Digital Workplace: Overview, Definition, Drivers and Best Practices

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The organizations have entered into the zones wherein the physical infrastructure of the office is no longer being defined as a full-fledged workstation – employees working in a cubicle. The definition is being perceived in a re-written manner where the workplace is structured as a workstation where employees are having access to all the necessary corporate information and applications they require to contribute to their operational efficiency elsewhere.

Organizations across all the domains are embracing digital transformation. While updating to this change in trend, they also need to minutely identify the employee change scale adoption on the same page and dispatch all the necessary tools and technology that establishes their workstation.

Through this blog, we shall explore the accurate definition of the digital workplace, the necessary drivers that contributed to such a trend, and the best practices for strategically establishing a digital workplace.

What is a digital workplace?

With technology evolving each day, it would be challenging to come up with a dictionary definition of a digital workplace. There are several concepts of a digital workplace as coined by the industry leaders based on their transformation journey and perspective.

We can consider the transformation as a natural phenomenon wherein the cubicle infrastructure is shifting to a certain workplace with technological adaptation like what the cubicle environment offers.

This can be the implementation of policies, frameworks, tools, and technologies that an employee can utilize to perform their operational tasks. These technological trends could encompass HR monitoring apps, a communication platform, critical business applications, and intranets.

While the embracement of such technology and tools are shaping the way the digital transformation would establish, it is imperative to implement policies, frameworks, certificates, and drivers that could be integrated to yield the best possible outcome from the employees.

Components of Digital Workplace:

Any organization that undergoes digital transformation attempts to enhance the employee experience of working. These can be pointed as several components such as:

  • Proving a holistic platform with accessible integration tools that can allow them to access business-critical apps and perform their operational tasks.
  • Provide an all-in-one communication and media collaboration platform for exchanging communication and corporate data.
  • Deliver a transparent working environment by enhancing their working experience elsewhere apart from a cubicle.
  • Giving space to employees and collaborating with them to exchange ideas for making them feel that they are a valuable part of the organization.
  • Provide mobility device management platform and accessibility to necessary content and applications on-demand despite the geographical boundaries concerns.

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Paradigm drivers of Workplace transformation

1.   Mobility

The future of the digital transformation of the cubicle workstation is mobile phone application. These small smart devices play an integral role in aligning corporate communication between the peers of the organization. With tools yielding employee productivity such as virtual meets, recorded training sessions, digital libraries, etc. are constantly recreating each working day of an employee’s working experience.

Apart from that, mobile phones also contribute to desktop functioning such as screen sharing, content collaboration, containerization of personal and professional profiles, and other similar technological solutions.

2.   Customized employee experience

As the organization is undergoing digital transformation, it becomes prime to implement new tools and technologies streamlined which can deliver customized employee experience by providing them the required contents and apps at need. This means that the employers should streamline the employee experiences by analyzing their designation, place of work, and culture to deliver them robust personalization features and technologies and yield the maximum productivity from them.

To understand this better, the employers should segment the departments and create a profile as well as groups of similar departments so that the communication between the peers is aligned. Not only this, by collaborating with team members, the exchange of corporate critical data between the designations can also impact the personalized experience on a positive scale. This methodology will encourage spontaneous communication between departments within the organization for effective productivity and better ROI.

3.   Agility for frontline workers

It is estimated that approximately 25% global workforce telecommutes for their economic contribution and almost 50% of the employees in any domain are field force that constitutes fleet drivers, retailers, clerks, doctors, etc. If the communication platform is not streamlined with the non-desk workforce, then there is a probability of lacking the expected return of investment for the organization due to incompetent productivity achieved.

With pandemic SOS across the globe, the dissimilar domains are witnessing the new trend of remote working wherein all the employees are dispersed in dissimilar geographical locations, and without a communication tool, it would be difficult to communicate and reach out.

With flexible working, the communication, collaboration, and media transfer between these peers and other employees within the organization are becoming difficult and blurry. The organization needs to deploy technology in place where the groups within an organization, peers in diversified departments, and cross-connectional field forces in any geographical location can communicate as well as access to all the business-critical apps and documents to deliver a customized and agile working experience.

Best practices to embrace Digital Transformation

1.   Evaluation of existing digital technology

As stated earlier, the definition of the digital workspace is variable as per the digital transformation experienced by dissimilar industries in their own perception and needs. While adopting the digital transformation, it is a prerequisite to understanding what technology the company acquires and what adoption they need to implement to bridge the gap of employee’s cubicle working experience to a new workstation.

These concerns can be ascertained by examining these below questions:

  • What designation do the employees work in and what is their work pattern?
  • What is the current state of technology and related devices in the company?
  • Do these technological devices yield better productivity and enhance the employee’s working experiences?
  • What are the tools that need deployment in dissimilar geographical locations?
  • Is the communication tool streamlined and accessible to all?
  • Is the flow of business apps and contents available and accessible to all the employees as per their requirements?
  • How the adoption of digital transformation helps to achieve the business goal altogether and its impact on the business model?

2.   Communication through company culture

It is said that if any of the organizational employees don’t know the mission and vision of the organization they are working in, then the organization has no vision. The overall efficiency attained by the employees while driving the intrinsic value of the company highly falls into the process of defining cultural practice and the company’s employee engagement values.

If the mission and vision are not communicated on the same spectrum, the organization is unlikely to build a solo player rather than team leadership. This will highly impact the pillar on which the digital transformation will be built.

If the employees take responsibility and become the voice of the branding of the organization, streamline and manage effective communication, become a team leader for peers, the initiative of embracing the change shall have more probability to succeed.

3.   An amalgamation of the digital toolbox

Global Market Insights stated in their survey that they have witnessed a surge in the mobile application market and its growth rate is skyrocketing. Adding, they also stated that as per the current rate of growth, the application market is expected to generate a revenue of $287.7 billion by 2024.

Another research also claims that 27% of employees have reported losing a productive day of work in a week due to irrelevant emails and messages. This highly indicates that the technological landscape is very tangled in any organization across any domain. The embracement of technological transformation is bridging the gap of integrations and amalgamate all the platforms into one holistic console.

4.   Application and Content Management platform

The main aim of digital transformation is to redefine and streamline effective communication, manage the flow of documents, and mitigate the scattering of non-critical apps that might initiate poor employee experience and redundancy in the workflow.

The adaptation of a reliable platform and unified team communication and instant messaging apps is necessary to march towards the business goals. This is where the amalgamation of content and app digital toolbox takes place. There may be thousands of tools available in the market, but choosing the best tool which manages, administers, and secures the flow of critical documents with no restriction to access could be the new core solution.

Closing lines…

A digital workspace can only be modulated if the cubicle traditional flow of communication overpowers the modern flow of communication while establishing a workplace elsewhere through unified communication and data-sharing platform.

The flow of communication between the managers, on-field employees as well as on-desk workers should be streamlined so that everyone is aware of their contribution to the operations and the impact of their inputs.

Maybe, using a free tool is not enough, but choosing the right and reliable tool can make a difference. A team collaboration software should be installed and implemented into the transformational stage so that the fiddle between applications is mitigated for document sharing as well as messaging.

Stay connected with your peers through NuovoTeam – team communication app. Deliver a prompt chain of communication as well as manage the content under a single platform. Engage your peers and keep them updated about employee engagement and embrace the positivity of digital transformation.

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