Here’s how we helped a client with multiple remote offices consolidate their ageing server infrastructure and move to a fully cloud-based setup, giving their team secure access to files and systems from anywhere, without the hassle of VPN connections.
Server consolidation is when a business reduces the number of physical servers it relies on, often by moving services to the cloud or combining workloads onto fewer, more efficient systems. It cuts costs, simplifies management, and removes the risks that come with maintaining ageing hardware.
At the end, you’ll see how the client went from managing physical servers to running a modern, scalable infrastructure with central control over every device.
Our Challenge: Remote Offices Tied to a Single Physical Server
The client had a familiar problem. Their business had grown to include multiple remote offices, but their IT setup hadn’t kept pace. Everything — domain services, file storage, user access — ran through a single on-premises server.
For staff to access shared files or company resources, they had to connect via VPN. It worked, but it was slow, frustrating, and created constant support requests. The IT team spent more time troubleshooting connection issues than focusing on work that actually moved the business forward.
There were bigger concerns, too. The physical server needed maintenance, backups, and monitoring. It was a single point of failure; if it went down, everyone was affected. And with devices spread across multiple locations, there was no easy way to enforce security policies or manage software updates centrally.
The client needed to consolidate and modernise. They wanted their team to access files securely from any location, their devices to be properly managed, and their reliance on that physical server to end.
Our Solution: Server Consolidation Through Microsoft Cloud Services
We started with the data. All user files and shared folders were migrated from the on-premises file server to Microsoft SharePoint Online. This gave staff secure access to everything they needed through their browser or directly within Microsoft 365 apps, no VPN required.
Next, we tackled identity and device management. Every user device was joined to Azure Active Directory and enrolled on Microsoft Intune. This meant the IT team could now see and manage every laptop and desktop from a single dashboard, regardless of where the device was located.
We configured Intune policies to enforce security baselines, ensure devices were compliant, and manage application deployments. If a device didn’t meet security standards, it could be flagged or blocked from accessing company resources automatically.
With modern authentication in place, users can log in securely using their Microsoft credentials from anywhere. The old VPN setup became redundant; staff simply opened their laptop, signed in, and got to work.
Once we’d validated that everything was running smoothly, we decommissioned the on-premises Domain Controller and file servers. The server consolidation was complete, and the server room was no longer needed.
We also provided hands-on support and guidance to help users adjust to the new way of working. Change can be unsettling, so we made sure everyone understood how to access their files and who to contact if they had questions.
The Result: A Modern, Flexible, and Secure Infrastructure
The client now runs entirely on cloud infrastructure. There’s no physical server to maintain, no VPN headaches, and no single point of failure sitting in an office somewhere.
Staff across all locations can access their files and applications securely from any device, anywhere. Whether they’re in the office, working from home, or visiting a client site, the experience is the same — fast, reliable, and secure.
The IT team has full visibility over every enrolled device through Intune. They can push updates, enforce security policies, and respond to compliance issues without needing to physically touch a machine. It’s a level of control they simply didn’t have before.
Beyond the day-to-day improvements, the server consolidation has reduced infrastructure costs and positioned the business for future growth. Adding new users or locations no longer means buying more hardware; it’s just a matter of configuration.
Key Takeaways
This project is a good example of what server consolidation can achieve for a growing business. The old model of relying on physical servers and VPN access worked for a time, but it doesn’t scale well and creates unnecessary friction for staff.
Moving to the cloud isn’t just about technology; it’s about giving your team the tools to work efficiently and securely, wherever they are. And with centralised device management through Intune, you gain control without adding complexity.
If your business is still tied to on-premises servers and you’re wondering whether there’s a better way, there almost certainly is.
