What is a digital workplace?

“Digital Workplace” is one of the most popular buzzwords of recent years when it comes to new work and digitization. The problem is that everyone seems to have their own definition of the term. And that’s precisely why we’re going to explain exactly what a digital workplace is all about in this article. The idea behind it is actually quite exciting. And while we’re at it, we’re also going to let you know what all the modern companies are hoping to gain by adopting a digital workplace – in other words, the 9 main advantages of successfully implementing a digital workplace at your company. Sound good? Then let’s begin! #COYO1mal1

What does digital workplace mean, exactly? Two definitions:  

On the Internet you’ll find a number of vague definitions of the term digital workplace. This is unfortunately a very common problem with technical terms in fields that are developing extremely rapidly, like the software industry and the modern working world. After all, there’s no dictionary out there that has been deemed the ultimate, definitive authority that we can simply open up to find the “official” definition. This means we’re simply going to have to work our way toward a concise and plausible definition together – or rather, towards two at once.

A preliminary thought: what does the world of work look like today?

The working world is changing, that much is clear. And most people have probably also noticed that it’s changing at an increasingly rapid pace. After all, today it’s almost impossible to imagine that 30 years ago, virtually no one on earth had a cell phone or Internet (at home!). And the first modern smartphone was introduced just 12 years ago.

Today, groundbreaking innovations in hardware and software are introduced almost on a daily basis. And obviously these developments are also gradually having an impact on employees’ work processes, ideas, and needs.

In our private lives, these changes are occurring much more rapidly. For example, many people are now used to almost constant high-speed Internet access. They conveniently read their messages on their smartphones and communicate quickly and easily via instant messaging and social media.

And it goes without saying that these digital natives are surprised when at work, they’re suddenly forced to constantly play e-mail ping-pong again. And if the company news still lands on their desk as a printed employee magazine, then the #clashofcultures has truly reached its peak.

Definition 1: what’s the idea behind the digital workplace?

Fortunately, however, more and more companies are seeing the opportunities offered by truly upgrading their working environment. Then it’s no longer simply a matter of digitizing a company as such. Unfortunately, this is all too often carried out while completely ignoring the needs of the employees. No, companies with a carefully planned approach to modernization know that the best results can only be achieved by satisfied workers.

This is why the focus is shifting to the individual, and with them, their workflow. All of the efforts are geared toward making people’s work easier and making them more effective. And this, in turn, often leads to the question of how people can collaborate more easily and effectively.

In other words, it’s all about sharing information, optimizing processes, quality assurance, and clearly about employee satisfaction. And the idea of the digital workplace is based precisely on this underlying concept. The aim is to leverage all of the technological resources available to support employees in their work in the best conceivable way. A working environment perfectly adapted to our needs that is always geared toward helping us achieve the best results – sounds like a great concept, doesn’t it? Where do I sign up?

Of course, this underlying idea also means that it’s no longer just about the workplace alone. After all, we’re frequently out and about when we receive important information. Or our living situation demands that we work from home a lot anyway. This means that the digital workplace represents the next evolutionary stage of the normal workplace. Or, as the literary and cultural scholar Christoph Herzog aptly puts it (referring to the rather misleading terms nowadays): “This means the workplace is no longer one place – it’s wherever we’re productive.”

Definition 2: the digital workplace as a software solution

This means that the term digital workplace can describe a new approach to both work and our working environment. Or it means special software designed to make this concept reality as easily – and nevertheless as systematically – as possible. It’s the technological implementation of the underlying concept. And it’s extremely practical, because it means companies don’t need to reinvent the wheel.

Typically, digital workplace solutions offer a company’s employees the ability to communicate, connect, and collaborate with each other. The user interface that is primarily used for this is often a social intranet. This also serves as the entrance to the digital workplace (for more information, see our blog post: “What Is a Social Intranet?”)

Although the terms digital workplace and social intranet are sometimes mistakenly used as synonyms, a digital workplace is much more than that. It is a company’s central platform that contains all of the information, applications, and features necessary for work – sort of like a really cool toolbox that every company and every employee can piece together for themselves. After all, the sales, IT, and HR departments all need different tools to effectively carry out their duties. Sounds like luxury, doesn’t it?

Well it is! And this luxury is normally also available on a reduced level when on the go, for example via smartphone as a responsive mobile website or as a full-featured app. The idea is to offer everything needed so that employees can always work as easily and as effectively as possible.

The benefits of a digital workplace

Properly implemented, digital workplace software will catapult your business forward. And we already mentioned some of its benefits. But to summarize everything as clearly as possible, here is the ultimate list of what a digital workplace can do for you and your company:

Benefit #1: Truly efficient communication

With the right digital workplace, you can communicate with all of your employees – whether they are on a business trip, working from home, or are blue collar workers at a warehouse or sales outlet who don’t have regular access to a company computer. But better still, your employees can also communicate with each other – usually quickly via direct messages  instead of e-mail.

Benefit #2: Access to knowledge – finally

A digital workplace can be used to quickly and easily share information of all kinds. In addition, the employees are so well and transparently connected that everyone can look for and find the information and support they need – and not only within their own office, but also extremely easily at other locations, for example abroad.

Benefit #3: Processes that are actually clear

The digital workplace provides a central platform for all of the key information, features, and tools. As a result, every employee has access to all of the data and software applications they need, which greatly simplifies and accelerates their workflow. It also helps prevent the use of isolated solutions, for example by individual departments. 

Benefit #4: More effective collaboration

Above all else, the ability to share information more efficiently and streamlined processes naturally lead to collaboration opportunities that are much faster and more effective. In addition, digital workplaces usually offer features that allow employees to collaborate directly, easily, and conveniently – for example in digital team rooms or project portals.

Benefit #5: Greater freedom thanks to being able to work anywhere at any time

Another benefit of a digital workplace is the flexibility it offers. It's usually possible to access a slimmed-down version via smartphone. And in line with the underlying idea behind the digital workplace, the focus is not on requiring employees to be physically present, but instead on creating ideal working conditions and achieving the company’s goals – an attitude that an increasing number of young professionals consider absolutely essential, by the way (can we say talent attraction, boys and girls?).

Benefit #6: Boosting motivation means boosting productivity

It’s simple but true – satisfied employees are motivated employees, and motivated employees are productive employees. And how do you ensure that your employees are satisfied? The underlying idea behind a digital workplace is already a huge help. After all, the first step to creating satisfied employees is to make sure they feel like the company takes their needs seriously. When you then add in a social component, for example via a social intranet, the employees feel that they are being listened to, understood, and that they are part of the group.

Benefit #7: A little something called employee loyalty

It goes without saying that employee satisfaction and employee loyalty go hand in hand. After all, if you feel that a company takes your needs seriously and that you belong, and if you are motivated to work for the company, you will want to stay with them. Makes sense, doesn’t it?

Benefit #8: Privacy – check!

Today, in the era of the GDPR, privacy is always an important issue. With the right digital workplace, you and your company are always on the safe – and secure – side. Unfortunately, without enterprise communication and collaboration software, employees often resort to using less secure solutions like WhatsApp and Dropbox. And that can be costly if you open the mail and find a cease and desist letter! (for more information, see our blog post “Six Reasons Why Companies Shouldn’t Use WhatsApp Internally”)

Benefit #9: A truly modern corporate culture

The ability to work flexibly from any location and the social intranet component included in most digital workplaces are what have the greatest impact on a company’s corporate culture. This is because they make new forms of communication and connection possible and allow a company – despite the ability to work remotely – to grow much closer together. And this in turn improves communication, increases the amount of knowledge being shared, and makes employees more loyal. It all goes hand in hand.

In Summary: what are you waiting for?

As previously mentioned, a digital workplace will truly improve your business and offers an impressive range of benefits – including serious competitive advantages and greater success. But if you are now considering launching a digital workplace at your company, don’t make The 7 Most Common Mistakes When Launching a Digital Workplace. However, as long as you and your company prepare properly, this could be one of the best decisions for your business in a long time.