Property management firm cuts new staff onboarding from 14 days to 3 — with a SharePoint hub that ended document chaos across 8 offices
8 offices, documents in email threads, 14-day onboarding for new staff, and multiple versions of the same contract circulating simultaneously. We built a modern SharePoint intranet that fixed all of it in 7 weeks.
The Challenge
Our client had grown to 8 offices over 10 years with no centralised knowledge management. Documents lived in personal drives and email threads. Onboarding a new employee required a dedicated colleague for 2 weeks. Finding the right document version meant asking colleagues — often unsuccessfully. Meanwhile, 40+ orphan Teams channels had accumulated with no governance.
- Documents in personal drives and email attachments — no single source of truth
- Multiple versions of the same contract templates circulating simultaneously
- New employee onboarding required 14 days of dedicated colleague time
- No standardised processes across the 8 offices
- 40+ orphan Teams channels and groups with no governance or lifecycle policies
- Legacy SharePoint 2016 on-premise — outdated, unused, and unmaintained
Our Solution
Information Architecture Workshops
Facilitated workshops with department heads across 3 offices to map content, define ownership, and design a hub-and-spoke SharePoint architecture: 1 company hub + 6 department sites + 8 office sites.
Content Migration & Organisation
Migrated 120 GB of content from personal drives, email attachments and legacy SharePoint — with metadata tagging, version consolidation, and a structured document library hierarchy. Duplicate detection reduced storage by 34%.
Teams Governance
Audited and cleaned up 40+ orphan Teams. Implemented naming conventions, sensitivity labels, expiry policies (Teams inactive for 90 days trigger a renewal request), and an automated approval flow for creating new Teams.
Digital Onboarding Hub
Built a structured onboarding SharePoint site with department-specific guides, IT setup checklists, HR documents, and a welcome page personalised by role. A Power Automate flow sends each new joiner a tailored onboarding plan on day 1.
Training & Change Management
Delivered 3 training sessions per office (24 sessions total), adapting content for technical and non-technical audiences. Built a searchable video library and established an internal champions network of 1 advocate per office.
Results
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