Future-proof communication at HEWI: From Lotus Notes to Microsoft 365
With the switch from Lotus Notes to Microsoft 365, HEWI is fundamentally modernizing its IT communications with the aim of standardizing processes, integrating systems, and strengthening digital collaboration in the long term.
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IT & Management Consulting, Modern Work
Die Anforderungen an eine moderne, integrierte Kommunikationslandschaft steigen kontinuierlich. Veraltete IT-Systeme bremsen nicht nur Prozesse, sondern beeinträchtigen zunehmend auch die Innovations- und Wettbewerbsfähigkeit von Unternehmen. Vor diesem Hintergrund entschied sich die HEWI Heinrich Wilke GmbH, ein traditionsreicher Hersteller hochwertiger Sanitärsysteme, Beschläge und barrierefreier Lösungen, zur Ablösung ihres etablierten Groupware-Systems Lotus Notes und zum strategischen Wechsel auf Microsoft 365. Gemeinsam mit noventum consulting wurde dieser Wandel sorgfältig vorbereitet und erfolgreich realisiert.
The customer HEWI: Design, functionality, and responsibility
HEWI Heinrich Wilke GmbH, headquartered in Bad Arolsen, has stood for high-quality and functionally sophisticated product solutions since its foundation in 1929. With over 500 employees, the company is now active internationally and is regarded as a specialist in design-oriented sanitary solutions, barrier-free products, and high-quality fitting technology. As a growth-oriented industrial company, HEWI relies on a stable, secure, and future-proof IT infrastructure as the backbone of modern collaboration and efficient business processes.
Initial situation: Heterogeneous system landscape requiring action
At the start of the project, Lotus Notes was the central platform for internal communication and workflow processes. This environment was supplemented by Microsoft Teams, which had been introduced during the coronavirus pandemic to enable location-independent collaboration, and the existing Active Directory. However, this technologically inconsistent IT landscape increasingly led to limitations: lack of system integration, high maintenance costs, manual workarounds, and declining user satisfaction. There was a strong desire for change, but at the same time, the upcoming system change had to be carried out with a high degree of planning reliability. The need for a structured, risk-minimized transformation approach was therefore clearly defined.
Project progress: Trusting cooperation as the key
Based on several successfully completed sub-projects, including in the areas of Microsoft Teams governance and IT security, a strong foundation of trust had already been established between HEWI and noventum consulting. Building on this, the migration process to Microsoft 365 was initiated.
The project began with an analysis of the current situation and joint workshops to define objectives. The insights gained from this resulted in comprehensive specifications that documented all relevant technical, organizational, and security aspects in detail. From licensing requirements and archiving guidelines to encryption concepts, all migration requirements were systematically recorded. The chosen modular project approach allowed for a step-by-step and traceable implementation.
which took into account both technological dependencies and company-specific requirements. Key technical measures included:
- Setting up a hybrid Exchange infrastructure
- Optimizing AAD Connect (now Microsoft Entra ID Connect)
- Securing the Microsoft 365 tenant
- Migrating encrypted Lotus Notes emails while taking access protection into account (private flag)
- Conversion to archive mailboxes for older content
- Migration of all appointments, contacts, tasks, and group mailboxes
- Establishment of a modern SharePoint-based intranet
- Integration of a customized e-learning area
- Implementation of target group-specific training measures
- Redesign of company-specific workflows with Power Automate
Change management: Creating acceptance, supporting change
A profound system change such as the replacement of Lotus Notes affects not only IT structures, but also employees in particular. Many employees had been familiar with the previous system for years, so the technical migration had to be accompanied by an intensive change and training process. noventum therefore relied on a combination of structured project management, targeted communication, and individual user support. In addition to traditional training formats, specially developed e-learning content was also used. Particular attention was paid to raising awareness among older user groups and mapping individual use cases within the new Microsoft environment.
Close coordination with other project participants such as AHD and Stanoc also helped to ensure that technical implementation and cultural change went hand in hand. The project team acted as a reliable, empathetic sparring partner on an equal footing.
Results: Modernization with a lasting impact
HEWI now works entirely on the basis of Microsoft 365. The communication and process landscape is integrated, user-friendly, and future-proof. The switch to Exchange Online has not only reduced administrative effort, but also improved collaboration within the company in the long term.
The migration of workflows was a key step in making our processes more stable, transparent, and future-proof. It was crucial for us that the transition was planned carefully and that day-to-day business could continue without any noticeable interruptions.
The migration was completed within the planned timeframe and below budget. The success of the project is also reflected in the ongoing collaboration: With the implementation of Microsoft Intune and international rollouts (including in France and the UK), digitalization at HEWI is continuing apace. As a sign of its special appreciation, HEWI has also named noventum as its official reference partner to Microsoft.
Conclusion: Successful migration as a building block of digital transformation
By switching from Lotus Notes to Microsoft 365, HEWI has not only mastered a technological turning point, but has also taken an important step toward a sustainable, agile corporate IT system. The project is a prime example of the combination of a structured approach, trusting cooperation, and technical excellence.
Frequently asked questions about workflow migration and process automation
A workflow migration is a migration from one workflow engine to another, e.g., from Lotus Notes to Azure LogicApps or PowerPlatform.
Migration is worthwhile if the technologies or “stack” of the environment are changed or migrated, for example, migration to a compatible workflow engine that integrates well with the existing technology and tools used. Another reason for migration is security and data protection. Some workflow engines use outdated authentication protocols and no longer receive updates. This makes migration necessary in order to increase the level of security and comply with prescribed compliance rules.
Typical steps include process recording, target vision and target design, technical implementation, test phases (subject-specific testing and technical testing), pilot operation, and acceptance. This ensures that workflow migration is implemented smoothly during ongoing operations.
Yes, workflow migration can usually be carried out without any noticeable interruption. Depending on the criticality and scope of the process, parallel operation, gradual conversion, or a planned cutover outside of core working hours are all possible.
Workflow migration often relies on platforms such as Microsoft 365, for example with Power Automate and SharePoint. The right solution depends on requirements such as approval processes, interfaces, data sources, and governance.
Typische Vorteile sind kürzere Durchlaufzeiten, weniger manuelle Aufgaben, mehr Transparenz und eine verbesserte Rückverfolgbarkeit. Gleichzeitig lassen sich Arbeitsabläufe einfacher pflegen und erweitern, was die Grundlage für eine weitere Digitalisierung von Geschäftsprozessen schafft.
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