How We Fixed Years of Tech Frustration for an Ottawa Construction Business
Industry: Construction and Trade Services
Location: Ottawa, ON
Project Timeline: Approximately 2 to 3 weeks
This Ottawa based construction business had been struggling with their technology setup for years. Every attempt to fix one issue seemed to create another. By the time they reached out, they were frustrated and simply wanted their systems to work reliably.
The Problem
Over time, their technology environment had grown messy and risky.
They were using both Microsoft 365 and Google Workspace across several business domains, but without a clear strategy. Business files were spread across local computer storage, Google Drive, and personal OneDrive accounts. Personal and company data were mixed together on work devices. They were paying for duplicate email addresses and licenses they no longer needed.
Critical business documents such as quotes, contracts, and project files were tied to individual laptops or personal accounts. If someone left the company or a device failed, those files could be lost. The team had tried to clean things up themselves more than once, but without a clear plan, the problems kept returning.
The Objective
They wanted to:
- Centralize business files in one secure, company owned location
- Ensure everyone was working from the same current documents
- Separate personal and business data on company devices
- Reduce unnecessary software and licensing costs
- Improve security using tools they already had
How We Fixed It
We started with a technology audit to understand exactly what was in place, then moved directly into implementation to address the most pressing issues. Learn more about our Technology Audit process.
We cleaned up subscriptions and accounts.
We reviewed their subscriptions across both Microsoft 365 and Google Workspace, cleaned up duplicate email addresses, cancelled software they weren't using, and removed unused accounts.
We centralized their files.
We migrated the company shared drive from Google Workspace to OneDrive and designed a clear shared folder structure that fits how a construction business operates. The shared drive was set up and synced on all workstations so everyone accesses the same files automatically.
We separated business and personal data.
Personal email and personal OneDrive accounts were disconnected from company devices. All business data is now owned by the company, not tied to individual personal accounts. Access permissions were set so it is clear who can see and work on what.
We improved security without adding tools.
With client approval, company devices were upgraded from Windows 11 Home to Windows 11 Pro. Microsoft Defender, included with their Microsoft 365 Business subscription, was activated and configured, replacing free or default antivirus software.
What Changed
Business files are centralized, synced, and accessible from every work computer. Nothing critical lives only on one person’s laptop. Everyone works from the same up to date documents. Personal and business data are clearly separated.
They are paying less for software, understand what they are paying for, and are getting full value from their existing subscriptions.
Most importantly, they got their time back. No more hunting for files. No more wondering if something is backed up. No more tech frustration pulling focus away from running the business.
Services Provided
- Technology Audit and System Assessment
- Microsoft 365 and Google Workspace Optimization
- Cloud File Migration and Shared Drive Setup
- Access Control and Endpoint Security Configuration
If your business is dealing with similar tech chaos, a technology audit can clarify exactly what's holding you back. Book a free consultation to see how we can help you get organized.