Build a Workspace of the Future
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The document outlines the necessity of adopting a digital workspace strategy for organizations to enhance employee collaboration, increase productivity, and improve overall business value. It emphasizes the benefits of remote work, advanced communication tools, and a flexible work environment, while also addressing security concerns and the need for regulatory compliance. Additionally, it highlights how companies like TTBS can assist in implementing such solutions effectively and securely.
Build a Workspace of the Future
- 1. WHITEPAPER Digital Workspace: Connect, Collaborate, and Excel Build a Workspace of the Future
- 2. WHITEPAPER Abstract Businesses today need a digital workspace for employees to work anytime from any place with a simple computing device and an internet connection. According to IDC’s Worldwide Future of Work (FoW) Spending Guide, organisations spent approximately $656 billion on FoW related technologies in 2021, a sharp increase of 17.4% over 20201 . Most organisations already use some components of a digital workspace; however, they need to implement a digital workspace strategy in its entirety to get maximum benefits and achieve measurable results. For this, organisations must understand what a digital workspace is and how it can assist them in delivering substantial business value. Key Organisational Outcomes Today, more and more businesses are opting for a hybrid or remote work model, and witnessing several outcomes, including: 1. Improved Collaboration Digital workspaces create a collaborative culture in the organisation as employees can easily coordinate and communicate with their team members. What is a Digital Workspace? A digital workspace is a business strategy to help enhance employee experience and engagement through connection, communication, and collaboration via a set of cloud applications and digital tools. This can be achieved through a cloud-based work environment, where employees have a shared workspace through which they can access data, applications, tools, and collaboration features as and when required. The digital tools can be communication and collaboration tools, virtual meeting tools, productivity tools, enterprise social media tools, automated workflows, as well as mobile/smartphones, smart internet, etc. Adopting a digital workspace strategy truly transforms the way employees work today and delivers several benefits for organisations and employees alike. Why Do Businesses Need a Digital Workspace Strategy? In the continuously evolving workspace, the boundaries of a physical and virtual office are shrinking. To stay ahead in the game, businesses need to adopt alternate measures. A digital workspace enables collaboration and communication of virtual information effectively with the help of several new and productive methods. Below is how digital workspaces would be a game-changer for organisations: Higher Productivity: When employees leverage remote work policies, they are 13% more productive.2 Improved Employee Experience: Internal social media tools increase employee satisfaction by 20%.3 Work Flexibility: 64% of employees prefer working remotely over an in-office job, even if that means a pay cut.4 Lower Attrition: With improved employee engagement, companies can witness up to an 87% increase in employee retention.5 Advanced Communication Tools: Employees prefer communication tools like instant messaging and video-calling over traditional workspace communication methods such as e-mail. With these clear, measurable returns, organisations can allocate IT budgets to implement digital workspace strategies. This drift towards a digital workspace is gaining pace as it reduces boundaries across all the offices within a company and helps employees share knowledge, work effortlessly and forge business relationships.
- 3. WHITEPAPER 2. Improved Innovation Among Employees Reduced meeting times due to automation of repetitive tasks provide more time to the employees for ideation, problem-solving, and innovation. 3. Work from Anywhere Options to Attract the Right Talent 90% of employees want to work remotely throughout their careers6 . With a digital workspace, employees can access all data and applications online from any location at any given time. This also means that organisations can attract and retain the right talent. 4. Increased Transparency A digital workspace is more transparent as employees can easily track the status of a task or a project in real-time. A transparent culture results in improved trust, fewer follow-ups, and more focus on the team and organisational goals. 5. Reduced Operational Costs An effective digital workspace can seamlessly integrate the globally distributed teams at reduced costs. It also increases revenue through better frontline enablement. 6. Improved Employee Experience A digital workspace is not just software, rather an entity that empowers the employees to perform at their best. It acts as a catalyst for collaboration and provides a great employee experience. 7. Better Customer Experience When the workforce is more productive, effective, and engaged, they will understand the customer requirements completely. They will find the information they require quickly, provide the best solutions and serve their customers more efficiently. A digital workspace allows companies to analyse customer data to create better customer experiences and improve retention. 8. Better Agility With real-time collaboration and secure, smart internet, companies can build a network that provides seamless connectivity, high availability, agility, data security, and transparency. How To Get There? A digital workspace uses a combination of tools, technologies, and strategically placed workflows to make this possible. Each of these tools, hardware and software, will minimise manual intervention across business functions, be it HR, Marketing, Sales, Engineering, Finance, etc. Below are the essential tools necessary for an organisation to successfully transform into a digital workspace. Collaboration Suite: A vital aspect of the digital workspace is, the flexibility to access data and resources. To empower employees to work remotely, organisations are adopting collaboration tools such as Smartflo and Microsoft 365. These productivity suites through their cloud-based subscription model also make it easier to manage costs. The various applications include OneDrive for Business, Exchange Online, SharePoint Online, Microsoft Teams, Editor, Zoom, and more making it easier for employees to communicate and collaborate securely through web, desktop, or mobile apps. Zoom is one of the most interactive video conferencing tools offering a simple way to connect online and along with Document Management System (DMS), it helps teams to create, share, store and receive any type of document securely. Enterprise Communication Suite: As workspaces are shifting towards digital, physical work meetings are replaced with virtual meetings. Employees need to be connected anytime from anywhere, which is made possible through various enterprise communication tools. For uninterrupted connectivity without any compromise on security, Tata Tele Business Services (TTBS) provides Smartflo, a comprehensive and advanced cloud communication tool. Smartflo offers a guaranteed uptime of 99.5% that ensures high productivity and connectivity. NextGen Smart Internet: The next generation smart internet platforms facilitate both internal and external corporate
- 4. WHITEPAPER communication. The TTBS Smart Internet offers fully managed services that are easy to implement and use. This solution increases productivity via a high-speed, highly reliable, and secure connection. It uses DNS-based security that protects users from cyber threats, malicious content and gives them the provision to categorise content as needed. CRMTools: A CRM or Customer Relationship Management tool offers several benefits to a company ranging from understanding and addressing customers’needs, automation of tasks, reduced sales cycles, and increased customer retention. Organisations want CRM systems that can seamlessly integrate with the company's existing technology stack and are capable of providing the right kind of data promptly. The iON Cloud CRM by TTBS presents a 360-degree customer view to the organisations. It manages front-end and customer-facing functions, sales and marketing functions, and aids in building a network of reliable customers. It minimises errors and removes redundant and unproductive activities. Ensuring Data Security and Integrity in a Digital Workspace While a digital workspace is imminent, it raises major concerns for organisations regarding the the security of their data, operations, and workforce. A large number of employees are working remotely, accessing critical business information through third-party apps and personal assets such as smartphones, tablets, etc. With this changing office landscape, the security requirements of the digital workspace are also changing.Traditional security solutions such as password authentication, manual permission management, etc., are no longer sufficient. In addition to the changing business needs, the workspace security solutions must comply with regulations like European Union's General Data Protection Regulation (GDPR) and the California Consumer Protection Act (CCPA).
- 5. WHITEPAPER References 1 “Worldwide Future of Work Spending Guide”, International Data Corporation (IDC) 2 “DoesWorking from HomeWork? Evidence from a Chinese Experiment”,The Quarterly Journal of Economics February 2015 Vol. 130 Issue 1 Pages165–218, Nicholas A. Bloom, James Liang, et. al. 3 "How companies are benefiting fromWeb 2.0: McKinsey Global Survey Results". McKinsey Quarterly. September 2009. Web. 4 "The Cisco Connected World Report." Cisco Systems. October 2010. Presentation. 5 “The Value and ROI in Employee Recognition." Human Capital Institute. June 2009. Web. 6 “State of the remote work," Buffer Annual Report 2019. Transforming to a Digital Workspace with Ease The transformation to a digital workspace is inevitable for businesses. Employees seek more flexibility at work, including the work from anywhere option. Businesses can't afford a poor employee experience marked by low productivity, high attrition, and unhappy staff. Thus, to support the workforce of the future, employers need to provide effective solutions so that the employees can collaborate, communicate and connect effortlessly. But this may come at a cost: the cost of security, complex implementation, and additional investments. Thus, based on their requirements, businesses should research the various components of a digital workspace available in the market. Organisations should look for solutions that deliver measurable business value, ensure regulatory compliance and minimize security risks. How Does TTBS Make a Difference? TTBS can help you setup a complete digital workspace that offers best-in-class connectivity, collaboration and security at low costs. With simple-to-use interfaces, our solution is easy for organisations to implement and use. Smartflo is a cloud based communication suite that boosts digital connectivity, streamlines business processes and delivers better customer experience. Microsoft 365 boosts productivity with access to apps and files from any location. Our Cyber Security solution protects businesses from cyber threats such as unauthorised access and data breach. It is a unified solution providing Email Security, Endpoint Security, Web Security, Multifactor Authentication, and Virtual Firewall. Our managed solutions protect companies from targeted attacks such as (DDoS) Distributed Denial of Service attack while offering Virtual Unique Threat Management (vUTM). With our easy-to-implement, highly secure, and cost-effective solution suite, we can together digitally transform your workspace.