Creating a Modern Digital Workplace [FREE Guide 2023]

By Darian Mavandad
October 12, 2023
6 min read
Diverse business people applauding with joy

Creating a modern digital workplace at your organization is more than just a Slack subscription and upgrading your DropBox subscription. It’s about leveraging the digital workplace technology we have to increase productivity, and enable employees at each level to make their lives easier. It takes time combined with a comprehensive approach where you must identify your goals and requirements. Simply implementing technology because other companies are using it, with no structure will result in inefficiency. Or even worse. You could be creating more problems than you are solving. 

The Current Digital Workplace Problem

Here’s a startling fact: 67% of employees believe their digital tools outside of work outshine those they use professionally. It’s like having a state-of-the-art smartphone for personal use while being stuck with a decade-old computer at work. Outdated systems can’t keep up with today’s dynamic business needs. And when you’re juggling multiple apps and tools, things get messy.

Your Digital Workplace Tools are Old

We’ve seen the same issue arise time and time again: ages ago, you set up a SharePoint account for the team and a couple of file sharing solutions. In the last few years, your company has grown. Needs have changed. And the solution you once implemented is now obsolete and no one in your management team has the time to come up with a new digital workplace strategy. Sound familiar?

Lack of adaptation to a growing team and new business climate can lead to even more problems if left on the backburner. Lack of integration, limited collaboration features, and an inability to adapt to new tech trends. It’s not just about keeping up; it’s about soaring ahead. And for that, a modern digital overhaul is non-negotiable.

Having Too Many Digital Workplace Apps and Tools

Remember the last time you couldn’t find a document because you couldn’t recall which of the ten apps you stored it in? You’re not alone. An overload of digital tools can be as problematic as having too few. It’s like having a different remote for every device in your home. Confusing, right? For 45% of employees, this overload means irrelevant information clutter, while 36% miss out on vital updates. The key is to find that sweet spot – a streamlined set of tools tailored to your organization’s unique needs.

Identify Your Organizational Goals with a Modern Digital Workplace

Before choosing the tools you need, ask everyone in your organization “what do we need them for?” Are you looking to improve file sharing, improve employee engagement and retention, or communication with remote team members. While some of these may not seem serious, they are crucial components of a company’s success. And once you understand the organization’s goals, you can set yourself up for future success.

Components Needed for a Modern Digital Workplace

In today’s rapidly evolving digital landscape, having the right components in place is crucial for a thriving digital workplace. Let’s explore these components in detail:

Company Intranet Software

A company intranet is basically the foundation of any modern digital workplace strategy. It’s the backbone that connects various departments, ensuring smooth communication and collaboration. With features like document management and customizable interfaces, it offers a personalized user experience tailored to individual needs. It’s not just about sharing information; it’s about creating a cohesive environment where ideas flow freely.

If you don’t know where to start in terms of modernizing your workplace, and intranet is the perfect way to do that. Some company intranets are simple to set up and are customizable and user friendly. This reduces the workload of IT departments, management and HR. Think of the intranet as your organization’s digital heartbeat, pulsating with real-time information and ensuring everyone’s on the same page.

Security, Privacy, and Encryption

In an era where data breaches make headlines, security isn’t just a luxury; it’s a necessity. Protecting sensitive information is paramount. Modern workplaces prioritize robust encryption methods, ensuring data remains confidential. Multi-factor authentication and stringent privacy controls further fortify the digital fortress, ensuring only authorized personnel gain access. It’s not just about safeguarding data; it’s about building trust.

Integration with Your Organization’s CRM

For profit businesses have many goals. But the main one is profit. And CRM software is what enables the sales team to do what they do. By syncing your digital workplace with your CRM, employees can access vital customer information at their fingertips. This not only streamlines sales and support processes but also ensures personalized customer interactions, fostering loyalty and trust.

A Single Channel of Communication

Email is still (surprisingly) the most common and popular method of communication by companies. But as times change, so should your internal communications plan. This is more about choosing the main channel your team will communicate through. You must create a communication plan that identifies how team member communicate, share files, urgent message, etc.

Whether it’s instant messaging for quick chats or discussion forums for brainstorming sessions, a unified communication channel ensures that everyone is on the same page, fostering a sense of community and collaboration.

Project Management Software

Managing a project without the right tools is like sailing a ship without a compass. And there is no shortage of project management tools out there. There are hundreds. Built for different types of tasks to even different industries. From products like Asana to Jira and Flow, it might be overwhelming. This is where identifying your goals comes into play. What are your goals you hope to accomplish by creating a modern digital workplace?

Project Management Software offers a clear roadmap, ensuring that projects stay on course. With features like real-time updates, task delegation, and progress tracking, teams can work cohesively towards common goals. It’s about ensuring that every project, big or small, is a success story.

File Sharing

In the collaborative spirit of a modern workplace, File Sharing is essential. It’s more than just sending documents; it’s about ensuring that teams have access to the resources they need, whenever they need them. Efficient file sharing tools eliminate the confusion of version control and streamline workflows, making collaboration a breeze.

The Role of AI in the Digital Workplace

Here’s a thought to ponder: What if the tools you use at work were as intuitive and smart as the AI-driven gadgets you love at home? Imagine a workplace where AI doesn’t just crunch numbers but understands your needs, almost like a colleague who’s always one step ahead.

You know that feeling when your smartphone seems to read your mind, suggesting the next word or song you’d like? That’s AI in action, making life a tad bit easier. Now, transport that experience to your workplace. Instead of sifting through heaps of data, AI gives you insights on a silver platter. It’s like having a personal assistant who knows just what you need, even before you do.

Beyond Automation: AI’s Personal Touch

Remember when automation meant setting up out-of-office emails? Well, AI has taken it to a whole new level. It’s not just about doing tasks faster but doing them smarter. It turns your HR from a recruitment team to one that can predict patterns in employee engagement and happiness. The sales team goes from cold calling leads to a revenue generating (and predicting) mastermind.

But, as with all things powerful, AI comes with its set of challenges. It’s like fire – a great servant but a bad master. While we marvel at its capabilities, it’s essential to use AI responsibly. Addressing concerns like data biases and ethical implications ensures we’re not just riding the AI wave but navigating it with care.

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.