The people
behind office.one.

“Several years ago, a company contacted us through a recommendation while ransomware was encrypting one of its computers. Our first instruction was clear: switch it off immediately. When we arrived about an hour later, the computer was still running. The only backup drive was connected to it and was encrypted too.

The company lost virtually all its data and became insolvent a few months later. That experience shaped how we work: backups need to be separated from the affected system and available off site. What matters is being able to restore the data when something goes wrong.”

“One observation from our technical team has stayed with us: how rarely an Exchange server was fully and properly configured when we took over an existing environment. The fact that email arrives tells you little about how well the system is maintained. That is why we look closely at configuration, maintenance and backups in existing environments. The technology has changed since then. The principle remains the same: a system should be dependable even when things do not go to plan.”

“When everything works, IT tends to stay in the background. Maintenance and investment may only become a topic when something breaks, even though so much of the working day depends on it. We think of IT as one of the most important members of a business. It needs attention and regular care. Sometimes an outside perspective also helps to question familiar routines and spot opportunities for improvement.

We have learned that good support starts with understanding everyday workflows – whether in a medical practice, a law firm or a trade business. That is why we consider specialist applications alongside their infrastructure and work closely with the relevant software providers.”

“We used to take calls directly throughout the team. The phone rang so often that it was difficult to get ten uninterrupted minutes to finish a task. We changed how requests reach us: callers describe their issue in a voice message, which is transcribed, with routine requests becoming tickets.

Issues flagged as emergencies are shared directly with the whole team. We can then assess what needs to happen and who can help. In our experience, the change improved support quality, particularly for urgent issues, while giving colleagues the space to complete work carefully.”

“A business with ten workstations was paying around €350 a month for its cloud phone system. Yet it lacked apps, desktop integration and a practical way to work from home. Even transferring calls did not work properly.

Using Xelion and a combination of two tariffs, we reduced running costs by around 60 percent in this particular project. The new setup also offered smartphone and desktop apps, a choice of app or desk phone, and voicemail transcription. For us, a phone system starts with what people actually need in their working day.”