Streamlining IT for Performing Arts Organisation

Efficient and reliable IT and Sage support for smooth operations.

Streamlining IT for Performing Arts Organisation

A much-needed strategy for dependable IT and software support.

A prestigious performing arts organisation, established in 1932, has earned a global reputation for excellence. It has a long-standing residency at a major cultural centre in London and performs worldwide, collaborating on blockbuster film soundtracks. Dependable IT systems, including Sage software for financial management, are essential for their operations, ensuring access to vital information and seamless coordination across multiple locations.

Challenges

Challenges

For a major orchestra, IT plays a crucial role, relying on a mix of standard software and bespoke solutions like Sage to manage their operations and finances. However, the organisation faced significant issues with previous IT support providers, experiencing poor customer service and a lack of specialist knowledge, particularly in handling Sage-related issues.

Operational Downtime

Frequent downtime affected access to key software like Sage, impacting the organisation’s ability to manage its financial operations and day-to-day activities.

Inefficient Cost Management

High costs were incurred due to unnecessary on-site visits and the inability of previous providers to resolve issues remotely, including those related to Sage software.

Solution

Solution

To resolve these challenges, a comprehensive IT support package was created to cover both IT hardware and Sage application support. This bespoke solution was designed to fit the organisation's specific business hours and operational needs.

Sage Application Support

The IT company provided dedicated Sage support, ensuring smooth operation of the orchestra’s financial software. This included assistance with updates, troubleshooting, and optimising the Sage environment to align with their upgraded IT systems.

Spam Filtering System

A new spam filtering system reduced the time staff spent sorting through unsolicited emails, improving overall productivity.

Enhanced Email Server and Disaster Recovery

Utilize installed a new email server with a tape loader unit and image recovery software, providing full server imaging for robust disaster recovery.

Upgraded Network Cabling

Installation of Cat5e cabling upgraded the network to Gigabit speed, allowing faster access to servers and services.

Results

Dedicated Account Management:

Regular quarterly meetings with a dedicated account manager helped the organisation plan its IT and Sage-related needs effectively, ensuring tailored support and minimised downtime.

Faster Response Times:

Utilize's quick response to issues minimises downtime, with knowledgeable and friendly support staff available through a web portal for logging and tracking calls.

Improved Security and Disaster Recovery:

Centralised monitoring of anti-virus and spam filtering services, combined with a comprehensive disaster recovery plan, has significantly enhanced IT security.

Optimised IT Budget Management:

Practical advice from the IT company allowed the organisation to make informed decisions about IT investments, including Sage, ensuring cost-effective solutions without unnecessary expenditure.

“Since we made the switch to Utilize, we’ve witnessed a level of service that had been sorely missing from our experiences with previous providers. Our account manager is always open and honest with us – he gives us good advice on the products and services we ought to start thinking about and gives us options rather than just the most expensive. It’s not all about the hard sell.”

— Company Finance and IT Manager

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