Google Workspace Results
Achieves 100% platform availability post-migration
• Improves associate and meeting productivity through Google Workspace collaborative editing features
• Facilitates easier communication among remote associates in more than 85 international offices through Google Meet conferencing
• Eliminates nearly $5 million in estimated management and upkeep costs for legacy on-premises solutions
• Reduces help desk tickets for email troubleshooting issues by 50% post-migration
• Streamlines complex IT infrastructure from past company acquisitions into unified platform
When a workplace injury occurs, a life event overshadows responsibilities, or a community is damaged by something beyond its control, York’s expertise guides people and organizations back to health, work, and productivity. As a leading risk solutions provider, York is committed to driving high-quality outcomes across risk management, claims administration, managed care, and absence management.
Although York focuses on delivering high-quality outcomes for its clients, the company also faced its own organizational complications. York had seen significant growth in recent years, as the company acquired more than 30 companies. But as its associate count grew, these new mergers brought in-house IT setups that complicated daily work.
“At one point, we were on 14 email domains that didn’t easily coexist,” says Mark Bilger, Chief Information Officer, York. “We needed to streamline this patchwork infrastructure to help our associates work better.”
To solve the IT environment challenges, York moved the entire company to Google Workspace and worked with Google Cloud Premier Partner Onix to assist with the migration. With Google Workspace, York has a unified collaboration platform that easily scales to anticipate future growth and encourages a philosophy of intuitive teamwork among associates. Google Workspace allows the company to work smarter and refocus efforts on improving the quality of its risk management solutions for clients, claimants, and associates.
Creating simple collaboration
“In meetings, we now broadcast a Sheets document that anyone can discuss and contribute to. With Google Workspace, we’re creating and distributing a single source of truth in seconds, saving time and effort.” – Mark Bilger, Chief Information Officer, York
For York, its Google Workspace migration was an opportunity to deploy a fully integrated productivity solution and eliminate the duplicate spending that came from maintaining the separate on-premises platforms used by the companies it acquired.
The company made a full transition for 5,000 associates, utilizing Google Workspace apps such as Sheets, Slides, Drive, and Docs for everyday work. While the company’s legacy solutions could result in siloed workflows that hampered productivity, the collaborative editing and document sharing resources in Google Workspace produce significant gains for associates, as they now work quicker and spend less time tracking files or information on different office platforms.
Beyond daily desk work, Sheets has also made a mark among York staffers as a collaborative tool for group discussions. In the past, a meeting attendee would be appointed to transcribe whiteboard notes and email those notes to other associates. Instead of continuing to have associates perform routine clerical work, Sheets allows York to streamline this once manual process.
“In meetings, we now broadcast a Sheets document that anyone can discuss and contribute to,” says Mark. “With Google Workspace, we’re creating and distributing a single source of truth in seconds, saving time and effort.”
“Google and Google Workspace provide York with exceptional reliability and performance. We don’t have to worry about availability or administration, so our efforts can be better directed towards improving customer experiences.” – Mark Bilger, Chief Information Officer, York
York has also seen similar upsides from Google Meet. The company maintains a global presence with more than 85 offices worldwide, and Google Meet has become a ubiquitous app that associates use daily.
“Google Meet lets us expand what we can do with on-screen document collaboration and extend meetings to anyone regardless of location,” says Mark. “It’s been a powerful communications platform for our associates and a big plus for York.”
By moving into the cloud, York has seen substantial performance gains. With Google Workspace and the reliable Google infrastructure, the company has seen platform availability go up from 98 percent to 100 percent. Similarly, help desk tickets for email troubleshooting issues have been reduced by 50 percent post-migration. Integrated encryption resources from Google, along with a business associate agreement, also help York maintain HIPAA compliance for more securely handling confidential patient insurance documents.
“Google and Google Workspace provide York with exceptional reliability and performance,” says Mark. “We don’t have to worry about availability or administration, so our efforts can be better directed towards improving customer experiences.”
Google Cloud Premier Partner Onix was an invaluable resource for York during the migration process, advising the company on transition timelines and helping guide support programs including in-house Google Guides who could troubleshoot basic Google Workspace issues for other associates.
“Doing a company-wide move can be difficult, but Onix provided a clear roadmap that helped us finish the migration in only six months,” says Mark. “We had no major issues, no roadblocks, and it was a spectacularly successful conversion.”
“Google Workspace allowed us to completely retool our approach to IT and productivity platforms for the better. Google Workspace is the best solution available to improve company-wide collaboration.” – Mark Bilger, Chief Information Officer, York
York found similar savings elsewhere by moving to Google Workspace. One of the biggest factors that drove the company’s cloud migration was how the complexity of previous productivity and collaboration tools spurred cost increases. Managing a network of legacy on-premises solutions frequently meant investing time and resources into keeping hardware secure, up to date, and repaired in case of downtime. Similarly, past mergers required substantial time and a dedicated team to guide the onboarding process. Google Workspace allows York to automate and offload all of this administrative work to Google and the cloud, substantially reducing the overhead for routine platform management.
“With nearly $5 million in cost savings in our first year, Google Workspace and Google have been a major asset for our team,” says Mark. “Instead of simply maintaining the status quo, York is investing in our future.”
Helping ensure customer satisfaction
Every year, York processes more than $8 billion in insurance transactions for its customers. Facing the IT, legal compliance, and client-related challenges that come with working on insurance claims administration, the company required a powerful productivity solution. In Google Workspace, York has a versatile workplace platform to address challenges, improve employee productivity, and drive long-term cultural shifts that encourage a more collaborative workplace.
“Google Workspace allowed us to completely retool our approach to IT and productivity platforms for the better,” says Mark. “Google Workspace is the best solution available to enable improved company-wide collaboration.”
*Google Workspace was formerly known as G Suite prior to Oct. 6, 2020.