Transform your workplace

From Paper to Screen: 5 Reasons Why You Should Transform your Workplace

by Camille Billones on and last update on July 09, 2019

Going digital does not just mean connecting with virtual communities on the web; there are a lot of things that need to be considered. You and your clients should be well-prepared before jumping into the process. If you feel like you are still stuck in the ‘90s and you wish to upgrade your office, then it is high time to consider transforming your traditional workplace into a digital workplace. But where should you start?

Implementing a digital workplace cannot be done overnight. It could also complicate your employees’ current setup and project schedule. Hence, you should test it out first on a specific department and see if it fits your organization. For example, why don’t you try using a board portal like Convene for conducting meetings? Meetings are a necessary component in any organization so it’s good to begin your digital transformation in the most general tasks you do. If you have never tried any digital tool, it would be best to administer a trial of the board portal for your board members. Since your board is smaller compared to other departments of your organization, it will be easier to assess their responses on the board portal’s usability. Their feedback can serve as a reference whether your organization is ready for the change. If you’re still hesitant after the trial stage, here are five things to consider why you should set up a digital workplace:

1. Mobility

If you start migrating to a digital workplace, it will require your employees to work mostly on their devices. Today, we have smartphones, tablets, and laptops that many people use in their daily tasks whether for school, work, or leisure. Because of convenience, there are companies who able the use of personal devices for work. This practice is known as Bring Your Own Device (BYOD), which is a common scenario in most offices nowadays. BYOD plays a huge role in a digital workplace because having a personal device at hand shows that you can do just about anything anywhere you want. These smart devices provide employees mobility for more work options. The 2016 Cisco Annual Report presents that 69% of IT decision makers consider BYOD as a positive addition to any workplace policy. It is mentioned that employees save up to 81 minutes per week when they use their own device. Furthermore, BYOD is a budget-friendly option when you are still in the early stage of digital migration. You won’t worry about spending too much on equipment every time you hire a new person. Also, because your employees are already familiar with their own devices, companies do not need to organize a training for its use.

2. Sustainability

Opting for a digital workplace implies a need for digital solutions for your company’s operational needs. Did you know that 90, 000 sheets are saved per year by just conducting digital meetings? When your organization goes digital, you should be able to practice sustainable company culture. Hong Kong Government Departments, for one, have already switched to iPad-based paperless meetings. This allows them to reduce their carbon footprint and save a lot of money. In British Columbia, they reduced their carbon footprint ever since the government imposed a tax on fossil-fuel users. The carbon levy is currently at $30 (Canadian) per metric ton; in exchange, businesses and individuals get income tax cuts. Through these steps, you can establish a good reputation to the public and attract more clients.

3. Security

A digital workplace offers better security features in ensuring your organization’s data privacy. In a traditional workplace, confidential documents are usually stored in a file cabinet with a lock. This security measure is considerably weaker compared to that of a digital workplace. When someone breaks the lock, they can easily gain access to confidential information. But in a digital workplace, you can combat cybersecurity threats by installing apps with security features like password protection and access right controls. In this way, only a select few people would be granted access to a particular data.

4. Productivity

Digital workplace has improved many business processes with the technology available today. According to Dimension Data, digital transformation established better interaction with customers and more productive relationships with partners in the business sector. Social collaboration becomes easier, thanks to messaging programs like e-mail, SMS, and the like. There is a bunch of messaging apps (e.g. Facebook Messenger, Telegram, WhatsApp) present in Android’s Play Store and iOS App Store that allows you to send a quick message to others. Moreover, Alex Pentland, an American computer scientist and MIT professor, reveals there is a 7% increase in the productivity of organizations with strong online social networks compared to those without. Because work is becoming digital, these software tools aid employees to accomplish tasks more efficiently and quickly.

5. Retention

A digital workplace does not only forge bond with clients, but it also has a positive impact on employees. McKinsey & Company describes the digital space as a platform that encourages employees’ participation in projects and idea sharing. Digital tools such as social media applications help employees extend the audience reach of their organizations to the public. With better communication, there is consistency and coherence in work done that eventually leads to better outputs. Hence, it strengthens relationships in the organization since it increases collaboration efforts in the company. Corporate Leadership Council discovered there is an 87% increase in employee retention as employee engagement increases. This goes to show that employees’ satisfaction enhances employee experience and work productivity.

The digital workplace has paved its way into various organizations, giving employees a wider reach of access. By making use of the digital space, you can cut down a chunk of money on rent, materials, and energy. You can use these savings by allotting it to your organization’s other needs. Perhaps, if cost savings are high, you can invest it in other ventures to generate more earnings. Aside from its financial benefits, digital workplace promotes efficiency and sustainability in business operations and processes in this very fast-paced environment. In order to catch up with continuous expansion of businesses, you must learn to maximize the available resources to provide better service to the people.

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