Case Study: Implementing a Microsoft 365 Cloud Office Environment / Chuou-Densetsu Inc.
- Oct 3, 2022
- 4 min read
Updated: Feb 18
Client Overview
Chuou-Densetsu Inc.
Established in 1956, Chuo-Densetsu has more than 65 years of experience in the design, construction, maintenance, inspection and assessment of electrical and telecommunications systems. The company primarily works on public infrastructure projects, including railway systems (mainly Tokyo Metro), schools, and commercial buildings.
Construction Division, Deputy Director: Mr. Nakae
Q: Why did you decide to consult with THT?
We had previously entrusted our internal IT environment to a long-time vendor who was familiar with our systems.
However, the spread of COVID-19 required us to shift to remote work. Although we provided laptops to all employees, it soon became clear that we needed to rethink a wide range of operational processes, including how we share and manage files, not just device setup.
At the time, we were unsure where the real issues lay or how to begin addressing them. With limited knowledge of current IT trends, we didn't even know whom to consult. That was when we were introduced to Tokyo Preservation communication (Hereinafter THT), and our relationship began.
Q: What challenges were you facing?
The first major issue was that only one person, who was not even an in-house employee, fully understood our internal systems.
THT immediately took the initiative to coordinate with our existing IT vendor and began assessing our internal network infrastructure and data storage environment.
It soon became clear that, because our file server was located on-premises, both data access and application processing speeds were extremely slow.
On one particularly hot night, the server even went down completely.
We had become so accustomed to this outdated system that we hadn't fully realized how much it was affecting our operational efficiency, until THT helped us clearly identify the problem.
In addition, as we prepared to rebuild our Kawaguchi Warehouse and transition it into the new Kawaguchi Techno Station, we were also exploring ways to enable remote monitoring of the Construction Department office from our Otsuka Head Office.
Kawaguchi Techno Station
Q: How did you resolve these issues?
First, we decided to migrate all files stored on individual employees' computers and on our on-premises servers to the cloud.
We implemented Microsoft 365 to streamline and standardize information sharing between the head office and the Kawaguchi Warehouse.
We also introduced Microsoft Teams, creating channels for each department and role to enable seamless communication across the organization.
Second, we installed a dedicated network camera at the Kawaguchi Warehouse. By separating the camera hardware from the data storage location, we ensured that video footage would remain securely stored on the server even if the camera itself were damaged. This setup allows us to monitor the warehouse remotely from the head office, eliminating the need for frequent phone calls to check on-site conditions.
Q: Was the cloud migration smooth?
The biggest challenge was organizing our files during the migration to the cloud.
Because our network infrastructure was relatively weak, the migration process took longer than expected.
There was also a risk of data loss during the transfer. However, with THT's support, we were able to complete the migration without losing any files.
Another bottleneck was the insufficient performance of the computers provided to employees.
THT recommended upgrading the hard disk drives (HDDs) to solid-state drives (SSDs), which allowed us to significantly improve performance at a relatively low cost.
Q: How do you feel after starting to use the system?
First of all, the speed and efficiency of all computer-based tasks have improved dramatically.
This includes everything from application startup and file access to overall work efficiency and internal communication.
Instead of sending Excel files as email attachments, we can now collaborate on documents online and communicate via chat.
With the introduction of Microsoft Teams, group chats have become the norm, making internal communication much smoother.
File exchanges with our Vietnam branch, which were previously handled by email, are now completely stress-free.
Teams has also enabled us to check attendance and work schedules online.
In the past, employees had to come to the office and write their schedules on a whiteboard, and I often had to call night-shift workers to confirm their schedules.
Now, schedule coordination between locations is surprisingly smooth.
The network cameras not only enhance security but also allow us to monitor the Kawaguchi Warehouse in real time from the head office, making it easy to track the whereabouts of staff members we need to contact.
Q: How do you plan to operate the system going forward?
We are now motivated to explore and make full use of the various features of Teams.
Simply having this motivation is a significant breakthrough for our company.
Our goal is to use the system to visualize construction progress and further enhance work efficiency. However, we believe it is first essential for employees to become comfortable and familiar with the system before expanding its use.
Q: Please tell us about your future plans and expectations for THT.
We need to develop new strengths to keep pace with the increasing diversity and rapid changes in society.
While our company has expertise in electrical equipment and communication technology, IT is evolving at a much faster rate. With THT's support, we plan to actively promote digital transformation (DX) to ensure we stay competitive and innovative.
Q: Finally, could you please help promote THT to those reading this article?
By understanding and aligning with our business strategy, THT propose IT solutions that are perfectly tailored to our needs. With the safety, security, and stability they provide through ongoing maintenance and operations, THT equips us with the tools to strengthen and grow our company.
We look forward to their continued support and partnership.
