Not-for-profit organisations are often expected to achieve more with less.
Technology plays a critical role in supporting day-to-day operations, but maintaining multiple systems can introduce unnecessary complexity, duplicate costs and additional administrative burden. For organisations already investing in Microsoft 365, these challenges are often compounded when files, communications and business processes remain spread across other platforms.
For Gasworks, these challenges were becoming increasingly apparent. While their internal team already relied heavily on Microsoft solutions, much of its document management remained within Dropbox, creating additional costs and frustrating collaboration issues across the business.
Eliminating document management frustrations
Before partnering with Windstil, Gasworks used Dropbox as its primary document management system.
According to Eduard Ingles, Operations Manager at Gasworks, staff experienced regular challenges with document synchronisation and version control, particularly when different team members accessed files through different devices.
“Inconsistent file synchronisation and version control were creating unnecessary challenges for staff,” Eduard says. “It was increasingly difficult to ensure everyone was working from the most up-to-date information.”
These inconsistences created confusion and introduced unnecessary friction into everyday collaboration. At the same time, Gasworks was paying for Dropbox despite already having access to Microsoft 365.
The organisation had explored migrating to SharePoint previously, but repeated discussions with its former IT provider suggested the project would be complicated and expensive.
“We felt there had to be a simpler way to manage our documents within Microsoft 365, but moving to SharePoint was always presented as a difficult and expensive project.”
Looking for more than technical support
When Gasworks began evaluating alternative providers, the organisation was looking for more than just helpdesk support.
Improving cyber security, ensuring backups were properly managed and gaining confidence that critical information was secure all formed part of the decision-making process. Just as importantly, Gasworks wanted an IT partner that understood the realities of a smaller, not-for-profit organisation.
“As a smaller organisation, it was important for us to find a provider that would treat us more than a number. We also wanted a team that understood our environment, could strengthen our security and help us get more value from Microsoft 365.”
After reviewing three managed IT services providers, Windstil was selected to support the organisation’s ongoing technology strategy and lead the migration to Microsoft SharePoint.
Building a more connected Microsoft environment
Working closely with the Gasworks team, Windstil migrated active operational data from Dropbox into SharePoint while maintaining a separate archive of historical records. The result was a simpler and more cohesive environment built around the Microsoft solutions the organisation was already using every day.
Beyond SharePoint, Windstil also supported broader adoption of Microsoft Teams across the organisation.
Gasworks has progressively shifted internal communications from email and traditional desk phones towards Microsoft Teams calling, which has created a more centralised, collaborative working environment for staff across venues. At the same time, Windstil is continuing to help Gasworks explore additional ways to leverage Microsoft 365, including Microsoft Forms, Copilot and Shifts.
Creating a stronger foundation for the future
While many technology projects conclude after implementation, Gasworks views the relationship with Windstil as an ongoing partnership focused on continuous improvement. Beyond day-to-day support, Windstil provides user training and guidance on how Gasworks can get greater value from Microsoft 365.
“We have a more streamlined technology environment, improved collaboration across the organisation and confidence that we have the right technology partner supporting our future goals,” Eduard says.
Today, Gasworks operates with a more streamlined technology environment, fewer collaboration challenges and greater confidence in the systems that support its operations.
“The responsiveness of the Windstil team, the quality of support and their willingness to help us get the most from our technology investment have made them a valuable partner for Gasworks.”
