What is Digital Workplace?

A digital workplace is a constantly linked setting where employees have rapid access to whatever they need to do their responsibilities. It's a recognition that work is now a location-independent event that may take place anywhere, at any time, on any device. Digital workplace efforts are all about how technology is changing the kind of jobs people do, as well as where and how they do them.

The New Normal

The way individuals work and where they work are two of the most significant changes brought about by the Covid-19 epidemic in the business world. The workplace is no longer a physical building, an office, or a desk that employees occupy during regular office hours, thanks to the massive move toward remote work following COVID. The distinction between the actual office space and the area where work is done has faded in today's always-connected, instant-access world.

Cloud services, mobile, and artificial intelligence are significant parts of the digital workplace because they may eliminate geographic obstacles to collaboration and procedures while also ensuring that firm information is accessible remotely 24 hours a day, seven days a week. Using technology to promote collaboration, employee engagement, productivity, content management, and business operations are all common digital workplace aims.

The concept of the digital office will continue to expand as mobile, remote, and bring your own device (BYOD) tactics gain traction. Generational turnover, rapidly expanding data, and a fast-paced work culture are all factors in this initiative.

The Advantages of a Digital Workplace

Flexible

Youngsters make up the biggest segment of the labour force and a digital workplace is essential for attracting, retaining, engaging, and motivating this generation. This is because the digital workplace allows employees to work on any device they want, making the modern workstyle more convenient.

Employee content and data are also securely embedded in collaboration applications (such as Asana, Zoom, Microsoft OneDrive, and others) and cloud storage, allowing users to access data from any device, regardless of where they work. Access to this information boosts employee productivity and efficiency. These collaboration technologies make virtual meetings simple to attend, reducing time, location, and device constraints. Because of the flexibility given by Digital Workplace, employees can achieve a better work-life balance.

Better Communication

Digital workplace efforts give a virtual business environment for your team members to be aware of what's going on in the firm, and communication and cooperation play a vital role in getting work done throughout an organisation without snags. It allows coworkers to communicate with one another at all times, even while they are not in the office.

More Efficient

As operating a business in today’s world is all about efficiency and getting more done in less time, the digital workplace is a must-have today. A digital workplace may boost productivity by eliminating travel hours, time spent looking for information, and time spent on other administrative duties that can be completed rapidly with technology.

Easy Access

Since all of your essential work papers are distributed among Google Drive, OneDrive, email attachments, and PC files, finding information when you need it might be difficult.

This problem is nicely solved by digital workspaces, which allow team members to assemble all of their material and information in one spot. Employees may access information from any device, regardless of their location, thanks to a central repository for all files, papers, weblinks, and other rich material.

  1. Real time feedback

The transition from paper to digital allows for labor-saving automation and other advancements, as well as a better work-life balance for people who can work from home. An environmental inspection office, for example, may replace paper reports with apps that allow inspectors to create and file reports from their mobile devices. This removes the report's physical handling and allows the home office to view real-time data and reply while the inspector is still on the job.

Framework of a Digital Workplace

  • Examine the existing situation of a workplace to determine which tools, technologies, strategies, and roadmaps should be implemented

  • Examine your technical talents.

  • Determine the workforce's skill level.

  • Examine the organization's able to adapt.


  • Identify senior sponsor and stakeholder buy-in

  • Identify essential stakeholders in all departments.

  • Identify present stakeholders for the scope's tools and services.


  • Make a road map

  • Define a set of clear, attainable organisational objectives.

  • Assign goals to a set of deadlines.

  • Create metrics to provide insight into the change project's progress.

  • Within the approach, address any possible impediments.


  • Establish Your Toolset

  • Include the tools and technologies that employees will require to do their tasks.

  • Various tools are available depending on your company's requirements.

  • For a cohesive digital workplace, use the correct tools and technology.


Implementation of Digital Workplace

Identifying the technical demands of workers and the company as a whole is the first step in adopting a digital workplace. Technology is an important part of digital workplace initiatives, but it also necessitates planning ahead of time for how business processes will be converted to digital by implementing software with task-specific functionality and a user experience that employees are willing to accept as part of their daily routine.

Once the goals for the digital workplace have been established, it is critical to select technology that is user-friendly. For example, software should imitate the functionality of well-known apps like social media. IT workers should be educated on how to maintain any new projects up to date and as flexible as feasible. Finally, digital workplaces must be flexible.

Why need a Digital Workplace?

  • Top talents are attracted

  • Boosts Productivity

  • Enhances Employee Satisfaction

  • More Flexible and Adaptable

  • Brings remote employee at a place

  • Real time feedback 👉 So, building a digital Workplace benefits you in many ways.

The Confronts of Working in a Digital Workplace

  1. Employee Opposition

Employees are typically averse to change if they do not believe it would make their work life easier. Employees may find it difficult to transition from their traditional ways of working in a physical workplace to a remote work environment at this time. People were forced to switch to digital ways of working as a result of the pandemic, and they are still attempting to adapt because they have no other choice. In terms of organisations, there is an opportunity to transition to a digital workplace structure and redefine how they wish to complete tasks. However, in order for them to succeed, they must overcome employee opposition, which could otherwise negate the aim of the digital workplace. To overcome reluctance and effectively implement a digital workplace in your firm, explain the benefits it can give to employees in terms of increasing their productivity.

  1. Data and Cyber Security

Cybersecurity and information security are frequently in the news as a result of phishing scams and data breaches involving consumer and employee data all around the world. CIOs are under a lot of pressure to guarantee that these assaults aren't successful. Although many businesses have strong information security policies in place, enforcing them across the digital workplace can be difficult. Using a digital workplace platform that can directly comply with all data security guidelines is the best method to overcome this difficulty. Alternatively, hold end-user security awareness workshops to teach staff on the importance of data security and recommended practises to follow while accessing sensitive data from their devices.

  1. Employee Productivity Issues

Employee productivity may drop for the first few weeks after introducing the digital workplace because it takes time for them to adjust to the new technology.

Productivity after deployment is determined by the effectiveness of training and upskilling sessions provided to staff to enable them to use the new platform. The design of the L&D process should be more focused on objective end-user performance and productivity.

Books to refer

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Join the world’s work marketplace

Picture of the author

Join the world’s work marketplace