Client

Craigdarroch Castle

Unifying Communications Across Departments with Teams Voice

Craigdarroch Castle is the largest home museum attraction in Victoria, BC with 20,000 square feet of exhibit space. The national historical site is the definition of a modern late Victorian-era home, packed full of opulence and emerging technologies from the period – with dual electricity and gas fixtures, a telephone, and burglar alarm, to name a few. The Castle continues to use modern technology today, including 3D augmented reality virtual tours, to enhance the experience for the 160,000 guests that visit each year.

Challenge

Executive Director John Hughes had two technology challenges to solve.

Behind the scenes Castle staff use the Microsoft Office 365 apps to deliver tours on time and with consistency. One of these apps, Skype for Business, an instant message chat and conference call tool, was scheduled to be retired by Microsoft in July 2021. The Castle had to transition to a new communication tool to keep service uninterrupted.

Hughes also realized that the value of the Office 365 apps was being overshadowed by the complexity of having to continuously switch between the different apps to get work done.

The constant jumping around to perform tasks and find information became tiresome.

John Hughes, Executive Director

For example:

  • Staff were having to use a handful of different apps to perform basic tasks – such as email, send instant messages, take phone calls, setup up meetings, and find documents.
  • Information and files were isolated in different locations and not readily available when needed.

He also discovered that people in the same department didn’t always know what others were doing and didn’t have an easy way to find out. There was room to improve the way the Castle communicated information internally. He saw the need for a space to communicate out loud and have conversations as a group.

Solution

When Hughes discovered that the Microsoft Teams Voice service would allow him to unify the functionality of all the Office 365 apps into one centralized work space, his interest was piqued. When he learned it would also eliminate the Castle’s need for a separate phone provider, he was ready to make the switch.

The Office 365 Teams Voice unified communications tool is how we deliver tours on time and with consistency. I can chat, phone, book meetings, and find files all within one interface.

John Hughes, Executive Director

Hughes began the process of filling out the paperwork to release phone numbers, setting up phone ports, wrangling companies to cancel billing, and locating Teams-compatible handset devices.

Hughes brought in Regroove to provide leadership with the project.

Making the switch to Teams Voice is a complicated dance, with multiple steps needing to happen in a specific order to get the desired result.

Regroove laid out the steps in front of me, of what needed to be done, and what to do, in what order.  

John Hughes, Executive Director

Outcome

Complicated processes have been simplified and the Castle staff work with greater ease as conversations and corresponding files are now neatly organized in one interface.

Everyone can put on a headset and setup a meeting with audio, video, screen-sharing, and recording functionality in a couple clicks.

Directors that can’t make meetings in person can phone into the meetings through the Teams App on their mobile devices.

The Castle is now strategically positioned to be ready for continuous growth in the future – with a unified way to work together out loud across departments.

John Hughes, Executive Director

This solution was built by Regroove using:

  • Microsoft Office 365
  • Microsoft Teams
  • Teams Admin Portal
  • Teams Voice Audio Services