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The new technological challenges of the Digital Workspace in organizations.

22 September 2022

In recent years, mainly due to the pandemic we have suffered, the acceptance of new relationship models and digital collaboration with workers has been unlocked in organizations.

Seeking to make our activity independent of our location, we have discovered “The power of real-time collaboration”. At the same time, we are digitizing our internal processes, incorporating new technologies and remote collaboration platforms, and investing in software and digital tools. We already have ourDigital workspace" on going.

But this new scenario implies not only the adoption and standardization of these technologies, but above all an important cultural change in which people must assume new ways of working and interacting. And this is assuming an important challenge in Spanish companies, as other needs inevitably arise, such as improving the management of the productivity, performance of the teams and the organization, the transparency and visibility information at all levels, the implementation of good practice at work, and optimization at workspace management.

The new challenges of the Digital Workspace

One of the main lessons we have learned during the pandemic is that taking care of the climate and the well-being of employees is one of the pilarIt is fundamental that sustain employment and stability in companies.

The digitization of the work environment allows us to enhance internal communication more than ever and take much better care of personal productivity. The most important challenges in the digital transformation of companies are in people, therefore the improvement of the digital environment must be carried out under a strategic change plan in the organization, led by all units: human resources, IT, facility management, business units, etc.

The cultural impact that this new relationship and collaboration model is going to have on the organization must be analysed, how the necessary changes in the processes are going to be addressed and with what technologies they are going to be implemented. But always, without losing focus improve the overall experience of employees, both remotely and in the offices themselves.

In addition, it is necessary to establish a good communication and training strategy, and measures for progress and continuous improvement, to facilitate deployment to other areas of the organization, and turn these changes into an innovative and transformative icon within the company.

The most important challenges in the digital transformation of companies are in people. That is why it should always be done without losing focus on improving the overall experience of employees.

Hybrid working models and digitization

But how does the digitization of the workplace coexist with hybrid or flexible work models, in which part of the work is carried out in person? What happens in those organizations that are not well dimensioned so that employees can work remotely?

The truth is that there are already numerous studies that indicate that Hybrid work or flexible work models, which were implemented during 2021, will be fully established in 2022 in most companies.

In addition, it is known that changes in the Culture of a company produce more effective advances than changes only in processes or tools. Since these new work models have already been normalized in most companies, it is up to us to provide an enabling environment to consolidate them.

On the one hand, we need to make sure that people who work at home have both the proper health and safety setup, and the access to the best technology and tools. It is necessary to invest in those technologies that promote remote collaborative work and that provide visibility on the workflow between people. For example, instant messaging and communication tools, content dissemination, tools of document management in the cloudas well as tools service governance, orchestration and workflows, Among others.

remote coworkers digital workspace

On the other hand, we must ensure that the people who work in the office also have a safe space, with greater possibilities of privacy and concentration, and in turn of collaboration with those who are remote. These new needs have caused many companies to modification and adaptation of physical spaces, to be able to manage the use of the offices in a flexible way. Especially in hybrid models, where there are employees who work some days in the office and others from home, it is crucial to be able to optimize capacity, degree of occupation y availability of the different spaces, organize the workstations and also protect the health of the employees by applying the relevant safety protocols.

For this, the spaces must be flexible, they must favor collaboration between the different teams, and they must also be adapted to improve the employee experience and their well-being in the workplace. It is essential to have the help of tools such as our solution for this. kalena spaces, to offer us a excellent user experience and that allow monitoring the performance of the office, adapting physical spaces based on trends in use and the changing needs of workers. On the fly, in real time, with full control of space managers.

We must continue promoting the cultural change towards digital, but at the same time facilitating work spaces and environments that allow us to adapt the activity of the organization to the new hybrid and flexible work models.

The role of new technologies

Depending on the sector, there are companies that have a more advanced digital infrastructure than others to support the shift to remote work. But all of us, to a greater or lesser extent, have been forced to modernize and update it, which has involved more or less significant investments in the IT area.

In this context of the new digital environment, what is the role played by new technologies such as the cloud, big data or the IoT in the management of the Digital Workspace?

Technologies Cloud Computing They allow us to virtualize the company's resources, applications, and specialized software, and thus separate the workplace from face-to-face dependence and physical means. In this way we streamline and optimize both human and economic efforts, and provide mobility and high availability to work teams.

In addition, these technologies allow us to store and exploit all Big Data information efficiently. Data analysis is essential for improving the management of teams and projects, and for measuring profitability indicators. Apply Business Intelligence to data allows us to convert complex data into key information to ensure decision-making.

Taking full advantage of the Digital Workspace entails being prepared to adapt workspaces, taking into account aspects such as making spaces more flexible based on employee needs. Achieving it is easier with technological solutions such as Kalena, because in addition to being able to integrate with IoT technologies, they allow us to modernize and optimize the company's spaces and resources, and are essential to enable the digital experience of the employee in the workplace.

Probably the area of automation of repetitive processes, the enrichment of information through advanced analytics models and assistance in decision-making through AI, take off with force in the companies, allowing to advance faster and dedicate time to more productive tasks. and the management of ciberseguridad In the workplace, due to the unstoppable digitization of activity, it is also and will be a major challenge for companies.

Finally, it is important not to lose sight of the processes and tools that the organization already has corporately to promote an integrated experience with these new technologies.

The evolution of the Digital Workspace

We are living in a time of constant change. Organizations have not only had to adapt in recent years to compete in an increasingly digitized world, but we have also realized that our own way of working can change abruptly from one moment to another.

In addition, the speed of the digital evolution of companies is such that it is easy to point out where the workplace will evolve in the future but, in turn, very difficult to anticipate when it will happen, although it will surely be much sooner than we think.

We must continue to transform the way we manage teams and the organization itself. But what will undoubtedly be inevitable is that the digital workspace will have to favor more than ever the flexibility, mobility and resilience of companies, to be able to respond in an agile and rapid way to changing situations in the future.

Miguel Ángel Nicolaus

Miguel Ángel Nicolaus

Miguel Ángel is CIO, Director of Innovation and co-founder of Panel Sistemas. Follow @ mnicolao11 on Twitter, or visit their profile at LinkedIn. You can also contact him via e-mail at this address.

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