The Challenge
Fvree is an Australian not for profit that lacked a professional intranet or document management system. Staff relied on email and shared drives for communication and document storage, creating version control issues, information silos, and governance gaps. The organisation needed a solution that was fast to deploy, simple to manage, and affordable within NFP budget constraints.
What Evocate Delivered
Evocate delivered both an intranet and document management system in parallel over 8 weeks:
- SharePoint intranet: a branded internal communications hub with company news, policy access, quick links, and team directories
- Document management system: structured SharePoint libraries with metadata tagging, version control, and search optimisation
- Power Automate workflows: automated document approval and notification processes
- Power BI dashboards: operational reporting tailored to the organisation’s needs
- Microsoft Teams integration: structured collaboration channels aligned to the intranet and DMS architecture
- Training and handover: ensuring non technical staff could manage and update the platform independently
Outcomes
Fvree’s staff now access a single branded intranet for all organisational communications, policies, and resources. The document management system replaced email based document sharing with structured, searchable, version controlled libraries. Power Automate handles document approvals that were previously manual email chains. Non technical staff manage and update content independently without IT involvement, a critical requirement for an NFP without a dedicated IT team.
Why This Matters
Not-for-profits carry the same information governance and collaboration needs as commercial organisations but rarely have the budget or dedicated IT team to match. Evocate’s approach proves a professional intranet and document management platform can be delivered fast and affordably on the Microsoft 365 licensing an NFP often already holds, and handed over so non-technical staff run it themselves. Deploying the intranet and DMS in parallel over eight weeks, with training that makes the organisation self-sufficient, is the model that lets mission-driven teams work smarter without diverting funds from the frontline.
