Building a Structured Workspace Foundation for a Disability Services Provider
OfficePro Consulting delivered a series of SharePoint Foundation Workshops for a Melbourne disability and interpreting services provider, moving the team off a single shared login toward a structured Microsoft 365 workspace. An Operations SharePoint site was created during the engagement, with document libraries, a simple permissions model and a plan to retire the shared logins.
Discuss your SharePoint project →The challenge: one login, shared by everyone
The whole team worked from a single shared login, one account holding the email, the OneDrive and the calendar. A second shared login sat behind the bookings system. It felt convenient, but it created real problems.
What we built
A series of SharePoint Foundation Workshops, run live and screen shared, that set up the foundation during the engagement rather than leaving a list of things to do.
Operations
How it works
The Operations SharePoint site holds the team's working files in document libraries mapped to how they actually work, rather than a copy of the old folder tree. Access runs on a simple model of Owners, Members and Visitors, backed by security groups added into the default SharePoint groups, so permissions are granted to groups rather than named people and restricted only where needed, such as a private library for HR or finance.
The plan to retire the shared logins uses proper Microsoft 365 patterns: a shared mailbox for shared email, a group calendar for the shared calendar, SharePoint libraries for shared files and security groups for access. A first version of external onboarding uses SharePoint and Microsoft Forms, with a save and resume portal scoped as a separate follow-up build.
Engagement snapshot
What the training covered
Technologies
Related services
This engagement drew on our SharePoint and client portal services to set the workspace foundation and scope the onboarding build.
View all services →The results: a foundation set up once, properly
What changed by the end of the workshops, from a shared login to a structured workspace.
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