Everything You Need to Know About the Digital Workplace

Do you have everything you need to know about the digital workplace? Digitizing the office brings many opportunities, but how do you make sense of them and how do you best structure and digitize your workplace? We'll get into that here.

Digitizing the office - what is the digital workplace?

We live in a world that is evolving digitally at lightning speed. The digitization of our society is evident in everything we do. First it was in the form of emails, text messages and digital mail. Now it's also through the use of the phone to pay at the supermarket, constant digital media streaming, the use of various streaming services, digital initiatives in the workplace and a general digitization of the office.

When you decide to explore the digital workplace, this digitization can come in many forms and types. There are a wide range of digital and technological initiatives you can implement to create a more digital workplace, but it's really up to you as a manager or the workplace/company to decide how digital the workplace should be. Read more below where we discuss the pros and cons of an exclusively digital workplace - a virtual workplace.

There are many ways to create the more digital workplace and it's all about utilizing and integrating the technology and digital initiatives available in the workplace. This can be in relation to workflows in the office, running the business, conducting meetings, etc.

For example, by integrating the digital initiatives and technologies that employees already use into one platform, or by implementing new digital initiatives, you can create more fluid communication and often a more optimal workflow, resulting in more efficiency, growth and innovation.

Maybe you're sitting here right now wondering how to create a more digital workplace?

In fact, you're probably well on your way. Are you probably using emails? Maybe your sales and marketing is predominantly online? When you communicate with your employees, maybe you do it through a dedicated chat program? Have you digitized more of your meetings so that instead of holding them physically, you hold them online?

... See for yourself!

Most companies are already well on their way to implementing many digital and virtual initiatives - and you decide how digitalized you want your workplace to be. Are you and your colleagues or employees looking for inspiration on how best to create a more digital workplace? The following tips and initiatives might help.

Actions you can implement to create a more digital workplace:

• Digital programs, platforms or collaboration tools that bring your programs and tasks together in one place - this also helps reduce unnecessary paper waste.

• A digital platform where you can manage office operations, for example. Here you can make use ofOfficeguru's flexible platform.

• Hold meetings online so you don't necessarily have to come into the office or so guests from outside the office don't have to spend several hours in transportation to attend the meeting.

• Automation solutions for different functions so your employees can use their time more efficiently and have more time for other important tasks.

• If you still have landlines, maybe it's time to replace them with cell phones?

• The ability to work from home: When your employees can access most (if not all) programs digitally, you can more easily implement regular home working days - or even have employees who primarily work remotely. Read more about working from homehere.
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‍Remember:Change is good
‍Whenyou decide to digitize your office, it's important that you embrace change. Our society is constantly changing - especially when it comes to technology, digitalization and mediatization. New advances are constantly happening, leading to change; and if you embrace these, you will be better able to respond to them and benefit from them.

The pros and cons of digitizing your office

There are a number of pros and cons to digitizing your office in general. As with so much else, it's about finding a way to get the most out of your digital initiatives - both as a company in general, but also as managers, employees and colleagues. It's important to set a well-defined framework for the digitalization of the office so that everyone is on board with the digital and technological initiatives.

Benefits of digitizing the office:

• It provides more flexibility on many parameters; for example, it's easier to communicate with each other and employees can more easily work from home because they can access most programs digitally.

• Productivity will be higher because more workflows may be automated, creating more time for other tasks. In addition, because of the greater flexibility, your employees will also be more productive and efficient.

• It's easier for employees to work even if they are sick, for example. After the coronavirus pandemic, no more showing up to work and potentially infecting several colleagues with a cold or flu. If the workplace is digitized and you can work from home, employees can still log in and work if they don't want to call in sick.

Disadvantages of digitizing the office:

• While most automated solutions are great, it can still compromise a bit on quality. That's why it's important to test various programs before going all in and implementing them. That way, you can ensure that no mistakes are made.

• When your office is digitized, it can both contribute to collaboration between colleagues, but it can also deprive them of social interaction or important sparring during tasks that are now automated.

• If digitizing the office leads to more employees working from home, it will be nice for them, give them flexibility and probably increase productivity and efficiency. But there are also consequences to letting your employees work from home. For example, it will reduce social interaction in the workplace.

What is a virtual workplace?

While digitizing the office is based on a number of digital initiatives, the ability to work remotely and the digitization of operations, workflows and more, a virtual workplace takes it a step further - everything becomes digital.

Although the physical workplace is still the most prominent, the need for a digitized, and in many cases a virtual, workplace is steadily increasing. Companies and organizations that operate in multiple countries, perhaps on multiple continents, are beginning to realize the benefits of creating a virtual workplace, an entirely digital workplace where employees can "meet" and communicate across time zones, borders, etc. A virtual workplace works best if your company or organization has many employees working around the country - or around the world. It makes sense to have a virtual and digital space where you can work together even if you're sitting separately.

Benefits of a virtual workplace

Choosing to go with an all-digital and virtual workplace offers many possibilities, which brings with it a number of benefits.

Easier communication and knowledge sharing
‍Areyour employees located in different parts of the country or even the world? Then a virtual workplace, where you can easily check in, write together and talk to each other in virtual meeting rooms, will ensure that even though you're sitting separately, you have great opportunities for quick, easy and ongoing communication and knowledge sharing.

Flexible working hours and happy employees
‍Becausethe workplace is virtual, you make it easier for your employees to check in and out throughout the day and across time zones. As a result, your employees are likely to be satisfied as they are able to manage their workday themselves, giving them more flexibility - and this will most likely show in their work efficiency. This will also be an advantage when recruiting new employees.

You'll never run out of office space
With a virtual workplace, you'll never run out of space. If you have a growing business where you often recruit new employees, it's an advantage to have a virtual office. You'll never have to find new premises, move your business address once a year or sit on each other's laps while you work. You'll also save money on the cost of renting space, etc.

Disadvantages of a virtual workplace

Of course, as with so many things, there are also disadvantages when it comes to implementing a virtual workplace. As a manager, it's important that you weigh the disadvantages against the advantages that a virtual workplace brings.

‍Lesscohesion
By allowing your team to work virtually, the workplace can lose cohesion. Due to your employees' flexible working hours, it can be difficult, for example, to call everyone in for a meeting if there is a sudden problem that needs solving.

Socializing is challenged
‍Socialinteraction is important in the workplace as it helps for more effective teamwork. Creating a good social environment can be challenging if the workplace is virtual and people often meet through a screen.

What do you do when security or IT issues arise?
‍It's risky to have the entire workplace and a lot of important and confidential information gathered remotely. If there is a sudden security breach or your employees experience IT issues, it can be difficult to fix when you're not sitting together. However, there are now many ways to secure your virtual workplace against external attacks.

‍Risk ofreputational damage
‍Ifyour potential customers find out that you work virtually and remotely, it could give them the impression that you're not a "real" company.

Source: The Hartford: "The Virtual Workforce: What You Need To Know"

Need help getting started with digitizing your office operations?

Then take advantage of Officeguru's smart and flexible platform. As an office manager, HR manager, CEO or other operations manager, you can easily manage your office operations. For example, you can managethe lunch program,commercial cleaning and many other services on one platform. Check out the platformhere.