VilacomVida: From Multiple Platforms to a Single Google Workspace Ecosystem

About the Client

VilacomVida is an organization dedicated to enhancing people’s quality of life through social services, community projects, and local initiatives. Over the years, it has built a solid reputation for commitment and positive impact within the communities it serves.

The company operates in the social and community services sector, where agility, communication, and quick access to information are essential. The work pace is demanding, with teams in the field, coordinators in the office, and multiple channels of contact with partners and beneficiaries. Its size and structure require technological tools that ensure efficiency, security, and collaboration, regardless of where each person is working.

The Challenge

Before the transition to Google Workspace, VilacomVida faced a fragmented technological landscape, where information was scattered across various platforms and systems, making day-to-day operations more complex and less productive. Photos, documents, and data were stored in different locations, hindering retrieval and sharing. 

Whenever a file was needed, the process involved searching through multiple folders, devices, or accounts, consuming time and increasing the risk of information loss.

Furthermore, mobility was limited. For employees who needed to work from their phones, responding to emails, accessing documents, or sharing images was not as simple and fast as it should have been.

Internal communication also presented challenges; not all channels were integrated, which created delays and message redundancy. A single, intuitive platform was needed to bring everything together, eliminating fragmentation and simplifying daily work.

The Goal

The objective was clear:

• Centralize all organizational information into a single digital ecosystem.
• Improve internal and external communication, ensuring fluidity and speed.
• Provide employees with full mobility, allowing them to work from anywhere on any device.
• Simplify access to documents, images, and emails, eliminating the need to switch between multiple platforms.
• Adopt tools that were intuitive and easy to learn, reducing the need for long adaptation periods.

VilacomVida sought a seamless transition that would deliver immediate benefits.

The Solution

The answer came through a partnership between Google and Devoteam.

A migration plan from Microsoft 365 to Google Workspace was designed and implemented, involving the transfer and reorganization of approximately 670 GB of data. 

This process ensured that all previously scattered information became available in a single, secure space accessible from any device.

With this solution, 50 user accounts gained access to:

The project included a change management plan developed by Devoteam and Google Cloud, which featured training, continuous support, and close collaboration with the VilacomVida team. 

The transition was rapid, with minor obstacles resolved efficiently and without significant impact on daily operations.

The Methodology

Devoteam applied a structured Change Management framework to ensure success:

1. Needs Analysis – Interviews and workflow mapping to identify critical points.
2. Detailed Planning – Defining migration steps, deadlines, and responsibilities to ensure no information was lost.
3. Communication Plan – Creating strategic communications to inform users about the platform change and minimize any negative impact.
4. Secure Migration – The phased transfer of 670 GB of data and emails, preserving the organization of folders and files.
5. Account and Permissions Configuration – Ensuring that each employee had the appropriate level of access.
6. Support and Optimization – Monitoring usage, answering questions, and providing suggestions for continuous improvement.

The Result

The benefits were felt immediately:

• +40% efficiency in internal communication, thanks to the adoption of Google Chat and its integration with Gmail.
• Total Mobility – Employees can now access emails, documents, and images on their phones, facilitating fieldwork.
• Complete centralization of 670 GB of previously scattered data, reducing the time spent searching for information by 30%.
• Fewer redundancies and greater security in file management.
• Faster processes for sharing and viewing images in the photo library improve the workflow for teams that rely on this content.

Today, VilacomVida has a unique and fully integrated digital ecosystem. The personalization of emails, the agility of chat communication, and the ability to access everything from anywhere have radically changed the way they work:

Employees feel more connected, productive, and ready to embrace new forms of innovation, further exploring the potential of Google tools and solutions from Devoteam and Google Cloud.