The customer is an international group in materials technology and recycling, with locations worldwide and thousands of employees who collaborate daily in the same digital work environment. Xylos has been its fixed partner for everything related to SharePoint and Microsoft 365 for more than fourteen years.
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14 years
of strategic partnership around SharePoint and M365
18
consultants on architecture, build and management
2 weeks
until two senior specialists were up and running
40%
lower costs through the nearshoring model
The challenge
For a long time, the collaboration environment was managed in-house and grew along with the organization. The processes around it were never fully documented anywhere. Knowledge lived in people's heads rather than in documentation, which makes an environment of this size vulnerable.
On top of that came a second challenge. Expanding the internal Microsoft 365 team proved difficult in a tight IT labour market, especially while keeping costs under control and quality high.
The approach
Xylos took over day-to-day management of the SharePoint environment. During that handover, the team mapped out all the processes and procedures and wrote down what was missing. That documentation became the foundation for everything that followed.
Today, a team of eighteen consultants handles the architecture, governance, build and maintenance of the Microsoft 365 collaboration environment on a daily basis. A fixed team that knows the organization, with short lines to the internal stakeholders.
To meet the scaling need, Xylos deployed its nearshoring model. Two senior Microsoft specialists were fully integrated into the internal team within two weeks, guided by the local Xylos team during the transition.
The solution
The collaboration landscape is modernizing step by step. The workflow applications on SharePoint are moving to a modern online platform: on-premises servers, existing online environments and applications are being migrated and integrated within Microsoft 365.
In this new architecture, Teams becomes the central interface, with SharePoint and the Power Platform as the underlying building blocks. The Power Platform serves as the fixed foundation for a broad range of business applications.
A telling example is the management system for quality documents. SharePoint Online and Power Automate power an organization-wide solution for managing and publishing quality documents, with a strict approval flow and a full audit trail.
The result
What started as outsourced management grew into a collaboration spanning the full breadth of the digital workplace. The work continues into 2026.
A documented environment where processes and procedures are fixed on paper instead of resting with individuals.
A fixed team of eighteen consultants who know the organization and its history.
A step-by-step modernization towards Teams as the central interface, with SharePoint and the Power Platform underneath.
The ability to scale quickly without sacrificing quality or budget.
The customer sums up the collaboration around the team extension in their own words.
“Expanding our Microsoft 365 team turned out to be quite a challenge, with costs under control and quality maintained. The nearshoring solution from Xylos exceeded our expectations. Within two weeks two senior Microsoft specialists were working seamlessly within our team and delivering value straight away. The local Xylos team supported the transition closely. That allowed us to scale up quickly, reduce costs by 40% and meet the deadlines of our internal customers without giving up quality.”
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