What is the Digital Workplace?
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The digital workplace
There is hardly any place where the digital change is not noticeable. This applies naturally also for the world of work: new technologies, modern working methods and growing volumes of data mean that the Management of documents and information is becoming increasingly complex. But there are digital solutions that can help companies in this challenge support. An important approach for successful digital transformation is the Digital Workplace.
Digital Workplace Definition
The digital workplace combines digital work processes with the right working environment. It forms a standardized platform for companies in which digital workflows and data can be mapped transparently. The digital workplace comprises both hardware and software components. In addition to the hardware and technical infrastructure, the document management system usually forms the heart of the digital workplace.
Work 4.0: How the digitale workplace is changing everyday working life
Most companies are now shifting most of their work processes to the virtual space. However, the digital workplace is not merely a replacement for the physical workplace, but also enables the Optimization of many processes in the company. This is due in particular to the fast and flexible access to digitally archived information and the communication and collaboration options that which enable a new standard in collaboration.
Here is an overview of how the digital workplace is changing the way we work every day:
Flexibility and mobility
- Home officeEmployees can work from home, which improves the work-life balance.
- Remote WorkWorking from any location becomes possible, eliminating geographical restrictions.
- Organization of working hoursFlexible working hours are becoming more common, which takes better account of individual needs.
Collaboration and communication
- ToolsPlatforms such as Slack, Microsoft Teams and Zoom enable real-time communication and collaboration.
- Document managementCloud-based solutions such as Google Drive and Microsoft OneDrive make it easier to share and edit documents.
- Project managementSoftware such as Trello, Asana and Jira helps to organize and track projects.
Productivity and efficiency
- AutomationRoutine tasks are automated using tools such as RPA (Robotic Process Automation).
- AI-supported assistanceArtificial intelligence supports data analysis, customer service and decision-making.
- Access to informationQuick and easy access to data and knowledge improves efficiency.
Employee satisfaction and loyalty
- Continuing educationDigital learning platforms offer continuous training opportunities.
- Health and well-beingHealth monitoring and promotion tools support the well-being of employees.
- EngagementGamification and social platforms promote engagement and motivation.
Cost reduction
- Office costsLess need for physical office space reduces rental and operating costs.
- Travel costsVirtual meetings reduce the need for business trips.
- Efficiency gainsAutomation and digital processes lead to cost savings.
Security and data protection requirements
- CybersecurityIncreased demands on IT security to protect against cyber attacks.
- Data protectionCompliance with data protection guidelines and laws is becoming more important.
Cultural changes
- Trust-based working hoursMoving away from a culture of presence towards results-oriented work.
- Digital LeadershipManagers need to develop new skills to lead digital teams effectively.
- InclusionMore opportunities for the inclusion of people with disabilities through digital tools.
Advantages of the digital Workplace
Digital Workplace vs. digital workspace
The terms relating to the Modern Workplace are often used interchangeably, although they do not mean the same thing. Rather, it can be expressed like this: The Digital Workspace is a component of the Digital Workplace and forms the virtual workspace in which the actual activity takes place. It therefore replaces the physical workplace and includes all software and IT solutions and digital toolsrequired for the job.
The superordinate Digital Workplace on the other hand, comprises the entire digital environment (i.e. also the digital workspace) in the company as well as the required digital infrastructurewhich is required, for example, for the provision of digital tools. This includes a central repository that contains all data and documents that employees can access via the digital workspace.
Flexible access to data and applications
In the digital workplace, users always have Access to data and applicationsif an authorization exists. Whether web-based, mobile, on desktop or as Office add-in. With just a few clicks, companies can different systemse.g. intranets, employee portals, customer and supplier portals and workflows in the digital workplace.
Whether information systems, contract management or access to a digital personnel file: The possible applications are virtually unlimited. Processes for editing data, applying for benefits or monitoring deadlines, for example, are also typical use cases for the digital workplace.
Simple integration
The document management system ensures that no documents and data are lost. The DMS collects and archives all information regardless of user and location. Employees can thus find all company-relevant data and documents digitally on one platform, regardless of the source. This is ensured by the high level of integration capability, which is made possible by interfaces to common software.
The data is collected from various sources integrated into the Digital Workplace:
- Microsoft Office
- SAP
- ERP systems
- SharePoint
- Paper
Conclusion
The digital transformation has paved the way for the digital Workplace a platform that combines digital work processes and environments to make the management of documents and information more efficient. Through flexible and mobile access to data, the use of modern collaboration tools and the automation of routine tasks, the Digital Workplace productivity and efficiency considerably. Transparency across all data is improved, enabling well-founded decisions and more effective collaboration. enables. Companies also benefit from reduced IT costs and the ability to recruit global talent.
Overall, the digital Workplace contributes to the competitiveness and future security of companies, while increasing employee satisfaction and performance is increased.
FAQ: Frequently asked questions
Here we provide concise answers to the most frequently asked questions about the digital Workplace.
The digital workplace is the entirety of all digitized information, tools and processes in the company that enable location-independent working.
The digitalization of the workplace enables a modern work culture in the company and brings many advantages. These include increased efficiency (e.g. through automation), time and location-independent working, greater transparency of data and processes and a reduction in IT costs.
ECM/document management system, collaboration tools, workflow management, project management, e-mail security, social intranet and more.
Digitalization is finding its way into all areas of life. In the business world in particular, significant competitive disadvantages can quickly arise if “new” technologies are left out of the equation. In addition to this economic argument, the digital workplace can also make employees’ working and private lives (work-life balance) much easier.
The costs for implementing a digital workplace vary and depend on various factors (size of the company, existing infrastructure, selected technologies, security and compliance requirements, etc.). Although the implementation of a digital workplace is initially associated with costs, benefits such as increased productivity, improved collaboration and flexibility as well as securing competitiveness generally justify the investment. In addition, many providers of digital workplace solutions offer flexible pricing models that are tailored to the needs of different companies. The dataglobal Group also works with this model in order to offer its customers exactly the solutions they really need.
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