How document digitization is enabling the move to flexible workspaces

Facilitating a smooth shift to the online landscape.

Document digitization has driven the dramatic transformation of our workspaces, facilitating the shift from office buildings to virtual meetings almost overnight. The modern digital workspace serves as a portal to connect employees to their files, documents, and apps, stored either on network servers or cloud-based from anywhere in the world.

Companies can succeed in this new setting with secure solutions that support operational efficiency and deliver an intuitive user experience. Explore the advantages of document digitization for your business and strategize about best practices when moving to a virtual work environment.

The case for the digital workspace

When we refer to a digital workspace, it should encompass a few key components:

• Single sign-on security so workers can seamlessly access the apps and resources they need without logging into multiple systems;
• A virtual desktop to connect with machines, servers, software, and tools from external locations
• Content- and file-sharing tools that foster cross-organizational collaboration without sacrificing version and security control
• A central console that unifies all the company's devices, including PCs, laptops, tablets, phones, and other communication?technologies

Companies can realize countless advantages of implementing a digital workspace. The most often-mentioned benefits of moving to a virtual environment include:

• Enhanced transparency
• Improved support for employees with diverse working and learning styles
• Access to institutional knowledge and resources anywhere, at any time, from any device
• Personalized user experience within the boundaries of network protocol
• Accelerated development and release cycles for new products and services
• Increased efficiency and productivity with enhanced access to information and tools.

In a survey of over 10,000 digital workers worldwide conducted by Gartner in 2021 , 27% said they tend to work more hours in the digital setting, often because of the reduced commute. In addition, 26% said the digital workspace allows them to be more productive.

Time savings typically translate directly to cost savings. In a report by Deloitte, one respondent estimated they saved 43 minutes per manager per month by implementing new digital tools. Extrapolated across the organization, this small amount of time resulted in annual savings of $12 million.

Offering innovative systems and environments also attracts top talent by facilitating flexibility, a priority for today's workforce. In the Gartner survey, 59% of employees said they would only accept a new position if the company allowed them to work from their chosen location. According to the Deloitte report cited above, 64% of workers would take a pay cut for the opportunity to telecommute.

Tech innovation can also differentiate your brand from competitors. In a 2021 survey by McKinsey, half of all companies said they invested in digital to stand out from the crowd, a strategy adopted by 67% of respondents from top-performing firms.?

Best practices for digital work solutions

Communication and collaboration become a significant challenge when employees work in far-flung geographic locations. Effective tools to support digital problem-solving must seamlessly support fluid online conversations and brainstorming sessions, with two-way features that facilitate content creation and personalization. The system should provide all collaborators with secure access to intellectual property and other resources, fostering communication and culture-building across multiple channels. For best results, prioritize these steps during planning and implementation.

Understand employee tech needs

Few organizations can rely on a plug-and-play digital workspace model that provides each employee with the same tools and resources. Create a technology persona for each of your main organizational roles to meet employee productivity needs and ensure security. Each persona should detail the necessary tech attributes and access level for that role, including organizational knowledge, content creation and development, and device use.?

Prioritize data safety and security

Moving to a digital workspace may require incorporating new data security systems or bolstering your existing information safety strategies. At a minimum, virtual offices should be shielded with IP protocols, VPN access, firewalls, 256-bit data encryption, and password protection. The company must also develop file-sharing protocols, whether through a file transfer protocol (FTP) site or another means of secure transfer.

Elicit constant feedback

Incorporate a natural feedback loop into the digital workspace so employees have a quick way to ask questions and voice concerns. Your workforce will spend their days within the virtual environment, so they are best positioned to identify issues that impact efficiency and make it more difficult to perform their tasks. You'll have the data you need for small iterations with a notable impact on productivity.

Set benchmarks for success

As you plan for digital workspace implementation, establish milestones to assess success periodically and make improvements. While the objectives for digitization will vary by organization, these are positive metrics you can review to see how well the new normal is working for your company:

• ??Higher levels of efficiency and productivity
• Enhanced employee engagement, connection, and alignment with organizational goals, which, according to Deloitte, can improve workforce retention by 87%?
• Reduced time spent on tasks you can automate?
• Better consistency across company platforms in terms of content, messaging, and resources?
• Improved employee attraction and retention rates?

Establishing key performance indicators in advance provides real-time analysis of how well the digital system serves your business objectives.?

The COVID-19 pandemic dramatically accelerated the demand for digital work environments. With the right mindset, support, and resources, your organization can turn the digital disruption into an opportunity for exponential growth. Ensuring that the shift to a virtual workspace aligns with the company's mission, vision, and values will facilitate success in this realm.?