We Found the Best Digital Workplace Tools [Expert Guide]

By Darian Mavandad
October 3, 2023
7 min read
The digital workplace

Whether you like it or not, the digital workplace is here to stay. And so are the vast number of digital workplace tools that are available. It feels like every week we are introduced to a new service or platform that enables businesses of all sizes to improve performance, on some level.

While it might seem cumbersome, and yes, everyone’s busy. But if you don’t get on board with digital workplace tools, you could be missing out and giving your competitors an edge. The question every organization has is “what digital tools should we implement”? And it’s a great question. 

The truth is, only 35% of companies are successful in creating a digital workplace. It’s a staggering statistic. It shows that the problem lies in strategy and implementation. So first, you need to understand the different categories of digital workplace tools, and what the function of each of them is.

Company Intranet – Your Digital HQ

Think of your intranet as your modern digital headquarters – a central platform where employees can access everything they need to work productively. A good intranet makes it simple to:

  • Share documents and files
  • Stay up-to-date with company news
  • Connect with knowledge bases
  • Collaborate across teams
  • Access HR services

With an intuitive intranet, you can have a single location that integrates all your apps and resources. This not only improves convenience for employees but also drives adoption of your workplace technology.

Digital Communication Tools in the Workplace

For most organisations, Email is still king. But apps like Slack, Microsoft Teams and other instant messaging apps give employees ultra-fast ways to chat, collaborate on projects and stay in sync. No more endless reply-all email chains – you can quickly share messages, files and more across multiple channels.

Communication tools like these boost transparency, cut down on meetings and help distributed teams feel connected. Plus, seamless integrations with the apps employees already use makes workflow smoother.

Project Management – Taskmaster for Teams

Juggling multiple projects with no insight into what’s actually getting done? Project management software helps you get organized and align team efforts.

With platforms like Asana, Wrike, Smartsheet and others, you can map out plans, assign tasks, set milestones and track progress. At-a-glance dashboards and reports give you visibility into workstreams.

Project management tools empower managers with better oversight while enabling teams with the information they need to execute efficiently. You’d be amazed at how seamlessly these automated systems can help you deliver projects successfully.

Workplace Video Collaboration Tools – Show and Tell

We’ve all heard the saying, “a picture is worth a thousand words.” Well, a video may be worth a million! Video collaboration tools make it simple for employees to share information and ideas using engaging video.

Imagine easily recording your screen or webcam to demonstrate a concept, review designs, provide feedback or train team members – anytime, from anywhere. As video raises engagement and retention, expect to see wider adoption across organizations. Don’t get left behind on this innovative way to communicate!

AI and Automation – Your Digital Helpers

We’ve all seen it and we’ve all heard about it. Artificial intelligence in the workplace has the capability to change life completely. It’s like having a personal assistant to answer common questions, process requests, and take care of repetitive tasks automatically. Emerging AI tools aim to provide that very solution.

Whether it’s chatbots streamlining help desk inquiries or gathering insights from volumes of company data, artificial intelligence and automation are transforming workflows.

While still evolving, these leading-edge technologies show enormous potential. Companies embracing AI and automation early will have a distinct competitive advantage.

Examples of Digital Tools in the Workplace

No matter the size of your team, the following digital workplace tools will surely prove beneficial.

Intranet Connections – The Best Intranet Platform

The backbone of any digital workplace ecosystem is a solid intranet. It’s a place where you can share crucial documents, communicate company messaging and encourage the team. Intranet Connection is the true, all-in-one intranet platform that offers a myriad of benefits:

Centralised Space for Corporate Documents: Eliminate confusion and time spent looking for crucial company documents. Intranet Connections compiles all important documents in one place so anyone in your organization can access them. This is great for onboarding, communication and a way to improve efficiency.

Secure Document Storage: Intranet Connections’ main goal is security. When it comes to crucial corporate documents, you can be rest assured that your documents are handled with the utmost care and security. In an age where cyber-attacks are too common, finding a secure file storage that complies with all major regulations is key.

Easy Integration: Do you want to integrate other software your organization is using? Intranet Connections makes it easy to integrate with MS Teams and Slack so that communications come from within the intranet itself.

Microsoft Teams: Your Team’s Digital Coffee Shop

MS Teams is the most common starting point for most organisations. It integrates with many apps and is quite easy to set up. While limited in some regards, it’s one of the most popular digital workplace tools.

Easy Out of the Box: Setting up Microsoft Teams is a breeze. However, while it’s user-friendly from the get-go, customizing and upgrading might require a bit more elbow grease. Getting in touch with support with a company like Microsoft (as you know) can be a waste of time.

Video Conferencing: There are many good features with MS Teams. That includes the ability to collaborate via video. Whether it’s conference calls with the whole team or a one-to-one, Microsoft has you covered.

Collaboration Central: Teams isn’t just about chatting; it’s a hub for collaboration. Share files, co-author documents, and brainstorm on whiteboards, all in real-time. It’s like having a digital workspace where ideas flow freely, and productivity soars.

Fleep: The Digital Water Cooler

The great thing about Fleep is that it’s more than just an internal messaging app. It also serves as a task management tool. Within all chats, lies a task list where managers can move between communication and project management with a breeze.

All Conversations, One Spot: Whether it’s a quick hello, a lengthy discussion, or even an email, Fleep ensures you don’t miss out on any chat. It’s like having a digital water cooler where everyone gathers.

Tasks? More Like Challenges: With Fleep, tasks aren’t just items on a checklist. They’re challenges, waiting to be tackled. Track progress, celebrate the wins, and keep the momentum going.

ProjectManager.com: Navigating the Maze of Projects

Remember those days when managing a project felt like trying to solve a jigsaw puzzle with missing pieces? ProjectManager.com is here to change that narrative.

Bird’s-Eye View: Imagine having a dashboard that gives you an overview of every task, deadline, and progress. It’s like having a map for that tricky jigsaw puzzle, guiding you every step of the way.

Real-Time Updates: No more chasing team members for updates. With real-time dashboards, you’re always in the loop. Management can easily have a pulse on the project’s heartbeat.

Data at Your Fingertips: One-click reports mean you don’t have to play detective. All the data you need, presented in a way that makes sense. It’s the clarity every project manager dreams of.

Monday.com: Not Just Another Day in the Office

If you thought Monday was all about battling the blues, Monday.com is here to add a splash of color. It’s not just a tool; it’s a revolution in how teams work.

Custom Workflows: Every team is unique, and Monday.com gets that. Customize workflows to mirror how your team operates. It’s like tailoring your work environment, stitch by stitch.

Visual Magic: Ditch the spreadsheets. With vibrant boards and charts, get a visual treat and a clear picture of your projects. The big issue with digital adoption is getting employees to  come on board. You won’t get that with graphics from the 90’s and that’s where Monday.com comes in. 

Transparency is Key: No more second-guessing. With Monday.com, everyone knows what’s on the agenda. It’s like having a clear roadmap for the journey ahead.

Loom: When Words Just Aren’t Enough

Work doesn’t have to be boring. Spreadsheets and repetitive tasks can put a damper on employee satisfaction. Loom is a platform that takes communication and collaboration to a new level by adding video elements to presentations.

Beyond Text: Why type when you can talk? With Loom, convey complex ideas with ease. Turn boring notes into engaging presentations and not only enjoy the process but also save time. 

Instant Sharing: Instead of sharing a PowerPoint, you can share an engaging presentation with imagery and video. With Loom you can immerse yourself into a presentation and share it with team members.

Tools Galore: Annotations, instant sharing, video libraries – Loom packs a punch. It’s like having a Swiss Army knife for communication.

By Darian Mavandad

Darian has a degree from McGill University, and joined IC to empower internal communicators by creating content that inspires. In his free time, he loves traveling, reading, and skiing.