What is a Digital Workplace and how to implement it?

Digital transformation and the Covid-19 pandemic have profoundly changed the daily lives and organization of companies in recent years. In Île-de-France, about 45% of employees now have access to telework. Employees of many organizations now have the opportunity to work flexibly in a digital environment in addition to traditional physical environments. The transition to a true digital workplace has become essential. But what is a digital workplace and how can it improve the efficiency and productivity of your business? Discover the benefits of digital collaborative work and the best practices to take advantage of these technologies.

Digital Workplace: The Cornerstone of Digital Transformation

What Exactly is a Digital Workplace?

A digital workplace, or digital workspace, is a platform that brings together and shares information and tools among the various employees of a company, regardless of their location. It includes tools and technologies to enhance communication and collaboration between employees and their clients. It also offers tools to improve document management, efficiency, and employee productivity.

The primary goal of the digital workplace is to simplify and centralize access to these various resources. Thus, it goes beyond merely computerizing processes and encompasses all the technologies used by collaborators.

Microsoft’s Teams or Google’s Gmail and G Suite are two examples of digital workplaces.

The Challenges of a Digital Workplace within a Company

Implementing a digital workplace offers numerous benefits for businesses.

Firstly, it improves internal communication by facilitating information exchange and collaboration across different teams and departments, promising more flexibility and efficiency in internal and external exchanges. Communication tools such as instant messaging and video conferencing allow employees to stay connected and work synchronously, even from a distance.

Secondly, the digital workplace structures and streamlines team collaboration by offering document sharing tools, project management, and collaborative work tools. It enables teams to work together transparently, share ideas and information, and coordinate actions more efficiently.

Moreover, the digital workplace enhances productivity by providing employees quick and easy access to the tools and information necessary for their work. A study published by Deloitte in 2020 noted an average productivity increase of +7%. By enabling the automation of certain tasks and reducing some delays, it promotes operational efficiency.

Finally, the digital workplace contributes to employee satisfaction by offering a modern and flexible work experience. Teams can benefit from greater autonomy and a better balance between professional and personal life.

The Challenges of a Digital Workplace in the Face of External Risks

Computer failures, cyber-attacks, supply chain interruptions, internal failures… Numerous circumstances can disrupt a company’s operations. In these contexts, the digital workplace plays a crucial role in ensuring business continuity. Its goal? To federate the diverse informational and applicative variety of an organization within a common work platform.

Cloud services and online collaboration tools allow employees to stay connected and continue their work, even outside the office. Data and applications are accessible remotely, which ensures the continuity of operations, even in the event of major disruptions. Furthermore, the digital workplace offers advanced security measures to protect the company’s sensitive data, ensuring their confidentiality and integrity.

Therefore, establishing a well-structured digital workplace tailored to the specific needs of the company is essential for ensuring effective and secure business continuity.

How to Deploy a Digital Workplace in Your Company

Steps for a Successful Implementation

Deploying a digital workplace is a complex project that requires careful planning and management. It involves several essential steps:

• Assessing Needs: Understanding the specific requirements of your organization is the foundation for a successful digital workplace deployment. This involves identifying the unique challenges and opportunities within your company that the digital workplace can address.
• Selecting Appropriate Tools: Based on the needs assessment, select the tools that will best facilitate communication, collaboration, and data management. These tools should align with your business objectives and integrate seamlessly with your existing IT infrastructure.
• Training Users: For a digital workplace to be effective, employees must be proficient in using the new tools. Comprehensive training sessions should be provided to ensure that all users are comfortable and competent with the technology. This training should cover not only how to use the tools but also best practices for security and data management.
• Managing Data Security: Protecting sensitive company data is critical. Implement robust security measures such as encryption, access controls, and regular audits. Ensure that all employees understand their roles in maintaining data security.

Communication: The Key to Agility and Transparency

Effective internal communication is the linchpin of any digital workplace. It allows for the sharing of information, facilitates collaboration, motivates teams, and strengthens corporate culture. By adopting digital communication tools, you can make communication more agile and transparent, eliminating geographical and temporal barriers. Good internal communication also enhances a sense of belonging and boosts employee engagement, which are key aspects for the success of any digital transformation.

Throughout each stage of the deployment process, communication is key: it helps to explain changes, manage expectations, and gather feedback. Furthermore, effective communication helps maintain operational continuity during the deployment process and ensures a smooth transition to the new digital work environment.