A growing nonprofit partnered with Reintivity to migrate from Google to Microsoft 365 and Azure, implement managed IT and device security, and turn everyday tech headaches into a stable, secure, and scalable cloud environment so leaders can focus on students instead of systems.
Challenge
A growing Chicago-based nonprofit focused on expanding opportunities for students in STEM and healthcare careers reached a point where its technology needs had outpaced what its leadership team could comfortably manage. Day-to-day IT responsibilities—resetting passwords, managing user access, troubleshooting email issues, and keeping devices secure—were consuming valuable time that should have been spent on strategy, fundraising, and building community partnerships.
As the organization expanded its programs, events, and partnerships with schools and industry organizations, its existing setup, centered on Google Workspace and a mix of aging tools, began to show its limits. Collaboration was inconsistent across teams, data was scattered in multiple systems, and there was no centralized, proactive way to manage laptops, desktops, and other devices. Security and compliance were increasing concerns, especially as more sensitive information about students, partners, and donors was being stored and shared online.
The nonprofit also needed better visibility into user access and licensing, as accounts accumulated over time with little standardization. Without a dedicated IT department, leadership often found themselves acting as ad hoc tech support, trying to solve issues while juggling their primary responsibilities. The organization needed modern, integrated technology that could scale with its growth and a partner who could both advise on the right solutions and take ownership of day-to-day IT operations.
Solution
The nonprofit turned to Reintivity Technology Solutions, a partner that had already delivered several successful technology initiatives, including Power Platform development, website design, and ongoing website management. Because Reintivity understood both the mission and the existing systems, they were able to quickly assess the current environment and propose a roadmap for a more modern, manageable IT foundation.
Together, the organization and Reintivity designed a managed IT support model that would provide both strategic guidance and day-to-day operational support. The first major step was moving from Google to Microsoft 365. Reintivity planned and executed a structured migration that minimized disruption for staff. Email, calendars, files, and shared drives were carefully mapped and migrated, with clear communication before, during, and after the cutover. Staff were guided through the transition to Outlook, Teams, OneDrive, and SharePoint, and Reintivity delivered user training sessions and quick-reference materials so that employees could get comfortable with the new tools quickly.
At the same time, Reintivity helped modernize the application environment by migrating key applications and workloads to Microsoft Azure. This move provided a more scalable, secure, and reliable foundation for systems and data. By leveraging Azure, Reintivity ensured that the nonprofit could better support remote work, hybrid events, and program expansion without needing to invest in on-premises infrastructure or worry about hardware lifecycle management.
To address device-related challenges, Reintivity implemented centralized device monitoring, management, and security. Laptops and desktops used by staff and key volunteers were enrolled in a management platform that allowed Reintivity to monitor health, apply updates, enforce security policies, and respond quickly to potential issues. This shift helped standardize configurations, reduce downtime, and strengthen protection against malware, phishing, and other cyber threats.
Reintivity’s role extended beyond individual projects. They became the organization’s ongoing IT managed services provider, serving as a single point of contact for technology needs. This included help desk support, user lifecycle management, license and subscription oversight, planning for regulatory security audits, and ongoing optimization of the Microsoft 365 and Azure environments. Scheduled check-ins with leadership ensured that technology decisions stayed aligned with program goals, grant requirements, and budget.
Results
By partnering with Reintivity, the nonprofit transformed its technology from a source of stress into a strategic asset. Leadership regained valuable time previously spent on troubleshooting and system administration, allowing them to focus on program development, partnerships, and fundraising. Staff and volunteers now have a clear place to go when they need help, rather than relying on busy leaders for ad hoc IT support.
The migration to Microsoft 365 provided a more cohesive and secure collaboration environment. Staff now work more effectively in Teams, coordinate events through shared calendars, and share files through SharePoint and OneDrive instead of relying on disconnected tools and email attachments. The move to Azure created a scalable platform that can grow with the organization as it adds new programs, locations, and digital services, while also supporting remote access for distributed teams and partners.
Centralized device monitoring and management significantly reduced the number of unexpected issues and improved response times when problems did arise. Security patches and updates are applied consistently, helping to protect sensitive information and maintain stakeholder trust. Staff report fewer disruptions, faster resolution of issues, and greater confidence that their devices will work the way they need them to when supporting students and community events.
Over time, the nonprofit began to see additional benefits from having a cohesive technology environment and a proactive partner. New staff and volunteers are onboarded more quickly, with standardized accounts and devices ready on day one. Leadership has clearer visibility into licensing, systems, and risk, making it easier to plan for future growth and support grant reporting, budgeting, and compliance efforts.
“Reintivity keeps our cloud productivity environment stable, secure, and most importantly predictable. That reliability lets us focus on students, not systems,” said the managing director.
Because Reintivity provides ongoing IT management and support, the organization no longer needs to worry about who will handle the next technology question or project. It now has a partner who anticipates needs, recommends improvements, and keeps leadership informed about opportunities to increase efficiency, reduce risk, and get more value from its technology investments.
Most importantly, the nonprofit can now devote more energy to its mission: expanding access to STEM and healthcare careers for students. With a modern, secure, and well-managed technology environment in place, the organization is better equipped to grow its impact, strengthen relationships with schools and partners, and reach more young people across the communities it serves.
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