A leading global manufacturing company with over 5,000 employees was facing major roadblocks in internal communication, document management, and cross-team collaboration. Their outdated and fragmented document storage systems were slowing down operations, impacting compliance, and threatening intellectual property security.

Key Pain Points:

• Scattered & Outdated File Systems:
  Engineers and production staff had difficulty accessing critical safety protocols, blueprints, and documentation—leading to production slowdowns and compliance issues.
• Siloed Departments & Communication Gaps:
  Lack of integrated tools led to inefficient collaboration, delayed approvals, and inconsistent process updates between teams across different plants and offices.
• Security Risks & Compliance Concerns:
  Sensitive documents like trade secrets and compliance reports lacked version control, audit trails, and access management—posing regulatory risks and potential data breaches.

The Solution:

Empathy Technologies designed and delivered a custom SharePoint-based intranet solution, supported by Microsoft 365’s suite of tools to streamline operations, communication, and data security.

1. Discovery & Assessment:

• Conducted a site-wide audit of the company’s legacy document management system.
• Interviewed stakeholders from engineering, HR, operations, and compliance to understand their document usage patterns and collaboration challenges.
• Identified bottlenecks in document retrieval, approval processes, and data sharing across locations.

2. SharePoint Intranet Design & Implementation:

• Centralized Document Repository:
  Deployed a SharePoint Online intranet with metadata-driven architecture and AI-powered search to ensure instant access to critical design documents, safety guidelines, and SOPs.
• Microsoft Teams Integration:
  Built collaboration hubs for each department using Microsoft Teams, linking them to their respective SharePoint sites—bridging the gap between office staff, field teams, and leadership.
• Power Automate Workflows:
  Implemented automated workflows for document approval, production order validation, and compliance submissions—reducing delays and ensuring proper tracking.

3. Security & Compliance Enhancement:

• Applied role-based access controls (RBAC) and version control across all document libraries.
• Enabled audit trails and sensitivity labels to safeguard confidential data and ensure regulatory compliance.

4. Employee Training & Change Management:

• Conducted hands-on training sessions tailored for engineers, plant managers, and office staff.
• Created knowledge hubs and FAQs within the SharePoint intranet to support ongoing learning and adoption.

5. Continuous Optimization & Support:

• Monitored usage patterns and feedback to refine navigation, access permissions, and team workflows.
• Provided monthly check-ins and support for internal champions and IT admins.

Results:

✅ 60% Reduction in Document Retrieval Time:
Streamlined document access resulted in quicker project execution and minimized downtime in production lines.

✅ Seamless Cross-Department Communication:
With Teams and SharePoint integration, departments collaborated in real-time, speeding up decision-making and project updates.

✅ Enhanced Security & Audit Readiness:
Improved data governance with audit trails, secure sharing, and access controls aligned with manufacturing compliance standards.

✅ Boost in Employee Productivity & Satisfaction:
Fewer bottlenecks and improved information flow led to a more productive and empowered workforce across plants and offices.

Client Testimonial:

“Empathy Technologies completely transformed how our teams access information and collaborate globally. The SharePoint intranet and Teams integration have made communication seamless and efficient, while the automated workflows ensure we’re always audit-ready. It’s a game-changer for our operations.”
— Director of Operations, Global Manufacturing Firm