The Challenge
This nonprofit organization had grown organically over 15 years, but their IT infrastructure grew chaotically. Systems were spread across five different vendors with overlapping services, unclear contracts, and no single point of accountability.
Key Problems:
- Email hosted on an outdated system with poor security
- Website hosting with a separate vendor from backup storage
- No comprehensive documentation of systems or access
- Inconsistent support from multiple vendors
- Estimated redundant costs of $8,000+ per year
- No centralized monitoring or incident response plan
The Solution
We conducted a full IT audit and implemented a vendor consolidation strategy:
- Infrastructure Audit: Mapped all existing systems, costs, and contracts
- Email Migration: Migrated to Google Workspace for reliability and collaboration
- Hosting Consolidation: Consolidated website and backup storage with one managed provider
- Documentation: Created comprehensive documentation of all systems and access
- Monitoring Setup: Implemented centralized monitoring and alert system
- Ongoing Management: Took over IT management and support under a single managed services agreement
The Results
- 34% reduction in IT costs ($8,000+ per year savings)
- All systems documented and recoverable in case of emergency
- 99.5% uptime across all systems with centralized monitoring
- Single point of contact for all IT needs eliminates vendor confusion
- Improved staff productivity with better email and collaboration tools
- Enhanced security through consistent policies and monitoring
The nonprofit can now invest those IT savings into their mission, while having the confidence that their technology infrastructure is modern, secure, and well-supported.
Services Used:
- IT Services (Managed Infrastructure)
- Email Management (Google Workspace)
- Hosting & Backup Management
- Documentation & Compliance