Managed IT & Unified Communications for Arts & Not-for-Profit

The Challenge

A long-standing, internationally recognised arts-based not-for-profit organisation approached Arrow with an urgent need to modernise its IT environment.
Their existing infrastructure was outdated, fragmented, and not fit for the demands of large-scale, multi-venue exhibitions.

Core issues included:

• Unreliable consumer-grade internet and telephony
• Ad-hoc, ticket-based IT support without proactive monitoring
• Unsecured and unmanaged wireless networks
• Disorganised SharePoint environment and inefficient onboarding processes
• Legacy NAS devices with no backup or disaster recovery strategy
• Fragmented and unprotected endpoint fleet
• No access to not-for-profit pricing

The organisation required a technology partner with deep experience in the nonprofit sector, one who could deliver a secure, scalable IT foundation while maximising vendor discounts and improving cost efficiency.

The Solution

Arrow began with a full audit of the organisation’s IT environment, prioritising cybersecurity uplift, disaster recovery, operational efficiency, and scalability. The solution was aligned to the Essential Eight framework, with a focus on improving endpoint management, identity protection, cloud communications, and data resilience.
Arrow’s virtual CIO delivers embedded IT leadership—shaping roadmaps, enhancing cybersecurity, guiding budgets, ensuring compliance, and overseeing projects. As a senior advisor to executives and boards, they align technology with organisational goals, manage risk, optimise spend, and support change. Quarterly updates keep leadership informed and decisions strategic.

Key improvements included:

• Hybrid Disaster Recovery: Replacing legacy NAS devices with a modern, multi-layered BCDR strategy covering both Microsoft 365 SaaS workloads and on-premises data.
• Server Infrastructure Modernisation: Implementing a new server to support core applications.
• Cybersecurity Uplift: Microsoft Secure Score improvement, SOC-backed threat detection, device management, and layered endpoint protection
• Structured Onboarding: Policy-based provisioning and user setup
• SharePoint Restructure: Organised content, archived legacy data, and improved access controls.
• High-Speed Fibre Internet: Reliable connection with network monitoring for proactive performance alerts.
• Unified Communications: Microsoft Teams Phone System with Direct Routing to support a distributed workforce across rotating venues.
• NFP Licensing Migration: Moving to a not-for-profit tenant for significant licensing cost savings.

The Outcomes

The organisation now operates on a secure, agile IT platform that supports both everyday operations and the high-demand requirements of exhibitions. Teams collaborate seamlessly via Microsoft Teams, while devices and access are centrally managed and monitored 24/7.

Benefits delivered:

• Not-for-Profit Cost Efficiency: Including consolidated licensing, and activation of donation-based pricing tiers.
• Disaster Recovery Resilience
• Enhanced Cybersecurity: Layered defences and continuous awareness training to uplift their Microsoft Secure Score.
• Improved User Experience: Consistent onboarding, device provisioning, and structured SharePoint access.
• Reliable Network Performance: Managed fibre internet and network monitoring eliminated connectivity issues.
• Unified Communication: Cloud-based phone system enables rapid onboarding of seasonal staff and seamless communication across venues.
• Ongoing Strategic Partnership: Arrow continues to advise on IT planning, cybersecurity, and grant/funding opportunities.

Procurement Specialists

Arrow Voice & Data is your trusted partner for complete IT and telecommunications solutions. We manage all procurement, licensing, support, and vendor engagement under one umbrella, helping not-for-profits stretch every dollar further while staying secure and connected.
From modernising legacy systems to planning full digital transformations, Arrow ensures projects are delivered right the first time, so you can focus on your mission, not your technology.