Digital Workplace Transformation: Enhancing Collaboration at Nucleus

Introduction

Company Overview 

Nucleus Financial is a well-established company in the financial services sector, known for its commitment to delivering clear, efficient, and innovative financial solutions. The company has built a strong reputation by embracing modern technology to enhance both client experiences and internal operations. By staying ahead of the curve with their systems, Nucleus aims to ensure smooth processes and high levels of service for their clients.

Situation Overview 

As Nucleus Financial grew rapidly, it became clear that its internal communication and collaboration tools needed an upgrade. The company’s expansion brought new employees and teams into the mix, but their existing systems weren’t being used effectively. Communication had become fragmented, and employee engagement was starting to drop. To support its growth and improve collaboration, Nucleus needed a unified solution that would enhance its digital workspace, making it easier for employees to work together and stay engaged. 

The Challenge

Fragmented Communication 

Nucleus was using a combination of older systems and more modern tools like Slack, but this led to communication being spread across different platforms. Teams weren’t always aligned, and important information was often lost or overlooked. This lack of cohesion made it harder for employees to work together efficiently. 

Underutilisation of Tools 

Although Nucleus had access to powerful platforms like Microsoft Teams, these tools weren’t being widely used. Other resources, such as Microsoft Viva Engage, hadn’t been explored at all, meaning that Nucleus was missing out on features that could improve productivity, knowledge sharing, and employee engagement. Without a strategy to drive adoption, these tools were failing to deliver their full potential. 

Governance and Security Concerns 

The use of multiple communication platforms also raised concerns about governance and security. It was difficult to ensure that company-wide standards were consistently applied, especially when it came to managing data and maintaining secure practices. This lack of control presented a risk to the company, especially as it grew larger and more complex. 

Need for Integration 

To address these challenges, Nucleus needed a solution that would bring together their various tools and systems into a single, cohesive platform. The goal was to streamline communication, support the company’s growth, and make it easier for employees to collaborate and share information effectively. 

The Solution

To solve their issues, Nucleus decided to partner with us. Cocentric is a consulting specialising in digital transformation and together, we worked on a plan to modernise Nucleus’s communication tools and create a more unified digital workspace. 

Consultation and Discovery Phase 

The project began with an in-depth consultation process. Cocentric held discussions with key stakeholders at Nucleus to fully understand the company’s current challenges and goals. This helped to identify the gaps in the existing systems and clarify the company’s needs. 

Strategic Design and Implementation 

Once the consultation phase was complete, we moved forward with a plan to roll out new tools and improve the use of existing platforms: 

Microsoft Teams 

• We focused on increasing the use of Microsoft Teams, making sure employees were fully aware of its features and benefits. We introduced clear guidelines for how to use Teams effectively, including governance controls, structured channels, and best practices. By highlighting features like chat, calendar, and file sharing, they created a better overall experience for users and encouraged more real-time collaboration between teams. 

Microsoft Viva Engage 

• To further boost engagement and knowledge sharing, Cocentric implemented Microsoft Viva Engage. This tool was tailored to help build a stronger sense of community within Nucleus, allowing employees to share ideas and recognise each other’s contributions. Administrators received advanced training to ensure they could manage the platform effectively, and best practices were put in place to guarantee long-term success. 

SharePoint Intranet The Main Stage 

• A major part of the solution was the development of Nucleus’s first company-wide intranet, named The Main Stage. Built using SharePoint, The Main Stage was designed to provide all employees with easy access to key information, tools, and updates. It was closely integrated with other platforms like Viva Engage to ensure high adoption and use. Nucleus worked alongside us to design, test, and launch the intranet, ensuring it met the company’s specific needs. 

Training and Adoption Support 

• One of the key elements of the project was ensuring that employees were comfortable using the new tools. Cocentric provided extensive training to help employees get the most out of the platforms, offering user guides, best practice sessions, and ongoing support. This focus on training made the transition smoother and helped drive adoption across the company.

The Result

The implementation of these new tools has had a noticeable impact on how Nucleus Financial operates, leading to improved communication, collaboration, and overall efficiency. 

Enhanced Collaboration 

By integrating Microsoft Teams and Viva Engage, Nucleus has created a more connected work environment. Employees can now collaborate in real-time, breaking down communication barriers between teams. This has led to better information sharing, making it easier for staff to work together on projects and reach decisions more quickly. 

Increased Employee Engagement 

Viva Engage has played a key role in boosting employee engagement. By creating a space where staff can share ideas and be recognised for their contributions, the platform has helped to build a more connected and engaged workforce. Employees are now more involved in company-wide discussions, which has led to higher levels of participation and collaboration across the organisation. 

Improved Communication Access 

The introduction of The Main Stage has given employees a central place to access important information and tools. Whether they need company updates or resources to help them with their work, everything is now available in one easy-to-navigate location. This has made it easier for employees to stay informed and get the resources they need to do their jobs more efficiently. 

Operational Efficiency 

By streamlining communication and consolidating their tools, Nucleus has seen improvements in how teams coordinate and manage their work. Projects are moving forward more smoothly, and employees can collaborate more effectively, leading to greater overall operational efficiency. 

 
Quantitative and Qualitative Impact:  

• Viva Engage Training 
  Since transitioning from Slack to Viva Engage, the platform's uptake has been impressive, with key communities performing at the same high level as their Slack counterparts. Following comprehensive training sessions, employees have quickly embraced a wide variety of features and content. Initiatives such as competitions and knowledge-sharing activities have already been launched, contributing to a stronger sense of community and engagement across the organisation. 

• ‘The Main Stage’ Launch 
  With the development of The Main Stage, our Nucleus Hub built on SharePoint, we have successfully consolidated and streamlined access to essential tools and company-wide information. This centralised intranet serves as a single home for organisational news, enhancing efficiency and reliability while simplifying the user experience. By integrating channels like Viva Engage and offering personalisation options for each user’s homepage, we've maximised the platform's usefulness for everyone. The Nucleus Hub has not only improved operational access but has also fostered a stronger sense of belonging within the organisation, making it a reliable resource for all employees.
   

Conclusion

By integrating Microsoft Teams, Viva Engage, and SharePoint, Nucleus Financial has achieved remarkable results: 

• Enhanced communication and real-time collaboration. 

• Increased employee engagement through dynamic knowledge sharing and recognition. 

• Improved operational efficiency by consolidating tools and streamlining processes. 

These outcomes showcase the power of a unified digital workspace.  

To learn more about how we can help your business achieve similar success, explore our case studies or get in touch for a consultation.