What does a digital workplace consist of?

A digital workplace is an online IT environment that brings employees and business processes together to achieve optimal communication, collaboration and productivity. The digital workplace includes the technological infrastructure, the work culture and - not insignificantly - the transition to a virtual working environment.

• Technological infrastructure

The technological infrastructure includes elements such as data, processes, content, applications, analytics, user management and security. Together, these features enable remote working and real-time collaboration. Moreover, they contribute to consistent and secure data management.

Infrastructure as a Service (IaaS)

• Work culture

Digital workplaces foster a culture focused on flexibility, self-direction and continuous learning. This gives employees more autonomy to organise their work independently and decisively realise their goals.

• Transition

With a digital workplace, the physical office loses its role as a primary work centre. The virtual space is central to the work experience for many employees. This requires high levels of digital proficiency and flexibility from both employees and employers. Creating a good mindset to make this transition successful is essential.

What are the core functions of a digital workplace?

• Remote working

The digital workplace makes remote working more flexible and effective. By integrating technologies, collaboration platforms and cloud solutions, employees can do their work from anywhere. With cyber security, the digital workplace also protects sensitive information and privacy.

• Communication and collaboration

The digital workplace provides cloud-based platforms with access to, for example, instant messaging, video conferencing and social networks. Team members can work on documents and manage projects in real time. This allows teams, regardless of their location, to operate as one and pursue common goals.

• Automation

In the digital workplace, routine tasks, such as scheduling meetings and managing workflows, can be performed by software. Integrated automation increases efficiency and gives employees more space to focus on strategic and creative tasks.

• Flexibility on the go

Digital workstations support mobile employees, such as field engineers or ambulatory care providers. Through a digital workstation, they have instant access to required information and can update their work orders via their laptop, tablet, mobile or other device.

What types of digital workstations are there?

Which type of digital workplace is most suitable? That depends on the function of the workplace and the scale and complexity of the organisation.

Different functions

• Fully remote

The success of fully digital remote workplaces depends heavily on digital communication tools and collaboration platforms. In this respect, the performance of core applications and secure access to reliable data are crucial.

• Hybrid

A hybrid workplace combines remote working with office-based work. This model is popular with organisations that want to offer flexibility but also keep physical spaces for face-to-face interaction and meetings or other gatherings.

Scale and complexity

• Startups

Startups often choose digital workplaces because of their flexibility and manageable costs. They can benefit from the scalability and flexibility of digital tools, allowing them to grow and adapt quickly.

• SME

For SMEs, digital workplaces allow them to stay flexible and compete with larger companies more easily. SMEs can improve efficiency, reach a wider customer base, and increase employee engagement, often at relatively low investment.

Large company

Larger organisations use digital workplaces to unify complex processes and manage regional/global teams.

The digital workplace in specific industries

• Healthcare

In healthcare, digital workstations are now indispensable, with applications such as virtual appointments and remote management of patient records.

Digital healthcare workplace

• Housing corporations

For corporations, the digital workplace is the tool par excellence to be operational effortlessly between office locations and, for example, housing complexes. Employees are not tied to a physical workplace and can work more efficiently and decisively.

Digital corporation workplace

• Education

Digital workplaces fit perfectly with the rise of e-learning and virtual classrooms. Teachers can more easily prepare their lessons and minimise administration tasks.

How does a digital workplace work?

A digital workplace combines technical infrastructure, workflow & processes and automation & AI.

Infrastructure

• Cloud services

Cloud services provide scalable and flexible resources for applications, data analytics and more. They enable remote data storage, access and management. This optimises collaboration and remote working.

• Software-as-a-Service (SaaS)

SaaS platforms offer security, scalability and access to generic applications such as video conferencing, team communication and collaboration tools. But an increasing number of software vendors with industry- or line-of-business-specific applications also.

• Custom software

Custom software integrates seamlessly with existing systems and offers unique features that standard software often does not. This can provide a competitive advantage. By using Private Cloud solutions, organisations can unlock this effortlessly for their employees.

Workflow & processes

• Digitised processes

Digital workplaces provide tools and technologies to streamline work processes so that tasks are completed faster and more efficiently.

• Teamwork

Project management tools help plan and monitor projects.

• Feedback

Through digital workplace tools and platforms, feedback and reviews can be collected continuously. This promotes open communication and encourages a culture of improvement and recognition.

Automation & AI

• Task automation

AI-based tools can automate routine tasks such as scheduling, data entry and various aspects of customer service. This allows employees to focus on more complex and creative activities.

• Data analysis

AI plays a major role in analysing large data sets, recognising trends and predicting outcomes. This helps companies make data-driven decisions more easily.

• Better customer service

AI and automation can improve customer interactions. Chatbots, virtual assistants and automated support systems provide fast and efficient service and reduce workloads.

What benefits does a digital workplace offer?

The digital workplace offers many benefits, including better business continuity, streamlining of processes and organisation and positive work experiences for employees.

Business continuity

• Resilience

Digital workplaces help companies adapt and continue working even under unexpected circumstances. They enable organisations to maintain productivity and services if that becomes difficult at the physical location.

• Crisis management

Thanks to the flexibility and speed enabled by digital platforms, organisations can make decisions and communicate quickly in times of crisis.

• Cost savings

A digital workplace can lead to savings by reducing the need for large, inflexible office spaces. The deployment of cloud solutions and SaaS platforms reduces the need for expensive hardware and software and enables organisations to use people and resources more efficiently.

Streamlining processes

• Market leadership

With a digital workplace, companies can strengthen their competitive position and potentially gain market share. (Semi-)Public organisations can offer better services to their clients. Digitalisation promotes innovation and flexibility, allowing all organisations to respond faster to market developments and customer needs.

• Innovation

Digital workplaces make room for innovation by making collaboration easier, regardless of geographical barriers. This encourages the improvement and development of new products and services.

Better work experience

• Work-life balance

Digital workplaces can enable flexible working hours and locations. In doing so, it is advisable to set clear policies with a good work-life balance.

• Flexibility

Employees have access to essential tools and data when and where they need them. This promotes a sense of autonomy and productivity. Teams located in different time zones can collaborate effectively without everyone having to work simultaneously.

What does the digital workplace mean for talent management?

• Skill development

Working effectively in a digital workplace requires continuous development of digital skills, but also soft skills such as communication, adaptability and collaboration.

• Knowledge sharing

Digital workplaces facilitate opportunities to share knowledge within teams and the wider organisation. With global access, colleagues can use each other's insights and communication is more easily organised.

• Opportunities for recruitment

With use of digital workplaces, the location of a talented candidate is less relevant and organisations can more easily hire people based on skills.

Business application examples

• Global collaboration

Digital self-service tools enable international teams to collaborate and share information effectively, regardless of their location. The reliance on physical contact with central IT organisations is also reduced.

• Flexibility for mobile employees

For employees who are constantly on the move, such as in field service or healthcare, digital tools ensure they always have access to the right real-time information and tools. This contributes to faster task performance and better collaboration with other teams and head office.

• Supplier portals

Digital workstations can easily be extended into portals to streamline communication and document management between companies and their suppliers.

• Crisis management

During crises, digital workstations can ensure business continuity by keeping remote teams connected. In case of security issues, decisive action can be taken and negative impact reduced.

• Customer interaction

Around the world, teams can use digital workstations to provide 24/7 support. Customer interactions can be more easily personalised and unambiguously recorded.

What does the digital workplace give organisations?

• Better collaboration and communication

The digital workplace helps promote knowledge sharing, unified communication and teamwork. Employees can collaborate in real time and share documents and projects easily.

• Flexibility

Digital workplaces help organisations adapt quickly to changes in the market and customer needs. Digital tools allow companies to make and implement decisions faster.

• Data-driven decision-making

Digital workplaces provide instant access to reliable data. This data helps organisations make more informed, strategic choices and more accurately align their services and products with market demand.

• Self-reliance

Digital workplaces give employees quick access to information and resources so that they can independently solve problems and organise their work in a way that suits their needs.

What are key areas of focus?

• https://previder.nl/admin/entr...Access control

It is essential to secure access to digital workstations with identity management and role-based access. Single Sign-On (SSO) can help with this by simplifying the process.

• Cybersecurity

Digital workplaces rely on cloud services and possibly a wide range of different SaaS platforms. Therefore, cybersecurity is crucial. Ensure strong security measures such as encryption, multi-factor authentication (MFA) and regular security audits.

IT Security from Previder

• Automation

By automating repetitive tasks using AI, you give users more space to focus on valuable projects.

• Optimisation

Increase the success of your digital workplace strategy by setting goals in advance and then tracking relevant KPIs and metrics. This will help you keep a finger on the pulse. In addition, continuously gather feedback from users and integrate improvement suggestions where possible.

• Reliability

When choosing digital workplace software, it is important to choose robust, proven solutions that support your organisation's productivity. In addition, a positive user experience contributes to reliability perception and optimal process governance.

What trends are we seeing around the digital workplace?

• Artificial Intelligence (AI)

AI is increasingly being used in digital workplaces, for example through chatbots that support service processes for customers and employees. At Previder, for example, we have a chatbot that our account managers can easily use if they want to use CRM properly. AI is also used to analyse usage data for strategic insights, enabling optimal setup. And with increasingly complex tasks and more extensive data analysis, work processes can be further improved with AI.

• Integrated automation tools

Automation across applications and applications allows users to receive notifications about process updates and perform tasks immediately. RPA (Robotic Process Automation) or software bots take over repetitive tasks, such as data entry and invoice processing. This promotes efficiency.

• Integration of applications and data

By integrating applications and data for project management, communication and collaboration, access to information is streamlined. This ensures consistency and up-to-date data from a central location. Employees save valuable time with less annoyance over a complex search process.