IT Cost Savings Summary Report

Current Situation and Cost Drivers

Your current network relies on several Legacy switches and routers that are nearing the end of their useful life. This outdated equipment is a major liability because it has much higher energy costs than modern gear and significantly increases the risk of unplanned downtime. Furthermore, these devices offer limited remote management capabilities, which means most troubleshooting and repairs require technicians to travel on-site, driving up support expenses.

Recommendations for Cost Savings

To resolve these issues, we recommend a phased hardware replacement:

• Hardware Modernization: Replace the aging devices with Cloud-Managed PoE models (e.g., Ubiquiti, TP-Link Omada). This shift allows 90% of maintenance and configuration tasks to be handled remotely, drastically cutting travel time and fees.
• Energy Optimization: Deploy equipment that is specifically rated as energy-efficient to reduce your ongoing power consumption by up to 20%.
• Security & Performance: Implement VLAN Segmentation to separate your network traffic. For example, this will isolate VoIP phones and guest Wi-Fi from your core business data, enhancing security and preventing service bottlenecks.

Current Situation and Cost Drivers

Greenfield Accounts currently operates a fragmented communications system. You are using a mix of legacy PBX hardware and multiple third-party VoIP subscription services. This overlap results in inconsistent service quality, significant duplicated subscription fees, and high maintenance expenses for the old PBX equipment.

Recommendations for Cost Savings

The clear solution is to move to a single, consolidated platform:

• Platform Consolidation: We recommend consolidating all voice and telephony services under a single, unified, cloud-hosted VoIP provider. This simplifies billing, management, and ensures consistent call quality across the organization.
• License Right-Sizing: Conduct an audit to remove unused direct dial numbers and precisely evaluate the utilization of your digital phone lines (SIP Trunks). This ensures you are only paying for the exact capacity you need.
• Collaboration Integration: Integrate the new VoIP system directly with your team collaboration tools (e.g., Microsoft Teams or Zoom Phone). This enables staff to make and receive calls seamlessly from their computer or mobile device, improving remote work flexibility.

Current Situation and Cost Drivers

Your operational workflows are currently held back by relying on siloed spreadsheets, local databases, and a wide variety of third-party SaaS tools. This patchwork approach creates significant inefficiencies, makes data reporting complex, and hinders cross-departmental collaboration. A lack of visibility means you are paying for SaaS apps that are underused or entirely redundant.

Recommendations for Cost Savings

The strategy here is to centralize and automate:

• Workflow Automation: Implement centralized workflow automation tools (such as Notion, Monday.com, or Microsoft 365 Planner). This standardizes tasks, improves tracking, and reduces reliance on manual administrative work.
• Data Migration: Migrate all key data storage to a secure, controlled cloud platform (like SharePoint or Google Workspace). This ensures everyone is working from the same version of truth, controlled access, and robust data security.
• SaaS Consolidation: Conduct a thorough review of all current SaaS subscriptions to eliminate unused accounts and consolidate overlapping services. This generates immediate, measurable cost savings.

Current Issues and Cost Drivers

Your IT budget is less efficient than it could be because you are managing multiple vendor contracts for support, internet, and cloud services, which dilutes your buying power. Licensing costs are inflated because you pay for expensive, full-tier licenses for users who only need basic access, and monthly cloud bills are too high because archive data is stored in costly, high-speed tiers.

Recommendations for Cost Savings

A targeted audit and negotiation strategy will yield significant savings:

• Vendor Consolidation: Review all existing service contracts (IT support, internet, cloud) with the goal of consolidating services under a single, preferred vendor. This allows you to leverage your total spending to negotiate a single, discounted Service Level Agreement (SLA) (Est. Saving: £1,500).
• License Right-Sizing: Conduct a full license audit to ensure every user has the correct, lowest-cost license tier required for their role (e.g., downgrading unnecessary software). Implement a policy to proactively remove licenses immediately when staff leave (Est. Saving: £1,000).
• Smart Cloud Storage: Define a data lifecycle policy to identify non-critical, rarely accessed (cold) data and automatically move it to less expensive Archival Storage Tiers (e.g., Azure Archive or Amazon Glacier), significantly lowering recurring monthly cloud fees (Est. Saving: £500).

Current Issues and Cost Drivers

Your current security and access control systems are disjointed. Security gaps exist because CCTV and door entry systems don't "talk" to one another. Manual processes (like paper sign-in sheets) for visitors are inefficient and waste reception staff time. Maintenance is also complex and expensive due to proprietary physical servers required for security functions.

Recommendations for Cost Savings

Integrating these systems provides both efficiency and security benefits:

• Unified Cloud Platform: Implement a single, integrated Cloud Security Suite that manages Access Control, Video Surveillance, and Automated Visitor Management from one central interface.
• Automated VMS: Deploy a digital kiosk for automated guest check-in. This eliminates the need for manual logging, instantly notifies hosts, and provides a professional first impression, freeing up administrative labor.
• Cost-Free Access: Utilize Mobile/QR Code Credentials instead of expensive plastic keycards, drastically reducing the cost of hardware procurement and replacement.
• Preventive Maintenance: Integrate system monitoring into a scheduled maintenance plan to monitor and service door entry and CCTV hardware, catching minor issues before they lead to expensive breakdowns.