“The solution has given us more flexibility—and it has improved our communications and processes. It’s easier to share data and work together as a team.”

Cate Hulme, Operations and Finance Director, Tactical Solutions

As a field-marketing agency in the fast-paced world of retail, Tactical Solutions needed to update its existing email system. It wanted a more flexible solution that would grow with its needs, while allowing staff anytime, anywhere access to communications tools. Business Productivity Online Suite from Microsoft Online Services provided the company with email and other communications tools at a predictable monthly cost.

Business NeedsTactical Solutions provides on-site marketing support to retailers and manufacturers wanting to maximise sales at retail outlets. It’s an industry where things change constantly, so employees need to be able to think on their feet to meet the needs of customers. Excellent communication between the company’s head office in Cheshire, in the United Kingdom (U.K.), and its field staff is an important part of the company’s success, but also one of its greatest challenges.

Cate Hulme, Operations and Finance Director at Tactical Solutions, says: “Our customer expectations are constantly changing—gone are the days when clients would give us a couple of weeks’ notice to plan upcoming projects with them. In a business environment that demands a fast response, we need the ability to notify team members about new projects or changes as soon as possible.

The demands on our team mean that they may be at the head office one day a week, on the road three days a week, and working from home the other day. Wherever they are, effective communication—both internal and external—is essential. The company’s email system, based on Lotus Notes, served its needs for more than six years, but Tactical Solutions needed a more sustainable

solution that was flexible enough to adapt to change quickly. “We wanted a better way of sharing information with employees, and getting it back quickly,” says Hulme.

SolutionMicrosoft Gold Certified Partner Polymorph has provided strategic and day-to-day IT support to Tactical Solutions since 2002. It runs the company’s IT helpdesk and provides software development, migration, and strategic consultation on the IT infrastructure. Stephen Harris, Managing Director at Polymorph, says: “We focus on finding solutions to IT challenges. Tactical Solutions outsources its IT administration and maintenance to us, so we provide a complete solution, including day-to-day maintenance, guidance, and the resources needed to help develop the IT infrastructure.”

Email is an important part of business operations at Tactical Solutions, so it was vital that a new system be deployed with minimal disruption. The company also needed a straightforward pricing structure to simplify budgeting.

Polymorph recommended a cloud solution using Business Productivity Online Suite from Microsoft Online Services, a set of messaging and collaboration tools that

Customer: Tactical SolutionsWebsite: www.tactical-solutions.co.ukNumber of Employees: 266Country or Region: United KingdomIndustry: RetailPartner: Polymorph

Customer ProfileTactical Solutions is a field sales and marketing company providing on-site consultancy across the United Kingdom and Ireland.

Software and Services Microsoft Office− Microsoft Outlook 2010

Business Productivity Online Suite from Microsoft Online Services

For more information about other Microsoft customer successes, please visit: www.microsoft.com/casestudies

Microsoft Office SystemCustomer Solution Case Study

Consultancy Enhances Communications Solution to Meet Customer Expectations

combines Microsoft Exchange Online with other tools, including Microsoft SharePoint Online for collaboration, Microsoft Office Communications Online for instant messaging, and Microsoft Office Live Meeting for web conferencing. “The business is growing exponentially, so we wanted a solution that would not only provide email, but also be flexible and scalable,” says Hulme.

Harris says: “Business Productivity Online Suite was a natural fit for Tactical Solutions. Most users already had Outlook, and the executives who used Lotus Notes wanted Outlook 2010.” Polymorph reviewed the technology with Tactical Solutions and then ran a trial with 12 users for two months. The trial was a success, with other users requesting Exchange Online. The system was deployed to the company’s other employees at the end of the trial period.

BenefitsBy moving to a cloud solution, Polymorph provided Tactical Solutions with a sustainable communication and collaboration infrastructure that reduced the need for capital investment. A flexible pricing model allows the company to scale up or down as needed, depending on the number of users, while staff are able to access communications tools from anywhere with an internet connection. The Business Productivity Online Suite offers a full suite of tools and services the company can build on as needed.

Flexible pricing model. Pay-per-use pricing model is scalable and doesn’t rely on an expensive on-site infrastructure. Hulme says: “We’re a fast-growing company with lots of new people coming into the business. Exchange Online allows us to add users as needed. Now, we can give more people access to email.”

Reduced capital investment. Hulme says: “We realise that it’s important to invest in the business, but it’s equally important to invest wisely. Polymorph has helped us with that by providing the necessary analysis and implementing a scalable solution that was available with minimal outlay.”

Strong partnerships. “We have a close relationship with Polymorph—it understands our business requirements and is key to driving change throughout

the company and making our processes more efficient. It adds value to our business,” says Hulme. “Polymorph has solid expertise in migrating customer data to Business Productivity Online Suite and administering customers’ environments, helping us get the most from our investment.”

High availability infrastructure. “Implementing a cloud solution takes away the hassle of maintaining the underlying infrastructure. Microsoft has the resources to deliver it effectively and consistently, so we can focus on helping our customers maximise the positive benefits IT brings to their businesses,” says Hulme.

Improved collaboration. “The solution has given us more flexibility—and it has improved our communications and processes. It’s easier to share data and work together as a team,” says Hulme. “We’re able to work remotely more effectively. Staff can receive messages and vital information at any time, from anywhere with an internet connection.”

This case study is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS SUMMARY.

Document published February 2011