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Key Factors to Consider when Building a Digital Workplace Framework

Posted by Khoa Tran on

In the current accessibility-ready environment, the need for an immediate connection has become important since it can make the border between the physical offices and the digital ones disappear. Now that the generations Y and Z are gradually taking over the workforce, a workplace equipped with modern technologies to support the daily jobs is by far the most wanted.

Read more: Is a multi-generational workforce an advantage or a threat?

Key Factors to Consider when Building a Digital Workplace Framework

What is a digital workplace?

The digital workplace describes how modern technology is applied in the physical workplace, and how that empowers the businesses to improve or remove the traditional processes and increase efficiency.

As the workplaces continue to grow, and the employee expectations gradually change over time, organisations which are not adapting to the digital workplace may risk being left behind. Thus, building an appropriate digital environment for the workplace has become one of the most top priority tasks for managers.

Read more: How to create a digital culture in the workplace

Five benefits of adopting a digital workplace

The ability to connect every employee from every department without the current geography limiting their capability brings about tons of benefits any organisation can dream of:

  • Enable the process of digital transformation, freely and harmoniously interacting with your internal or external sources anytime, anywhere.
  • Streamline and optimise various business processes but still comply with industry standards and laws.
  • Collect, share and discuss creative ideas, push innovations to occur at a much shorter time.
  • Enhance the employee's experience as technology can boost their engagement, thus, allow your organisation to retain the competitive edge.
  • Revamp your current workplace, which in the long term, will bring about highly satisfied skilled employees, better work quality and a higher retention rate.

Read more: Build, retain and develop your sales force

The digital workplace framework

Collaboration, communication and connection

The culture of your organisation determines the way and the extent to which your employees take advantage of the digital workplace to connect, communicate and collaborate.

  • Collaboration: Give your employees more ways to contribute through solutions such as file sharing, team room, chat and video.
  • Communication: There are many tools needed to support the communication inside and outside the organisation’s network, such as real-time conversation, video and data transmission.
  • Connectivity: Provide your employees with smooth, seamless access to business applications (ERP, CRM, BI or other administrative applications) regardless of location, time zone, or device to increase productivity and support collaboration with related stakeholders.

Read more: 3 evolving aspects of leadership & management in the digital age

Toolboxes of your digital workplace

In order to have full visibility of your new, modern workplace, you need to make sure that your toolboxes have the right tools integrated into the workbench. It will help you meet the requirements of management in the digital era.

Your tools must be able to speed up the initial, manual process and ensure it is accurate so that if there is anything that goes wrong, it will require very minimal time to fix.

Your toolboxes should also integrate a secure remote access because the risks associated with migration is a major concern. Besides, the ability to automatically respond to common errors should be tucked neatly into your toolkit to ensure quick reaction.

Read more: Fitting the right person to the right position with Job Fit solution

The digital workplace governance

As stated in a Digital Working Group’s study recently, digital workplace governance can be understood as "the policies, structures, roles, rules, processes and standards that should be applied to the digital workplace to maintain the optimal and sustainable operation."

There are five critical elements of a great digital workplace governance:

  • Policies: setting up rules and standards and making sure they are followed
  • Awareness and education: giving the employees the chance to access to needed training to maximise their efficiency utilising the digital workplace
  • Restrictions: applying regulations that limit certain actions, such as administrator privileges
  • Supervising: checking to ensure the governance is carried out
  • Guiding: deciding what the governance should be used and how to interpret it

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