Digitally Connected Workplace Experience Software 2021 | Top Features
Intelligent software technologies should be used to build digitally connected workplaces that in turn delivers un compromising workplace experiences to employees.
The last couple of years have drastically transformed the way the workplace operated and has given rise to a new culture that is vastly digital and interconnected. While the companies and organisations were finally getting a hang of the structural as well as technological changes of the office space, the pandemic hit businesses. And it hit hard! The enterprises and organisations which had deliberately turned a blind eye to the transforming technologies were given no time to spare and had to mandatorily jump into the connected workplace environment.
The employees have grown and the working culture has taken a new leap. The rising popularity of a digitally connected workplace software has brought the offices out of the physical spaces and the workforce is no longer combined to a specific workstation for running tasks efficiently.
So, what led to this change in the Workplace?
Need to be faster
The businesses are rushing and tasks need to be completed faster than ever before. For organisations, time loss is directly proportional to profit loss. Also, the rise of remote working poses a question of collaboration and speed of operations. A digital workplace can effectively cope with the racing environment and allows the employees to take on tasks faster, enabling seamless communication as well as unison in performing company operations smoothly and in time, all due to the fact that most of the processes are automated at all levels.
The need for a flexible workforce which can operate and perform in and out of the corporate offices has led to many companies making the switch to a digitally connected workplace environment. The work culture that was prevalent some 15 years ago is no more accepted by the present generation as they look for more flexibility and greater independence. Also, as more work from home employees come into existence, the need to go virtual and omnipresent is more than ever before.
Enterprises witness tonnes and tonnes of data and information flowing in and out of their office computers every single minute. The businesses are expanding and customers are increasing, which in turn has created a pile of data that is hard to store and utilise using paper or even conventional spreadsheets. A digital software can effectively manage your company’s information and sensitive files with the help of minimal staff, thus saving the organisation’s crucial data, labour cost and time like a pro.
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Defining Digital Workplace
A digital workplace is the evolved form of the basic workplace culture and incorporates all the technologies and innovations that connect the organisation’s staff and helps them work coherently towards completing projects independently.
Integrated facility management solutions has fuelled the growth of digitally connected workplaces. The future is integrated, smart organizations have set aside strategies that encourage flexibility, higher co-ordination, and seamless communication to increase workplace efficiency .
Everything ranging from the management tools and resources to the key applications like mailing, cloud-based software and other resources that shift your office to the virtual expanse is a component of a digitally connected workplace.
Essential features of a Connected workplace software
Ease of collaboration
The ability to collaborate reflects highly of the company’s work culture and is a direct reflection of its efficiency as well as productivity. The digital workplace software comes laden with the necessary tools that enable seamless and intuitive collaboration over a single platform. This allows employees, even the ones working remotely, sitting in varied parts of the globe to collaborate without lags and complete tasks without any hassle. Employees are given the option to tag other employees in their conversations and even use certain tools like polls to carry out tasks in a more organised manner.
It is almost impossible for the employees to sit and write codes for every little operation that needs to be performed. Not only is it impractical but also cuts down significantly on the productivity of your staff. Why write programs every single time for teeny-tiny workflows when you can actually find it pre-built in the software? Regardless of the complexity of an operation, the digital workplace consists of options as easy as drag and drop to create a system that requires minimal codes but maximum output. Also, this problem-solving feature frees the IT department for other tasks instead of engaging their time in writing codes for operations every now and then.
Limits on access
The data is too much to handle especially for bigger operational enterprises and when there is so much data to take care of, it is bound to get compromised due to errors here and there. An effective virtual system can get all of your information in a safe vault, safeguarding it from the non-users of the organisations. The companies can create access for various folders and sensitive data to ensure that the rightful employees can access it whenever and wherever they want without being accessible to the other employees or staff.
While dealing with a number of projects every single day, employers may find themselves in positions where certain information was not sent to a concerned employee. However, when it is all virtual, such instances barely arise because the virtual space allows easy communication between the employers and employees, ensuring that both sides exchange information consistently. Inability to communicate usually results in slow performance levels in employees and is a major cause for conflicts and reduced productivity. Chats, tagging employees and other such tools make it easy to track the employees and tasks and create an effective communication thread within the organisation.
Central module workflow
A lot of applications are available in the leading app stores for effective collaboration among employees and getting things done faster at work. But do they actually work? Do all the employees within the organisation leverage this technology? Are such apps really saving your time or do you end up wasting more while juggling between 10 apps at the same time?
The answers lead to one solution – a central module of workflow that connects the staff within any organisation and has all of the features located on a single board. This will save time, create communication, improve efficiency and build a stronger collaborative team irrespective of the number of remote employees working in a certain organisation. This also enables easy search of information and data through a single module.
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When the processes involved are numerous, the organisation is constantly faced with the challenge of reporting and creating audits for a smooth flow of work. The digitally connected workplace environment clearly makes it easy for organisations to keep a record of all the tasks and operations being performed and keep track of the activities frequently. Such reports ensure whether your everyday goals are aligned with the bigger goals that your brand or company plans to achieve, thus helping you keep a track of your progress every step of the way.
Clear metrics, factual observations and accurate reports all help you predict the performance and problem areas within the workforce and take necessary actions without any delay.
Opting for a digitally connected workplace does not mean that every single system needs to be uprooted from the organisation and all the systems need to start afresh. An effective workplace software should allow integration of the previous system and core business applications for uninterrupted growth of the organisation.
Every office already has CRM, CPM and other systems effectively doing their job and the digital workplace should be able to integrate such programs for a complete virtual upscaling of any company or enterprise.
Seamless data integration
What is the real purpose of a digitally connected workplace?
It is to provide a central stage where the exchange of data and information can be done quickly and from any place, at any point in time. The main motive is to rise above the physical barriers of the office campus and get things done from even the most remote corners of the world. This shows that one of the most crucial features of such a system is bound to be seamless data integration.
Whether it is their work file or chats, polls or activities, they should be able to upload and download the information without any hassle or delay. Whether it is data about the seat booking status or asset information, the rightful personnel should be able to view, edit and update the status in no time.
Built-in tools and resources
A necessary feature of a digital connected workplace is that it supports built-in apps and certain tools that inherently make the processes of any organisation easier like employee dashboards, task approvals etc. These resources are already present in the system to help the employees look at all things with a virtual eye. For small businesses, such add-on apps and tools really make an impact as they might have tasks that are similar for a long time and can be automated easily with such tools, saving on a lot of time and labour cost.
When it comes to using programs and systems, employees usually expect a high level of engagement owing to the ever-increasing number of technologies in the present market. It would not be wrong to say that the staff expects high levels of personalisation in their office seats as much as they do in their own laptops. To address this, a digital workplace system should come with an intuitive interface and a simple-to-operate dashboard.
For example, quick buttons like chats, search bar, employee status and other frequently used links should be present at the front of the system. Simple ways to create workflows that incorporate interaction-oriented designs and methods are a must for making the switch to digital workplace less fussy and more engaging.
Bonus tips to make the transition painless and successful
Get the right people on board
The key to introducing any new innovation or technology in the office environment is having the right people to begin with. The current workforce may easily get hold of the new system in place and can work effectively without a lag. For the older employees, the new software can seem daunting to operate and therefore, the right team that carries out the transformation is vital to successful integration.
Identify the existing culture and objectives
Before companies step up and go all-out on their employees with digital software, it is essential to identify the work culture and work ethics within the organisation. This step is crucial to identify the current working trends within the offices and pinpoint the areas that are in desperate need of automation and digitalised workspace. This allows companies to get digital step by step and also steers the adoption in the right direction.
Look at the bigger picture
What do you wish to achieve? How is your organisation benefitting from being digitally adept? Is the digital workplace environment aligning with your future business strategies? Every organisation has future goals and objectives and is working towards achieving something. Any tool that accelerates your pace towards achieving that particular goal is a good investment but sometimes, companies may not be requiring bulky software and may even operate pretty well with a specific set of features. Such realisations can cut out ample on cost and help companies achieve efficiency in no time.
Research, research and research some more
The best thing companies can invest in is time to research. The competitors are already accepting this new norm and while some may actually benefit from this, some are just incorporating the system to “fit-in”. In order to avoid being part of the herd, try to research and talk to the experts so as to make an informed purchase and stand out.
Introduce the digital mindset
Companies should focus on building a future mindset among their employees right from the start. This means that the staff should not be scared of the new innovations and the new machines entering their lives, but feel confident to leverage them to make their life easier. Automation should be looked at as the future of business and a digitally connected workplace environment software should be welcomed with an open heart and mind for maximum benefit.