Understanding and Implementing a Digital Workspace for your Business

There was a time when the word 'office' conjured up an image of a cold, hard work desk piled high with files and stacks of paper printouts—part of rows and rows of similar desks and chairs in the corporate office premises. Today, we have 'workspaces.' You could be working alone from your desk at home, from a shared workplace with others who are not all employees of the same company or even from a neighborhood coffee shop, physically distant from your team members. And all you need to work and collaborate is a laptop, a mobile phone and a reliable internet connection!

Digital workplaces are now a reality.

"The need to support new working patterns in reaction to the pandemic enabled leaders to accelerate the pace of digital workplace adoption massively. In the next phase, employees want to enjoy their work more, get it done faster and, also find new ways to improve the quality of their work."

  • Micheal Woodbridge, Senior Director Analyst at Gartner 

The workspace experience has changed drastically due to the COVID-19 pandemic. Employees now prefer to have more flexibility and control over their work hours and continue to work from home for at least a part of the time. This phenomenon has given rise to the hybrid work model – a digital workspace enabled by technology and tools for remote communication and collaboration.

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Are you prepared to support the new needs of a hybrid workforce?

In the past, CIOs mandated and managed a few digital tools (usually proprietary) and software programs (primarily operated by trained and sophisticated tech-savvy users). Now the scenario has changed. The modern-day CIO's job has become intense and complex: The CIO must focus on equipping every employee (whether tech-savvy or not!) with digital tools and train them to access and manage digital assets securely and efficiently. 

How will CTOs and CIOs guide their flock through the uncharted territory of a wholly digitized workplace?

Digital Workspaces: The 4 main aspects corporate leaders must address

Hybrid workspaces are clearly the future of work. Even after the restrictions of the pandemic subside, there will be several compelling reasons to build digital workspaces. Let's look at some:

Flexibility & productivity

Most workers today are no longer comfortable with long commutes to get to work. They prefer the flexibility of setting their own working hours and having the option to either go to the office or work from home. Research by Gartner shows that in organizations that provide flexible work arrangements, 55% of employees turn out to be high performers.

But hybrid workspaces need digital tools to ensure employee productivity. Corporate leaders will have to invest in cloud-based document management and project management software, virtual meeting and collaboration tools.

A Forrester report (as quoted by Forbes.com) predicts that we will enter an era of digital transformation, featuring "human-centered technology initiatives that connect customer experience (CX) and employee experience (EX) to drive competitive advantage and deliver a 3% to 5% net gain in productivity."

Accountability & employee satisfaction

Ensuring employee accountability in a virtual environment is challenging. Deploying employee performance tracking software is one way of dealing with this challenge. But, more importantly, corporate leaders must set clear goals and expectations for teams and individuals so employees have a shared vision of what they are working toward. Similarly, prioritizing quality of work over quantity—measuring output rather than the number of hours—builds trust and improves employees' work-life balance, increasing their overall work satisfaction.

Managing data and digital tools: The need for an integrated platform

Employees will use dozens of applications in the digital workspace, including software to manage digital documents and databases to collaboration tools such as video conferencing and instant messaging apps. But apart from these, every organization will also use specialized digital tools for departments like HR, marketing, procurement, sales, and finance. Business managers, sales teams, and service agents will need advanced contract management, case management, and process management software. So much data will make it hard to get an overarching, integrated view across the enterprise.

Clearly, for the CIO, providing employees with a cluster of separate tools, with more and more applications being added to the IT stack, is not the answer. Instead, the way forward for building sustainable digital workspaces is to have a single environment where employees can work collaboratively, with secure access to business data and documents remotely and in real-time. 

Organizations need a common platform to seamlessly integrate various business functions, providing flexibility for remote work, achieving collaboration while maintaining control over business processes. 

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DRS: Transformative solutions for future-ready digital workspaces

DRS enables digital workspaces with a comprehensive range of integrated solutions starting with large-volume document digitization, document management, data storage, intelligent data capture, and process automation. 

With transformative solutions from DRS, your hybrid workspace is enabled to:

  • Manage vast amounts of digital data
  • Provide secure, remote access to real-time business data
  • Store large volumes of data cost-efficiently 
  • Use streamlined, speedy digital workflows
  • Optimize business processes 
  • Digitize paper at its source with a digital mailroom

With Mercury, our Enterprise Content Management (ECM) system, you can ensure enterprise-wide access to content in a controlled manner. It easily integrates structured and unstructured data stored in different silos like file shares, email, or other in-house applications. Deploy Mercury either on cloud or on-premises.

Our document digitization services and digital mailroom services make remote work possible for employees whose work depends on physical documents. We scan every paper on arrival in the mailroom and make it digitally available to remote employees via a document management system. 

We can automatically extract transactional and strategic data from all structured and unstructured data sources such as emails, spreadsheets, reports from operational systems such as ERP or financial systems. Automated data capture makes information easily accessible without time-consuming manual data entry. 

Leverage our information management consulting services to custom-build, re-engineer and re-align business processes to gain substantial improvements in efficiency and cost savings.

Partner with DRS: Take advantage of our technical expertise and expert consultation to enable a flexible, productive digital workspace using transformative digital solutions.

Contact DRS today for a future-ready digital workspace!