worked with us before, and we immediately felt that they had a great understanding of what we are doing. They know that we have to be cost efficient at all times and are really easy to work with—that’s vital as I’m the only person in the IT department and need a partner that is proactive in supporting us.”
Skåne Stadsmission implemented Office 365 in 2013, and initially focused on providing email and file storage with Microsoft Exchange Online and Microsoft OneDrive for Business to its 130 employees. Progress then accelerated in 2017, when the organization built an intranet based on SharePoint Online. “At the beginning, we wanted a good backup system for our files and a strong email platform—and we’re now building on that to increase collaboration and to become more digital in how we operate,” says Sehlstedt.
The intranet acts as a one-stop shop for all human resources information, from holiday booking forms to day-to-day processes and procedures. This is helping to further reduce costs. “Before the intranet, much of this information was printed, which was neither efficient nor secure,” says Sehlstedt. It was also difficult for people to be sure they had the latest version of a document, which meant they had to call other team members to confirm, wasting valuable time.”
A key part of the intranet are SharePoint news articles aggregated from across sites that employees are active in, delivering the latest information to all employees to minimize the need to mail or email documents. It also shows what is being posted by the charity to Facebook, allowing internal teams to see exactly what is being shared publicly with supporters.
With a dispersed and mobile workforce, deepening collaboration is a further aim for the charity. Through Microsoft Teams, employees based in different locations can now meet virtually, reducing travel time and making it simpler to exchange information.
Sehlstedt is impressed by the range of activities that the solution supports. “Our partner, WeSafe IT, has built a system for us that manages our agreements with suppliers, automatically flagging when they are up for renewal and managing the entire process digitally. I had no idea that you could create this within Microsoft 365, but you can do almost anything with it!”