D-BOX Technologies, a Quebec-based company with around 100 employees, is recognized worldwide for its immersive haptic technologies used in cinema seats, racing and technical training simulators, and various immersive experiences. To support its growth and improve internal communications, the organization wanted to modernize its intranet to foster collaboration, optimize document management and centralize certain key processes, such as room reservations or internal training courses.

Context and challenges

D-BOX Technologies already had an employee portal built with SharePoint, but it needed to evolve to support the company’s evolution and vision. The environment lacked structure, the interface was unintuitive and inflexible, and some important functionalities were missing.

A new portal was needed to share and group generic information useful to all employees, and to communicate messages of general interest. An integration was also carried out with Teams to create a new, integrated communications ecosystem.

Finally, certain operations, such as room or internship bookings, were carried out without any automated process, which wasted time and led to a lack of visibility.

Solution

To meet these challenges, Nexus Innovations proposed to start from scratch by taking the SharePoint base and structuring, modernizing and enriching it with additional functionalities, while remaining within the Microsoft 365 environment already in place at D-BOX Technologies.

The main interventions included :

• The integration of Microsoft Bookings to manage internal resource reservations (rooms, training courses), thus avoiding the use of external tools such as YouCanBookMe or Calendly.
• The addition of Viva Engage, to reinforce internal communication and increase the visibility of the intranet.
• The addition of a recurring calendar of activities to which employees can refer to eliminate the need for numerous questions.
• The addition of a dynamic section to search for employees and find out about their functions.
• The addition of a section on product specifics, including secure information management.
• The addition of a new site for the IT team to share questions and answers, manage IT assets and open a ticket

This approach enabled D-BOX Technologies to make better use of its existing tools, to limit the costs associated with adopting new solutions, and to promote natural appropriation by users.

“The real challenge was not to reinvent the wheel, but to make better use of the tools D-BOX Technologies already had. By leveraging SharePoint, Bookings and Viva Engage, we created a unified portal that’s easy to manage, and above all, useful on a daily basis.” Joël, consultant at Nexus Innovations.

Adoption

Adoption was facilitated by a gradual, collaborative approach, working closely with D-BOX Technologies’ in-house team.

The process included :

– Training key users to make them rapidly autonomous.

– Setting up document access permissions, according to departments and types of information.

– Configuring Microsoft Bookings to reflect the realities of the organization.

This approach contributed to a rapid appropriation of the solution, perceived from the very first weeks as a concrete improvement in daily life.

Impact on the organization and its people

The new intranet portal now enables D-BOX Technologies to :

• Centralize and structure its internal resources in a unified, intuitive and secure environment.
• Fine-tune access management, guaranteeing data confidentiality while facilitating teamwork.
• Automate internal processes, such as reservations, with a fluid experience directly integrated with Microsoft 365.
• Strengthen internal communication, with a more dynamic and visible intranet.

This modernization has had a positive effect on productivity and internal communication, and on employee buy-in to collaboration tools.

Project Team

The project was led by Joel Vezina, consultant at Nexus Innovations, in close collaboration with a team of 3 to 4 people at D-BOX Technologies. Technological expertise combined with a good understanding of internal realities enabled us to design a solution that was both robust and well adapted to real needs.