Strategies for Digital Workplace Transformation

by IT Executives Council | Sep 24, 2024 | Digital Transformation

A digital transformation involves shifting to digital processes across all areas of business. Some companies have made a partial shift, but a true transformation involves a complete change in operations. Once completed, the shift should optimize efficiency and innovation.

The CIO is often responsible for guiding companies through a digital transformation. The process can be complicated, but with the right strategies, they will achieve a more productive workspace.

Consider the Components

Most companies have four main components to be considered in a digital workplace strategy as follows:

Employees: A digital transformation may involve moving from an in-person to a remote or hybrid workplace. You must determine how you will communicate with your employees, and which tools you will use. A workforce with a resilient culture will adapt to changes quickly.
Technology: Most companies already use various digital tools which will make the transformation easier. However, in this new normal, you must decide on additional tools to ensure a high level of communication and security across multiple endpoints.
Controls: Controls are the policies and procedures a company has in place to protect its assets. These may evolve as most communications will be conducted digitally. Enhanced protection may be required.
Business Goals: What are your company goals in going digital? Are you hoping to attract global talent? Are you looking to reduce overhead costs? Do you want to increase productivity and efficiency? Your goals will dictate how you handle your strategy.

Define Your Plan

After determining how your transformation will affect the four layers of your business, it’s time to map out a plan. Consider how your transformation will affect each department. Get stakeholders involved to gather their input in the transformation process.

Once completed, share your plan company-wide. Make each team member aware of their role and the coming changes. Gather feedback to ensure everyone is comfortable with the upcoming transition.

Update Your Toolbox

Most organizations use a wealth of digital tools, and they may still be valuable in the new digital landscape. However, some may need to be enhanced or retired completely.

The best approach may be to categorize each tool according to use to determine which will stay and which will go. Here are some categories to consider.

Messaging: A complete digital transformation means most communication will take place via virtual messages. Most companies will integrate multiple forms of messaging. Emails are ideal for sending long, informational messages, while texts and instant messaging are best for check-ins. You must also consider the most convenient systems for each stakeholder.
Collaboration: Collaborative tools keep employees on the same page and ensure projects are moving along according to time, budget, and specific goals. There are several collaborative tools on the market including Asana, Slack, and Monday. Determine which are best suited to your company goals.
Productivity: Increased productivity should be one of the main goals of a digital transition. Determine which tools will best support a productive work environment. Automated tools are often utilized to reduce errors and take care of menial tasks so employees can focus on more pressing responsibilities.
Mobility: Stakeholders will need various tools to help them communicate in a digital environment. These include laptops, smartphones, remote scanners, and other home office devices. Organizations must decide if employees will use their own devices, or whether they will be providing devices. If personal devices are used, they must determine strategies to ensure a secure environment.

Implement Best Practices

A digital transformation goes beyond a change in tools and environment. Leaders and employees must work together to ensure success. Here are some best practices that will help the transition run smoothly.

Information Monitoring: Teams must monitor systems to minimize risks and ensure security.
Policy Training: Employees must be up to date on the latest policies and understand how private information is handled in the remote environment.
Unified Presence: A remote workspace can make employees lose sight of company values, goals, and culture. Leaders must determine the best way to communicate and maintain a unified presence.
Crisis Management: A digital transformation often presents new risks and requires new ways of dealing with risks. A crisis management plan must be created to mitigate risks and respond to emergencies.

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