Koinos IT helps a UK non-profit regain control, security, and efficiency after a key IT staff departure.

Background

A medium-sized charity supporting communities within Nuneaton & Birmingham had recently lost its in-house IT manager. With no dedicated IT expertise remaining, the organisation began to experience operational strain.

Staff reported slow systems, inconsistent access to data, and confusion over whether certain systems were in use or even existed. Leadership was also concerned about rising software and support costs, alongside uncertainty about data-protection compliance.

The charity’s trustees approached Koinos IT to stabilise the situation and establish a sustainable, modern IT environment.

The Challenge

Koinos IT’s initial assessment identified several critical issues:

• No central oversight of systems or licences.

• Security risks caused by inconsistent updates and weak authentication.

• Multiple suppliers leading to duplicated costs and unclear accountability.

• A network that resembled a rats nest physically, and a spiders web digitally.

The organisation needed a trusted partner who could quickly gain insight into the current systems, protect sensitive information, and create a long-term structure for reliable IT management — all within a limited non-profit budget.

The Solution

Tom, began with a comprehensive audit of infrastructure, systems, and contracts, and then developed a phased improvement plan focusing on structure, security, and savings.

1. Establishing Structure

• Unified all IT support and maintenance under a single managed-service agreement.

• Implemented clear documentation for devices, licences, and system access.

• Created a governance framework outlining IT responsibilities and escalation paths.

2. Enhancing Security

• Deployed multi-factor authentication (MFA) across all critical systems.

• Introduced automated patching, endpoint protection, and centralised cloud backups.

• Deleted old user accounts.

3. Driving Efficiency and Savings

• Consolidated and renegotiated software licences, eliminating unused or duplicate tools.

• Streamlined connectivity and telecoms contracts, reducing annual IT spend by over 60%.

• Introduced quarterly strategic reviews to align IT planning with the charity’s operational goals.

The Results

Within three months, the charity’s IT environment was transformed:

• Reliability restored: Staff experienced faster, more consistent system performance.

• Security improved: The organisation achieved compliance with key cyber-security standards.

• Clarity regained: All IT assets, processes, and responsibilities are now documented.

• Costs reduced: The new structure delivered measurable savings that could be redirected to frontline work.

Client Perspective

“Tom provided exactly what we needed at a critical time. We’re glad to have someone to go to and know that our IT is better secured.”
— Charity Director

About Koinos IT

Koinos IT is a Birmingham-based managed IT provider supporting small businesses and non-profits across the UK. They specialise in delivering cost-effective, security-focused solutions that help mission-driven organisations operate efficiently and confidently.