The digital workplace: Think, share, do Transform your employee experience

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Embrace the evolution :

The evolution of the workplace trends :

The last 30 years the labor market changed even more drastically then before. This is due to two main reasons: Firstly, after the baby boom, we now have a more aging workforce that has still some knowledge to pass. Secondly, the new day and age comes with new challenges such as finding the right data in the overload of information’s you will get. Also, with all the new tools available and expectations for each company they need to improve their efficiency forthwith and constantly. The efficiency is related to the costs as well as for working time from every employee. To react to those changes a company has several options: - Improve their communication: By allowing the employee to work more transparently, providing them with the tools and information’s they need on several devices (mobile phone, private computer, tablet,…) - Offering a better user experience: By exploiting more the social networks in order to offer a better contact between the employees. A company can also improve their website by making it more pleasant and easy to use for their customer. - Improve the productivity of the employee : By providing the right information at the right time to every employee. Also by selecting carefully your data can reduce your costs (as you’re are only buying the part you need and not the all data package) and enhance the employee productivity as the “data mining” part of the task will already be done.

What makes a workplace digital and what are the benefits of digitalization ?

A digital workplace is englobing all technologies used at work. It ranges from your HR applications and core business applications to e-mail. Because the definition is so bright most places are already partially digital. Nevertheless there is (almost) always room for improvement, and enhancing a more digital workplace always pays off as the benefits increasingly outweigh the costs. And this outweighing will only increase throughout time as the risk of falling behind will only increase. If lacking behind your competitors wasn’t motivating enough for you to go more digital in your company here are a two others reasons to do so : - Employee attraction : As a study found 64% of employee would accept a lower wage if they are no longer obliged to work in an office. - Increase the quality of the work-life of the employee: Installing good online social networks improve by 7% the productivity of employee and increase by 20% their overall satisfaction. Resulting from that is a better employee retention due to the fact that their engagement to the company increases. But going more digital is not an easy task. To successfully improve the digital aspect of your company you should have clear objectives and a clear roadmap to ensure that you are delivering the right business values.

The digital workplace framework :

As mentioned above most companies already have a digital structure but this one can be quite modest. To improve this one you have to first understand your current digital structure and then identify areas where they is some room for improvement.

To achieve that you can divide the framework of the digital workplace into 4 layers:

1. The business drivers: This layer helps you to identify where you could have a better business value. This layer is the furthest away from the “regular-employee”, here the board of directors is taking the decision on which direction the organization needs to go for her digitalization. The idea here is to promote knowledge collaboration and guidance so that each employee is looking forward to add new improvements to the company who then will result in new measurable business values. To motivate the employees to do so you have several approaches : - You can provide new and easily implementable tools that can either sees new business opportunities (such as an applications that could help identify cross-sell and up-sell opportunities) or improve ongoing business processes. -By introducing time and costs sparring tools such as virtual team meetings that will cut the travel time and expenses.

2. Control: Once implemented you need to manage the risks attached to it and govern your digital workplace appropriately. The implementations and new communications methods must comply with your company’s culture and the regulations. Components of digital workplace governance : - You need to clearly identify the business goals and put them into clear guidelines to drive the development (to avoid deviating from these). - The digital workplace strategy needs to be well explained to the managers so that they can pass on the informations to their employees and answer any questions if they may have some. The employee are a key element in the implementation. They need to have a training that allows them to understand fully their new digital tools. Because the more those get used in an extensive way the more the implementation can be called a success. - You need to create a sustainable interaction model with your stakeholders and define governance processes and metrics to assess your deployment. Risk concession and reduction : - Monitor, collect and analyze your information will allow you to determine which data can be shared throughout the company. It will also help you to analyze the risk that you may face if some information would come out. - Your employees need to have instructions and training to know which data they can share and which one they can’t in their workplace. - The flow of information needs to be well organized throughout various channels in order to get the right information to the right person (as mentioned for the improvement of employee efficiency above). - Crisis management is also a key element in the risk concession as you always have to foresee a crisis scenario and an adequate response to it in the implementation of new digital tools.

3. The digital toolbox : Each business has his own needs due to that they need to select carefully the tools they need. To do so they need to have clearly defined strategy (normally done at the directors board level). Based on that the company can then clearly define their business focus for their implementation and then asses the tools you already have and which one could be added to improve a certain domain in the company.

The digital workplace toolbox can be divided in eight categories :

A. Messaging : Communication between employee via messaging platforms. B. Productivity :Improve the corporates organization and asses the work that is being done in the company. C. Collaboration : Allow each employee to collaborate amongst them and with other business partners. D. Communication : Supports information sharing and internal publishing. E. Business applications : New software’s specific to the company that will be available for the employees. F. Crowd sourcing : The goal is to allowed to every employee to shares their thoughts and ideas on how to improve the workplace. G. Connectivity : Help to find the right person to address a problem (internal as well as external) that a person might face. H. Mobility : Physical work tools (laptop, smartphone,..) for the usage of the new tools coming from the digitalization.

4. The use : This layers is the closest to general employee. The tree main goals from a digitalization implementation from an users point of view is to improve the communication and connection between each employee in a company. But increasing the communication does not only mean to improve the amount of data available and generated for each employee but also and mainly to get the right information for the specific employee needing it. The aim of improving the communications and collaborations is to have a better collaboration resulting in better working performances.

Source : Deloitte - The digital workplace: Think, share, do Transform your employee experience