The transition to the digital workplace brings many new opportunities for collaboration and cooperation. But for some employees, the transition can be difficult and time-consuming. With these 7 steps, you can make the transition to the digital workplace easier and thus increase productivity and efficiency in your company.
Digital workplace checklist: 7 Steps to increase productivity and efficiency in the company.
1. change management
Changing the workplace requires large levels of change at many different levels. To make the digital transformation as easy and fast as possible, the whole company must embrace the change and implement the change strategy in a goal-oriented and consistent manner.
The right change management is important for this. In addition to an elaborated strategy and plan for implementation, the designation of "change managers" who fully support and advance the digital transformation can help others to identify with the change and thus find their way around it more quickly.
The change managers can be the contact point for questions and problems regarding the digital workplace, and through their leadership can make the changeover as simple and understandable as possible.
Good change management is the be-all and end-all of such a major change in the work environment and will have a direct impact on efficiency and productivity in the new workplace.
New technologies should not cause additional stress in the working lives of colleagues - on the contrary, they should make life easier for them.
The provision of and participation in workshops and training sessions on the topic and the concrete changeover can help to understand the new workplace more quickly and thus be able to work with it more quickly.
Easy-to-use and understandable tools can further simplify the implementation and transition to the digital workplace.
Employees who want to learn about and get involved with the new workplace will also make the most of it and increase productivity with the new tools - but to do so, the transition must be made as simple and understandable as possible.
Make sure that the technology is in place to implement a digital workplace - identify the technological needs of each employee and check that they have the hardware and tools they need to use the digital workplace - for example, does everyone have a good computer?
If you work from home, do you have a monitor, keyboard and mouse? Are the appropriate adapters available?
Setup can have a huge impact on how the digital workplace can be used and will affect productivity - because you don't want employees to spend a lot of time setting up their workstation or getting annoyed at not having the right hardware.
The provision of all these tools will increase the satisfaction with the changeover and thus also the motivation to deal with the new
Moving to a digital workplace can significantly increase employees' flexibility in when and where they work - they are no longer limited to the times they spend in front of their computer in the office. They can work from home, from the office, a library or a coffee shop, and can adapt to external circumstances and adapt to different situations. Numerous studies have shown that this can greatly increase motivation and productivity - so it is important to implement this and allow employees to be more flexible with their working circumstances.
This also includes the previous point "Technology" - because to be flexible, every colleague needs the necessary hardware. It should also be ensured that everything can be accessed from outside the company - e.g. by company VPNs to access servers. The changeover to the digital workplace alone offers colleagues new opportunities for flexibility, but these must also be made possible by the right hardware, software and general conditions.
The "mobile office" that is thus created significantly enhances the agility and efficiency of employees. However, care must be taken here too - because many companies focus so much on the ability to work anywhere with the help of the digital workplace that it can be overwhelming for colleagues. Open and clear communication on the subject can be very helpful here to ensure that the flexibility gained is not abused by either the employer or the employee. This can be reassuring and clarifying for colleagues in times of great change, which is a fundamental prerequisite for satisfaction, motivation and productivity.
5. availability of information
The digital workplace offers a central storage of information, tools and documentation. Platforms that provide an entry point to the digital workplace provide a single interface that allows easy and uncomplicated access to all the tools or information needed. Employees can save valuable time by eliminating the need to search for different documentation on different physical and digital platforms. This can not only save a lot of time in the everyday work of each employee, but can also be very helpful during customer meetings or presentations when information needs to be found ad-hoc and quickly. During implementation, it must therefore be ensured that all documents and information sources are correctly stored and retrievable in the digital workplace. Various access groups can be defined to ensure that only authorized colleagues can access certain information.
In addition, the flow of information between employees can be drastically increased through chat-based tools that allow faster back-to-back conversations compared to email, the ability to quickly call someone and share or control their screen as needed, etc. It also enables work on shared documents that are available to all colleagues and can be accessed from anywhere. All of this information is available to employees from anywhere, at any time, using just one application, and can quickly increase productivity. For this to work, it is important that the different storage forms and locations are available and clearly defined so that they can be accessed and worked on in a simple and understandable way.
The successful conversion to a digital workplace does not end with the launch and final introduction of the workplace. After the implementation, you should check how the employees cope with the work center. Make sure that you provide them with a platform for feedback to determine where the digital workplace needs to be adapted. Listen to your employees - let them know that their voice is heard and appreciated - that the digital workplace is their workplace and can be adapted to their needs. And adapt the workplace if necessary - many standardized, ready-made solutions for the digital workplace offer plenty of room for customization and adaptation through add-ons and other tools that allow the workplace to be designed and redesigned at any time to suit everyone's needs. Take advantage of these possibilities to increase the satisfaction of your colleagues with the new workplace as much as possible and thus maximize productivity and efficiency.
7. employee commitment
Studies have long shown that the level of commitment felt by employees in the workplace greatly increases productivity and profitability levels. In fact, employee management has proven to be the strongest indicator of positive corporate performance. These studies clearly attributed this positive effect to the feeling of being valued and involved in the workplace. The digital workplace offers many new opportunities and areas where employee engagement can be increased through more open two-way communication compared to more traditional tools.
In the digital workplace everything can be made interactive with social tools such as likes and comments. One-sided announcements or newsletters can thus be turned into open discussions in which employees can easily express praise and criticism and collect feedback quickly and easily.
The key here is to improve employee engagement - not just loyalty. The digital workplace enables greater participation in processes and decisions, for example through the use of surveys and feedback questionnaires - making employee involvement much easier than ever before. The use of these possibilities can thus greatly enhance employee engagement and thus work motivation, productivity and job satisfaction.
Follow these 7 steps to increase the productivity and efficiency of your colleagues during and after the transition to the digital workplace. This will help ensure a successful transition and help ensure that employees are quickly and easily immersed in the digital workplace.
Do you have any further questions about the digital workplace theme? Contact us by email, facebook or LinkedIn and we will be happy to help you!