a guide to digital workspaces - insight uk · 3. employee engagement and internal communications...

A Guide to Digital Workspaces

Take the quiz to see how smart

your users are working.

Page 7

uk.insight.com/digital-workspace of 8

Digital Transformation is a megatrend that is impacting every organisation in every industry.

This is a multi-faceted shift comprising the digitisation of exiting processes and the creation of new practices. All of which needs supporting by innovative technologies that empower businesses to work more effectively.

To put it simply, the path to Digital Transformation is challenging. Long held beliefs and IT conventions are being questioned, while changing employee and customer expectations must be met.

An Unprecedented Era of Technological Change

uk.insight.com/digital-workspace

What is a Digital Workspace?A new way of working

A digital workspace is a smart platform that enables your employees to access the systems and tools they need from any device, no matter the location. These intelligent platforms foster a more collaborative working environment and automate time consuming and repetitive tasks.

Digital workspace tools are cloud-based, which ensures organisations benefit from constant innovation without the need to invest in development. This creates a futureproof technology strategy and minimises the need for downtime as upgrades are handled automatically.

These tools also work across multiple devices, which enables the ‘always-connected’ workforce.

Ultimately, a Digital Workspace saves an organisation time, increases productivity, and drives innovation.

• Increased productivity and added intelligence

• Enhanced employee engagement and satisfaction

• Seamless communication and collaboration

• Consistent and intelligent experiences

• Ease of use

• Integrated security

• Enabling a more flexible and connected workforce

Benefits of digital workspace tools include:

of 8


How to Solve 6 Workplace Challenges Today

1. Workplace productivity

Challenge: Technology is viewed as one of the most successful methods of boosting productivity within a business, but employees spend too much time performing repetitive tasks that could easily be automated. Finding the right information can also be challenging as, on average, it is thought employees use as many as 30 applications every day.

Solution: Intelligent software that brings together the right content, applications and people into a single hub can save organisations time that could be better spent on higher value work.

2. Legacy tools and resistance to change

Challenge: Many organisations still use legacy technology meaning applications are not mobile ready, data is siloed and inaccessible, resulting in less agile and inefficient operations.

Solution: Organisations should use cloud-based technologies that offer scalability, flexibility and cost-effectiveness. Cloud models ensure data – essential for AI, automation and other use cases – can be used across multiple applications, while end users can access company resources on any device. With cloud becoming the primary platform for innovation, those that don’t adopt some sort of cloud service risk being left behind.

Nine in ten organisations and more than three quarters of employees believe that

technology is the greatest driver of output.(Oxford Economics)

28%/31

By 2020, it is predicted that a third of all applications will be cloud native

and 28% will be cloud-enabled(IDC)

of 8


3. Employee engagement and internal communications

Challenge: Current methods of internal communication are ineffective. Intranets are static repositories of outdated information, email is too informal and unsuited for group discussions, while internal newsletters are laborious to create and are often ignored.

Solution: New enterprise communication tools that are influenced by consumer-led services such as social networks, are better at driving employee engagement and increasing transparency. This in turn, boosts employee trust.

4. The consumerisation of IT

Challenge: Although employees are more comfortable using technology at work and require less training, they are also more demanding.

They want to work where they want, on the device of their choice. A failure to offer flexible working and a choice of tools could sacrifice productivity gains and staff may turn to ‘shadow IT’ – which is a major security and compliance risk.

Solution: Cloud-based, mobile optimised applications with communication and collaboration capabilities mean staff can access information wherever they are. The use of Mobile Device Management helps to manage the devices and applications that can be used to access company assets – increasing security and lowering threat of Shadow IT.

Companies with engaged employees generate 2.5x more revenue compared to competitors with low engagement levels.

(Hay Group)

of 8

78% of employees feel they would be more productive working from home if

they had the right tools.(Oxford Economics)

78%


5. Addressing the skills gap

Challenge: A shortage of technical skills is one of the biggest challenges facing businesses today. Organisations that rely heavily on internal development or tools that require a high degree of technical literacy to use, will struggle to adapt.

Solution: The use of cloud-based software means development and maintenance is done for you, reducing the number of IT staff required. Business tools that are as easy to use as consumer services will reduce the level of technical literacy and training required for the workforce.

6. Encouraging teamwork

Challenge: Traditional communication methods such as email offer a static, passive, inefficient form of collaboration. There can be multiple versions of the same file circulating around an organisation, while only one person can work on a document at any one time. The absence of a more dynamic form of communication results in frequent, unnecessary face-to-face meetings that take people away from their jobs and limits the scope for flexible working.

Solution: Dynamic communication tools allow organisations to create groups in which end users can collaborate in real-time, while also offering easy access to relevant colleagues and content. Members of these groups can communicate using text, voice or video, depending on the situation.

According to the 2018 Insight Intelligent Technology™ Index, one third of businesses

in Europe see talent retention and attraction as their main technology concern.

(Insight3)

of 8

Innovative business collaboration techniques can improve your company’s

productivity by 20 - 30%(McKinsey)

20%30%


Is it easy to find colleagues and communicate with them via text,

voice or video?

Your organisation is somewhat intelligent and collaborative.

Employees can send and receive emails via their phone, you have some cloud services, and there’s a company-wide directory to consult. But true

collaboration is stifled because your applications don’t speak to each other and no one uses

the communication tools on offer.

Are Your Users Working Smart? Take the quiz to find out.

Your staff might have a PC but not much else. Desk are unconnected

island where everything is done on paper and people have to walk around the

office to find the person or information they need.

Does your organisation use cloud applications?

Employees are slaves to their desks as applications

and data are tied to a primary system. If you have

an Intranet, it’s probably not used, and it’s difficult to

find the information staff need to do their job. The

peak of your collaboration is probably an email

attachment.

Do you have an Intranet?

Can employees easily collaborate on documents

and team projects?

Your organisation is halfway there. It’s possible to see

applications and files on any device and staff are in constant

communication with your colleagues. It’s possible to see other people’s calendars and

jump into voice, video and text chats, but it takes too long to find the right information – surely this could be simpler?

Your workspace is wherever your employees happen to be.

They can access people, content and applications on any device, with all these elements easily accessible depending on the

context of their work. Repetitive, time consuming tasks are

automated so the workforce can spend more time delivering

the work that matters.

Is email or telephone the primary form of

communication between colleagues?

Do employees need to cycle through multiple applications to find the information they

need?

Do employees waste time performing tasks that could

easily be done automatically?

Less is MoreMaster of the

Smart WorkspaceCommunication

is KeyDial-Up Worker

Late Adopter

Can your employees access work files and applications on

their phone?

Are post-it notes a key form of communication in

your office?

Can your employees work from home?

Do your workplace tools require training to use?

Does anyone use it?

of 8


Learn how your organisation can benefit from Insight Digital Workspace™.


Insight Digital Workspace™ is an example of how a smart space can aid Digital Transformation. Insight Digital Workspace™ is more than just a collaboration tool, it’s an intelligent hub that brings together the applications and information relevant to an individual’s everyday tasks.

As the solution is built on Microsoft Office 365, it allows for seamless workflows across applications millions of employees already know and use, and integrates with third party tools. Employees therefore don’t have to use multiple applications or sift through large amounts of data to do their jobs.

Insight Digital WorkspaceTM helps organisations work smarter by:

• Increasing productivity among the workforce

• Boosting employee engagement and trust

• And, helping to foster a collaborative environment

Introducing Insight Digital Workspace™

of 8

a guide to digital workspaces - insight uk · 3. employee engagement and internal communications...

Documents