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From Restriction to Agility

How LAN Support helped an engineering firm cut costs, stay compliant, and collaborate smarter

A fast-growing UK engineering consultancy was wasting money on rigid 12-month Microsoft 365 licences for short-term contractors, while SharePoint left them struggling with messy permissions, storage costs, and compliance gaps. Facing an upcoming audit, they turned to LAN Support, who implemented the Modern Workplace Plan.

With flexible per-user licensing, Egnyte for secure file access, Teams Phone for unified communication, and advanced security tools, the firm cut IT costs by 33% and tripled audit efficiency. The result? Smarter collaboration, full compliance, and what the Operations Director calls “the flexibility we always needed, but without the waste.”

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Client profile

Industry Engineering
Company size 28 employees + 20 contractors
Location UK
Previous IT Setup Microsoft 365 Business Standard 
Plan Chosen LAN Support Modern Workplace Plan 
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33%

IT Cost Reduction

3x

Audit Efficiency

100%

Client Satisfaction

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1

The Story: a Business Outgrowing Its IT Setup

In early 2025, a UK-based engineering consultancy was thriving. With 28 full-time employees and up to 20 contractors joining for short-term projects, the business was growing fast, but its IT setup wasn’t keeping up.

Every contractor needed a Microsoft 365 license for compliance, but the company was locked into rigid 12-month agreements that auto-renewed. Even after projects ended, they were still paying for unused licenses.

“We were stuck. Projects ended, contractors moved on, but we were still locked into their licenses. It was inefficient and expensive.”

Paul, Operations Director

The leadership team knew something had to change. They needed a solution that could scale with their business, not hold it back.

2

SharePoint: The Tool That Became a Burden

The company was also relying on SharePoint for file storage, but it wasn’t working. Originally intended as a collaboration platform, SharePoint had become a makeshift file server, and it was showing cracks:

  • Files were slow to access
  • Folder structures were messy and inconsistent
  • External sharing was clunky and unreliable
  • Storage overages were driving up costs

    • But the biggest concern? No one really knew who had access to what.
    “We honestly didn’t know who had access to what. Over time, folders were shared, permissions were changed, and no one was tracking it. That was a big red flag for us.”

    Without proper visibility or control, the business was exposed to security risks and compliance gaps, especially with sensitive project data being shared across teams and contractors.

    3

    The Looming Audit: Compliance Pressure Was Mounting

    As a regulated business, the firm was legally required to retain all communications and project data for seven years, even for contractors who were only with the company for a few months. Their existing tools made this difficult to manage and expensive to maintain.

    They needed a solution that was flexible, secure, and compliant without adding more complexity or cost.

    4

    Finding LAN Support: A Partner, Not Just a Provider

    After searching for a new IT partner, the company found LAN Support.
    What stood out wasn’t just the technology, it was the understanding. “LAN Support didn’t just offer a product, they offered a partnership. They understood our business and built a solution around it.”

    LAN Support recommended the Modern Workplace Plan, a fully managed, scalable IT solution designed for businesses that need to stay agile, secure, and compliant.

    5

    The Modern Workplace Plan: Built for Flexibility and Control

    LAN Support’s Modern Workplace Plan included:

  • Microsoft 365 Business Premium
  • Egnyte IFS (Intelligent File Services)
  • Egnyte Copilot (AI-powered collaboration)
  • Microsoft Teams Phone
  • Domestic calling
  • Advanced security tools
  • Security awareness training
  • Flexible licensing options: monthly, annual, and multi-year plans

    • Flexible Licensing to Match your Business

    LAN Support helped the client restructure their licensing model:

  • Long-term employees were placed on multi-year plans
  • Core staff were assigned annual plans
  • Contractors were added to monthly rolling plans

    • This gave the business complete control over its IT spend, allowing them to scale up or down as projects required without being locked in.
    “We finally had flexibility. We could scale licenses up or down based on project needs. No more waste.”

    5.1

    Egnyte IFS: Collaboration Without Compromise

    Replacing SharePoint with Egnyte IFS transformed how the team worked:

  • Fast, secure access to project files from anywhere
  • Granular permissions with full visibility into who had access to what
  • Real-time collaboration with internal and external users
  • No storage overages or hidden costs
  • Seamless integration with Microsoft Teams and Office apps“Egnyte gave us the structure and speed we were missing. It’s built for collaboration, not just storage, and now we know exactly who has access to every folder.”

    • 5.2

    Egnyte Copilot: AI That Works for Engineers

    With Egnyte Copilot, the team gained:

  • Instant search and summarisation of project files
  • Automated document classification for compliance
  • Faster decision-making with AI-powered insights

    “Copilot helps us find what we need in seconds. It’s like having a project assistant built into our file system.”

    • 5.3

    Microsoft Teams Phone: Communication, Simplified

    The Modern Workplace Plan also included Microsoft Teams Phone with domestic calling, allowing the team to:

  • Make and receive calls directly from Teams
  • Replace traditional desk phones with a cloud-based phone system
  • Stay connected across devices, whether in the office or on-site


    • “Teams Phone simplified everything. We can call, meet, and collaborate all in one place.”

    Project Lead

    5.4

    Security, Compliance & Leaver Management

    LAN Support also addressed the company’s compliance and data retention needs:

  • Advanced Microsoft 365 security monitoring
  • Endpoint Detection & Response (EDR)
  • SPAM & phishing protection
  • Cybersecurity awareness training
  • Automated backups of all Microsoft 365 data


    • When users left the business:
  • Their accounts were converted into managed shared mailboxes with ongoing backup and cyber protection
  • Egnyte accounts were deactivated, while all project data remained securely stored and accessible for audits


    • “We don’t lose data when someone leaves. It’s secure, backed up, and still available when we need it.”

    Paul

    5.5

    The Outcome: Confidence, Control, and Cost Savings

    Since moving to LAN Support’s Modern Workplace Plan, the business has:

  • Reduced IT spend by aligning licensing with actual usage
  • Improved collaboration across staff, contractors, and clients
  • Met all compliance requirements with secure, backed-up data
  • Streamlined communication with Teams Phone
  • Replaced SharePoint with a purpose-built, user-friendly platform
  • Gained visibility and control over file access and permissions
  • Achieved flexibility to scale with project demands

    • “LAN Support helped us modernise our entire IT strategy. We’re more agile, more secure, and better equipped to grow.”

    Key Takeaways

    • Tick Icon Rigid licensing models can lead to unnecessary costs
    • Tick Icon SharePoint isn’t always the right fit for file collaboration or access control
    • Tick Icon Flexible, per-user plans allow businesses to scale efficiently
    • Tick Icon Egnyte IFS and Copilot offer powerful, secure collaboration
    • Tick Icon Teams Phone simplifies communication across the business
    • Tick Icon LAN Support’s Modern Workplace Plan delivers value, agility, and peace of mind
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