GWD Motor Group

Moving beyond manual processes and disconnected information

As GWD grew across multiple locations, many of its established processes remained paper-based and manual. While these processes had worked in the past, they could be slow, particularly when information needed to be shared between branches.

Communication delays made it more difficult for teams to access accurate information when they needed it. In a customer environment where speed and precision matter, these limitations could affect both staff productivity and the service customers received.

A server failure became an important turning point. The incident disrupted internet access, phone systems and access to essential documentation. Incoming calls had to be redirected to mobile phones, some teams returned to paper-based work, and customer transactions were delayed because the required documentation was unavailable.

The experience highlighted several key requirements:

• Reliable access to documents and business information
• Better communication between branches
• Less reliance on local servers and manual paperwork
• Secure access controls so people could find the right information
• More streamlined processes that supported staff rather than adding complexity
• A technology foundation that could support future automation and AI tools

GWD needed a more resilient, connected environment that would allow its teams to continue working and serving customers, even if a local system became unavailable.

Creating a secure and connected workplace with Microsoft 365

Focus worked collaboratively with GWD to understand how its people worked, where processes were slowing them down and how information moved across the business.

Following the server incident, SharePoint and Microsoft 365 were identified as the next steps in GWD’s technology journey. The solution was designed to move important content into the cloud, improve accessibility and provide a more reliable foundation for collaboration across the company’s locations.

The work includes:

• SharePoint implementation to bring documents and business information into a central cloud environment
• Document migration from existing network drives into a structured and accessible platform
• Digital forms and process automation to reduce manual administration and streamline everyday workflows
• Secure access and permissions to help ensure the right people can access the right information
• Microsoft 365 support to improve communication, collaboration and productivity
• Infrastructure and communications support to connect GWD’s locations, devices, networks and phone systems
• Cyber security improvements, including the rollout of endpoint detection and response and managed detection and response
• Strategic technology guidance to support GWD’s continued growth and future adoption of tools such as Microsoft Copilot

The SharePoint environment is being created with simplicity and security at its core. Content is structured so employees can find information more easily, while outdated material can be managed appropriately and access remains aligned with each person’s role.

Rather than approaching the project as a straightforward file migration, Focus and GWD are working closely together to understand everyday workflows and create practical solutions around the way people actually work.

A more accessible and resilient way of working

GWD’s SharePoint environment is already helping make information easier to access and keep up to date. Its administration team is using the platform as a pilot group while documents continue to move across from network drives. Early improvements include better accessibility, more streamlined processes and greater confidence that teams are working with current information.

Cloud-based access also means teams can continue reaching documents, data and communications without depending entirely on local servers or personal mobile phones. If a similar infrastructure issue occurs in the future, employees will have more options to continue working rather than bringing operations to a complete stop.

The wider partnership provides GWD with support across infrastructure, communications, security, Microsoft 365 and strategic technology planning. Focus also supports the systems connecting GWD’s locations, helping create a more consistent technology experience for staff wherever they are working.

Most importantly, improved processes are helping GWD’s people spend less time managing paperwork and searching for information. This gives them more time to focus on their teams, their customers and delivering the level of service for which the business is known.

As the SharePoint implementation and process automation continue, GWD is also establishing the secure information foundation needed to explore Microsoft Copilot and other AI-enabled tools in the future

Together, GWD and Focus are creating a connected, secure and efficient workplace that respects more than a century of tradition while preparing the business for what comes next.