How can Microsoft 365 improve collaboration in higher education institutions?

Microsoft 365 offers a suite of tools that streamline communication and collaboration across departments, faculties and student services. Platforms like Teams and SharePoint enable real-time document sharing, group chats, and project coordination, reducing email overload and improving response times. Viva Connections and Engage help build a sense of community, especially in hybrid or remote environments. \n At Silicon Reef, we’ve seen universities improve productivity levels by tailoring M365 to their unique structures—whether that’s simplifying onboarding for new staff or creating centralised hubs for research teams. Our people-first approach ensures that technology supports the way your institution works, not the other way around. We don’t just implement tools—we help you build digital environments that empower educators, administrators and students to thrive.

What are the biggest challenges universities face with digital transformation?

Universities often struggle with fragmented systems, legacy platforms and siloed communication. These challenges can slow down decision-making, complicate compliance, and make it harder to engage staff and students. Digital transformation isn’t just about adopting new tech—it’s about aligning tools with institutional goals and culture. \n At Silicon Reef, we’ve worked with higher education clients to bridge the gap between IT and internal communications, ensuring that platforms like SharePoint and Viva are not only technically sound but also intuitive and inclusive. We believe transformation should be people-led, with technology enhancing—not replacing—human connection. Our experience shows that when universities prioritise user experience and accessibility, adoption rates soar and long-term value is unlocked.

Is SharePoint suitable for use as a university intranet?

Absolutely. SharePoint is a flexible, scalable platform that can be tailored to meet the complex needs of higher education institutions. It supports secure document management, personalised content delivery, and integration with other Microsoft 365 tools like Teams and Viva. \n Universities can use SharePoint to centralise policies, streamline internal communications, and create role-based access for different departments. \n At Silicon Reef, we’ve helped clients design SharePoint intranets that reflect their organisational structure and culture—whether that’s faculty-specific dashboards or student-facing portals. We see SharePoint as more than just a document repository; it’s a foundation for building a connected, efficient and inclusive digital campus.

How can Microsoft Viva help improve employee experience in universities?

Microsoft Viva offers powerful tools to support staff engagement and communication in higher education. \n Viva Connections acts as a personalised gateway to your university’s intranet—bringing together news, resources and communities in one place, accessible from any device. \n Viva Engage enables open dialogue and peer connection, helping staff feel heard and included, especially across dispersed campuses. \n Viva Amplify simplifies internal comms by allowing teams to create, publish and track campaigns across multiple channels—ensuring key messages reach the right people. \n At Silicon Reef, we help universities embed these tools in a way that reflects their culture and structure. We’ve seen how Viva can transform the staff experience—making communication more human, inclusive and effective. It’s not just about pushing content; it’s about creating a digital environment where people feel connected, informed and empowered.

What makes Silicon Reef different when working with higher education clients?

We’re Microsoft 365 experts with a people-first mindset. That means we don’t just deliver tech—we design digital environments that work for real people in real roles. In higher education, that could be a lecturer juggling research and admin, or a comms team trying to reach thousands of staff across campuses. \n We take time to understand your structure, challenges and goals, then tailor solutions that fit. Our work with universities has shown us that success comes from collaboration, not configuration. We bring deep M365 knowledge, but we also listen—really listen—to what your teams need. The result? Platforms that feel intuitive, inclusive and empowering from day one.

Empowering IT & Digital Workplace Leaders with Microsoft 365

We help IT and Digital Workplace teams modernise their environments, streamline operations, and deliver seamless employee experiences – all through strategic Microsoft 365 solutions.

Book a Meeting Send Us a Message

SharePoint & Microsoft 365 Services for IT & Digital Workplace Leaders

Building a Cohesive Digital Workplace

IT and Digital Workplace leaders are under pressure to deliver secure, integrated, and user-friendly digital ecosystems. From legacy systems and shadow IT to poor findability and fragmented platforms, the challenges are complex – but solvable.

We help IT and Digital teams unlock the full potential of Microsoft 365 – using SharePoint, Power Platform, and Copilot to simplify, connect, and transform the digital workplace.

Our Services

We design SharePoint-based portals that act as a “single pane of glass” – a central hub where employees can access everything they need in just a few clicks.

One Entry Point

Replace fragmented systems with a unified portal that brings together tools, documents, and services.

Built for Simplicity

We design intuitive interfaces and navigation that make it easy for employees to find what they need – without needing to be experts in every platform.

Integrated by Default

From Teams to third-party apps, we surface the tools your people use every day in one seamless experience.

We connect the dots across your digital workplace – integrating Microsoft 365 tools and external systems into a cohesive ecosystem.

Connect What Matters

Whether it’s HR platforms, finance systems, or CRM tools, we bring them into your SharePoint and Teams environment.

Reduce Context Switching

Embed dashboards, forms, and workflows directly into your intranet or Teams channels.

Future-Ready Architecture

We design with flexibility in mind, so your digital workplace can evolve as your tech stack grows.

We make organisational knowledge easy to find, manage, and govern – so your people spend less time searching and more time doing.

Smart Information Architecture

We structure your SharePoint environment with logical site hierarchies, metadata, and tagging.

Findability That Works

With Microsoft Search and Syntex, we ensure content is surfaced quickly and accurately.

Secure by Design

Permissions, versioning, and retention policies are built in – so the right people see the right content, and nothing more.

We help you collaborate confidently beyond your organisation – with clients, partners, members, or the public.

Share with Confidence

Set up secure SharePoint extranets, portals, and Teams environments with controlled guest access.

Control & Audit

Apply granular permissions, sensitivity labels, and audit trails to protect your data.

Frictionless Experience

Make it easy for external users to access what they need – without compromising security.

We embed governance into every solution – helping IT teams manage risk without slowing down innovation.

Unified Policies

Apply consistent security, retention, and sharing policies across SharePoint, Teams, and beyond.

Compliance by Default

Use Microsoft Purview, DLP, and Entra ID to meet regulatory and organisational requirements.

Sustainable Management

We help you set up governance frameworks, champions networks, and Centres of Excellence to keep things on track.

We help you get ready for Microsoft 365 Copilot – from organisation-wide readiness to quick wins with Copilot Agents.

Foundations First

We assess and improve your content, permissions, and information architecture to ensure Copilot has the right data to work with.

Quick Wins with Copilot Agents

We help you design and deploy Copilot Agents that solve real business problems fast – from surfacing policies to automating FAQs.

AI That Adds Value

We show you how to use Copilot to reduce support tickets, generate content, and make knowledge more accessible – all while staying secure and compliant.

We unlock the power of low-code to help IT teams solve problems fast – without adding more tools to the stack.

Automate the Mundane

Use Power Automate to streamline approvals, notifications, and data syncs.

Build What You Need

Create custom Power Apps for everything from helpdesk tickets to site inspections.

Scale with Confidence

We help you establish a Power Platform Centre of Excellence – ensuring governance, adoption, and long-term success across your organisation.

I would highly recommend Silicon Reef to those out there looking to roll out or further develop SharePoint Intranet and document management systems. It was a pleasure working with their teams.

Tom Tierney

Group IT Project Manager, Argent Energy

Example of a Document Management centre in SharePoint

Our Work with IT & Digital Teams

Telecommunications Organisation

Streamlining Global Events with a Scalable, Member-Friendly Platform

A global membership organisation streamlined its complex event management process into a unified, user-friendly experience. Using Microsoft Power Platform, we delivered a custom portal that automates registration, enforces attendance policies, and consolidates events into a central SharePoint calendar. The result? Real-time visibility, faster workflows, and a seamless member journey – all built within their existing Microsoft 365 environment, enabling effortless scale without additional cost.

Engineering Firm

Secure Collaboration Without Compromise for Sensitive Projects

A global engineering organisation needed to share export-controlled data securely with external partners. We delivered a Microsoft 365-integrated portal that automates compliance, enforces access controls, and replaces legacy systems with a scalable, auditable solution. Teams now collaborate confidently across boundaries, with reduced IT overhead and improved user experience – all while meeting strict regulatory requirements.

Warner Bros Discovery: Empowering Innovation at Scale with a Power Platform Centre of Excellence

Warner Bros. Discovery wanted to unlock citizen development across 34,000 employees without losing control. We’re partnering with them to establish a Power Platform Centre of Excellence – combining governance, training, and community support. The goal is secure, scalable app development, faster delivery of business solutions, and a cultural shift towards automation and innovation. IT and business teams are working together to build smarter, supported solutions – at scale.

Solving IT & Digital Workplace Challenges with Microsoft 365

IT and Digital Workplace teams are under pressure to deliver seamless, secure, and scalable digital experiences – but the reality is often more complex. From fragmented systems and poor findability to governance gaps and outdated tools, these challenges can slow progress and frustrate users. The good news? With the right Microsoft 365 solutions, each challenge becomes an opportunity to simplify, connect, and improve the way your organisation works.

Fragmented Digital Workplace

Current Challenges:

Employees often navigate multiple disconnected platforms to get work done, leading to a frustrating and inefficient experience. There’s no central hub, making IT support and governance more complex.

What’s Possible:

Create a unified SharePoint portal with Viva Connections as the front door
Surface tools, documents, and services in one place with consistent navigation
Reduce context-switching and improve user satisfaction

Information Overload & Poor Findability

Current Challenges:

Content is scattered across shared drives, legacy systems, and email archives, making it hard to find accurate information. This leads to wasted time, duplicate files, and support headaches.

What’s Possible:

Consolidate content into structured SharePoint libraries with metadata
Enable powerful Microsoft Search across your digital estate
Use Syntex and Copilot to tag, surface, and summarise content intelligently

Siloed Systems & Shadow IT

Current Challenges:

Departments often use disconnected apps or unsanctioned tools to fill gaps, creating security risks and inconsistent user experiences. IT struggles to maintain control and visibility.

What’s Possible:

Integrate external and internal systems into SharePoint and Teams
Build approved apps and workflows with Power Platform
Monitor and reduce shadow IT with governance and training

Outdated Channels & Collaboration Bottlenecks

Current Challenges:

Email and meetings dominate collaboration, slowing productivity and burying information in inboxes. Modern tools are underused or poorly adopted.

What’s Possible:

Shift collaboration to Teams and Viva Engage for real-time dialogue
Design workflows that reduce email reliance and automate routine tasks
Enable asynchronous work with persistent, transparent communication channels

Legacy Tools & Technical Debt

Current Challenges:

Old platforms and on-prem systems are hard to maintain and don’t support modern ways of working. They block integration and mobile access.

What’s Possible:

Migrate legacy systems to SharePoint Online and OneDrive
Use Power Platform connectors to bridge remaining gaps
Free up IT resources by retiring outdated infrastructure

Security, Compliance & Governance Gaps

Current Challenges:

Multiple platforms mean inconsistent policies and risky data sharing. Overly strict controls can stifle collaboration, while loose ones invite breaches.

What’s Possible:

Apply unified security and compliance policies across Microsoft 365
Enable secure external collaboration with Entra ID and Purview
Monitor and audit activity centrally for full visibility

Unclear Ownership & Strategy

Current Challenges:

Digital workplace ownership is often fragmented across IT, Comms, and HR, leading to duplicated efforts and stalled progress.

What’s Possible:

Establish a cross-functional governance group with clear roles
Create a shared roadmap aligned to business goals
Use Viva Engage and SharePoint to support joined-up communication

Microsoft 365 Resources for IT & Digital Teams

Digital Workplace Audit Checklist

Use this free framework as a starting point to assess and evolve your Microsoft 365 tools.

The Governance Trap: Why Overthinking Security Can Weaken It

See how to get governance and security right without leading to siloed data or shadow IT.

Improve Search in Your Digital Workplace

Employees can’t find what they need – here’s why.

Shadow IT is a Symptom, Not the Problem

Shadow IT is increasing – and it’s trying to tell you something.

Why Legacy Platforms are Holding you Back

It’s easy for trusted legacy platforms to feel like the safe options – but they could be causing more problems.

The High Cost of Data Silos

Fragmented systems mean data and knowledge falls through the gaps. Here’s how IT can fix it.

FAQs

Got questions? We’ve answered some of the common ones here. If you can’t find what you’re looking for, drop us a note.

How do you support IT and Digital Workplace teams in modernising Microsoft 365 environments?

Silicon Reef helps IT and Digital Workplace teams modernise their Microsoft 365 environments by designing unified, secure, and user-friendly solutions. From SharePoint intranets to Power Platform automation, we connect tools, data, and people into a single digital ecosystem. Our team focuses on simplifying infrastructure, reducing technical debt, and creating scalable architectures that evolve with your organisation. The result is a cohesive Microsoft 365 environment that enhances productivity, supports governance, and delivers measurable business value.

Can you integrate legacy systems and third-party tools into Microsoft 365?

Yes. Silicon Reef specialises in connecting legacy systems and third-party applications into a unified Microsoft 365 ecosystem. We integrate tools such as HR, finance, or CRM platforms directly within SharePoint and Teams to reduce context switching and improve data visibility. Our approach ensures that your digital workplace operates as one cohesive environment – maintaining security and compliance while improving user experience. This integration-first strategy helps IT teams maintain control without restricting flexibility.

How do you help IT teams strengthen security and governance in Microsoft 365?

Silicon Reef embeds security and governance into every Microsoft 365 solution. We implement consistent policies across SharePoint, Teams, and Power Platform using Microsoft Purview, Entra ID, and DLP tools. Our experts help IT teams establish sustainable governance frameworks, champion networks, and Centres of Excellence – ensuring long-term compliance and adoption. By aligning governance with business goals, we help organisations reduce risk while enabling innovation, collaboration, and secure external sharing.

What role do you play in preparing organisations for Microsoft 365 Copilot and AI?

Silicon Reef helps IT and Digital Workplace leaders get ready for Microsoft 365 Copilot by ensuring their data, permissions, and information architecture are optimised for AI. We assess your existing environment, improve data quality, and design Copilot Agents that deliver real business value quickly. The goal is to make AI work for your people, not the other way around.

Why should IT and Digital Workplace teams partner with Silicon Reef?

Partnering with Silicon Reef means working with a Microsoft 365 specialist that understands the challenges IT and Digital Workplace teams face every day. We combine deep technical expertise with a human-centred approach – helping you build digital workplaces that are secure, connected, and easy to manage. Our work doesn’t stop at implementation; we provide governance frameworks, adoption support, and continuous improvement to ensure your Microsoft 365 environment delivers lasting value and innovation.

Send us a message

Whether you’ve got a Microsoft 365 project in mind or just want to learn more, we’d love to hear from you.