During a merger, aligning people, processes, and technology is critical. For organisations operating in fast-moving sectors such as food and drink, the ability to present a unified brand while maintaining continuity is essential.
We were engaged to support the merger of Macsween and Malcolm Allan into a single IT environment under a new parent brand. The objective was to consolidate both organisations into one Microsoft 365 tenancy, enabling seamless collaboration and simplified IT management.
The project required careful planning and execution to align with a wider rebrand and to avoid disruption during a peak trading period.
The Challenge
The project sat at the intersection of IT transformation and business change, with several time-sensitive constraints.
The migration needed to coincide with the launch of a new brand, meaning that all user-facing systems (email domains, SharePoint links, internal collaboration tools, etc.) had to reflect the new identity from day one.
At the same time, Macsween was entering its busiest period of the year, with seasonal demand peaking around Burns Night at the end of January. This significantly reduced the tolerance for disruption. Systems needed to remain stable and accessible, and staff had to be able to continue working without interruption.
There was also the inherent complexity of merging two separate Microsoft 365 environments. Each organisation had its own tenancy, user accounts, email domains, and data. Bringing these together into a single, unified structure required careful coordination to preserve data integrity and ensure a smooth user experience.
Our Approach
We approached the project as a phased transformation.
The first step was to rebrand the primary Microsoft 365 tenancy to align with the new parent company. This involved introducing the new domain, updating SharePoint and OneDrive URLs, and ensuring that the environment reflected the new corporate identity.
With the foundation in place, we began the process of onboarding the second company into this rebranded tenancy. New user accounts and mailboxes were created using the new domain, establishing a consistent identity across the organisation.
We then migrated mailbox data from the existing tenancies into the new environment. Throughout this process, maintaining continuity was critical. Alongside the technical migration, we worked closely with the leadership team to align on operational goals. This included reviewing generic mailboxes to ensure they reflected the new brand correctly, and supporting the rollout of updated email signatures for consistent identity.
Finally, we provided hands-on support to end users, assisting with the reconfiguration of Microsoft services on their devices to ensure that applications were reconnected under the new accounts.
Implementation
Given the timing constraints, careful planning was essential. Changes were scheduled to minimise disruption, particularly during peak business activity.
User transitions were managed in a controlled manner, ensuring that access to email and critical systems was maintained throughout. Behind the scenes, account updates and service reconnections were coordinated to be seamless from the end user’s perspective.
Communication also played a key role. Users were guided through the changes with clear instructions and support, reducing uncertainty and helping maintain productivity during the transition.
The Outcome
The result is a fully unified Microsoft 365 environment, with both companies now operating under a single tenancy aligned to the new brand.
Externally, the organisation now presents a consistent and professional brand. All users send emails from the new domain, while legacy addresses remain in place as aliases, ensuring no loss of communication during the transition.
Internally, SharePoint and OneDrive environments have been standardised, with updated URLs reflecting the new brand identity. Generic mailboxes are aligned with business functions, and email signature updates are being rolled out to further strengthen brand consistency.
Most importantly, the project was delivered without disrupting business operations during a critical period. Staff were able to continue their work with minimal interruption, while the organisation successfully launched its new brand on schedule.
Conclusion
Merging IT environments is often one of the most complex aspects of business integration. When combined with a rebrand and seasonal business pressures, the challenge becomes even greater.
By carefully aligning technical delivery with business priorities, we enabled Macsween and Malcolm Allan to transition separate organisations into a single, cohesive digital workplace. The new Microsoft 365 environment now supports both operational efficiency and a unified brand identity, providing a strong platform for continued growth.
