Optima Site Solutions Securing and Optimising a Growing Microsoft Estate Client: Opitma Site Solutions Sector: Recruitment Services: Managed IT Services, Microsoft 365, Azure & Security Location HQ: Middlesex, UK – Learn how Blue Saffron helped Optima Site Solutions gain control of cloud costs, strengthen security, and build a scalable Microsoft environment that supports continued business growth. The Client Optima Site Solutions is a specialist recruitment business supporting the construction and built-environment sectors. As the organisation continued to grow, Optima needed an IT environment that could scale securely, remain cost-effective, and provide greater visibility and control across their Microsoft platform. The Challenge As Optima Site Solutions continued to grow, their IT environment struggled to keep pace. Systems had evolved organically over time, resulting in rising costs, inconsistent controls, and limited visibility across their Microsoft estate. This created increasing risk around data access, made financial forecasting difficult, and left the business without a clear, scalable foundation to support future growth. Key challenges included: Unpredictable cloud costs, driven by an overextended Azure Virtual Desktop deployment Inconsistent security controls, particularly around access to sensitive CRM data from unmanaged devices Complex Microsoft 365 management, including licensing inefficiencies and overlapping third-party tools Limited financial clarity, following historic billing issues and fragmented invoicing Collaboration and governance gaps, with SharePoint structures and desktop configurations lacking standardisation. The Solution Blue Saffron worked closely with Optima to deliver a managed services transition focused on control, clarity, and long-term scalability. Rather than simply maintaining the existing setup, we helped Optima rethink how their Microsoft environment should support the business as it grows. Our solution included: Azure and AVD optimisation We re-scoped Azure Virtual Desktop usage to support only Sage users, removing unnecessary workloads and immediately reducing cloud consumption. Secure, device-based access controls Access to critical systems was restricted using VPN and zero-trust principles, enforced through Microsoft Intune and Conditional Access to ensure only trusted, managed devices could connect. Microsoft 365 rationalisation We cleaned up legacy accounts, converted generic mailboxes to shared mailboxes, streamlined licensing, and migrated from third-party MFA to Microsoft-native security controls. Improved collaboration and user experience A structured SharePoint migration was delivered alongside a consistent desktop experience, ensuring users had the right tools, apps, and configurations from day one. Clear commercial governance Blue Saffron introduced consolidated monthly invoicing and clearer billing structures, giving Optima’s finance teams improved visibility and confidence in ongoing costs. Results With Blue Saffron as their managed service partner, Optima Site Solutions achieved: Lower and more predictable cloud costs through Azure and AVD optimisation Stronger security and reduced insider-risk exposure with device-bound access controls A simpler, easier-to-manage Microsoft 365 environment Improved financial visibility and confidence for internal stakeholders A scalable IT foundation ready to support continued growth Great Client Feedback “Blue Saffron helped us bring clarity and control back to our IT environment. From reducing cloud costs to strengthening security and governance, everything now feels far more robust and scalable as the business grows.“ James Cranston | Operations Director | Optima Site Solutions Further Information All Case Studies More about IT and the Recruitment Sector More about our Managed IT Support Services More about Microsoft 365 Blue Saffron helped us bring clarity and control back to our IT environment. From reducing cloud costs to strengthening security and governance, everything now feels far more robust and scalable as the business grows. James Cranston | Operations Director | Optima Site Solutions A quick reminder of what we do Blue Saffron is not your average, award-winning provider of communications and technology. We have worked hard to earn a 98% customer satisfaction rating. This is based on our belief that it’s your business needs which must lead our solutions and delivery. Our passionate and professional team has worked together for more than a decade to make sure we are one of London’s most progressive, independent suppliers. Our name is built on reliability, efficiency and making our customers lives easier. Whether you are looking for fixed or mobile telecoms, internet access, or services such as data backup, security, email, or desktop and server management, we can help. We can supply all your technology services or happily fill gaps which can optimise your business functions. We package, price and bill our services clearly and directly, with a commitment to intelligent customer service. Our independence means we are free to leverage our stable of world-class suppliers and partners to perfectly meet your needs.