These last few weeks have been a rollercoaster for many organizations. The new measurements oblige organizations to work from home. All the business activities must be reorganized, and all employees must adapt as well. A big change that can lead to big consequences if your business is not able to support this change. A comfortable digital environment, that is accessible for employees from home, might be what you need to overcome this challenge and keep your business activities running. But before you can implement the perfect online office you need to know what that looks like!
Learn how a digital workplace should be composed based on the digital comfort value ladder,
so that your business can experience digital comfort while working from home!
Pillar 1: Document Management
Document management makes or break the possibility to work from home. Documents and files need to be accessible from everywhere. By putting all business information in the cloud your business automatically becomes mobile. Whether your employees are working from home or from a holiday resort in Hawaii, they will be able to consult all documents and information they need.
Also don’t underestimate the importance of an organized online environment. You are asking your employees to adapt and accept the fact they will have to work from home, even if this means working in an environment they are not used to. For many employees this means extra stress! Imagine them opening their laptop to log in on an online environment where they can not find anything. So, make sure your business is organized and structured, not only offline but online as well.
Pillar 2: Administrative processes
Administration is (unfortunately) inevitable. It takes a lot of time, isn’t the most pleasant task to do and takes the focus away from the core activities of your business. By automating easy and recurring administrative processes you can eliminate time-consuming, boring tasks. On top of that, data concering these processes is collected in a database which allows you to calculate the exact cost of your administration.
For homeworkers this means they will not have to wait for replies or sent reminders to coworkers who have to fill in certain documents or Excel sheets. Automated workflows will send documents to the right people and remind them when necessary. Your employees will get a notification when the document is complete so there is no need to send emails back and forth. Automation also means less room for mistakes, less room for miscommunication and thus more productivity!
Pillar 3: Efficient communication
When working from home becomes the new normal, communication might be the most important pillar to discuss. Because what happens when people work from home? Communication that used to happen face-to-face, now needs to find its way online. The possibility to quickly ask a colleague to send a file, upload a document or show you where to find something is no longer reality. In fact, most of these questions will now be asked through email, while most of our inboxes are already overflowing.
Efficient communication means fast replies, no irrelevant information but still being up to date with everything you need to know. Internal emails are not the solution because they are slow, disruptive and often contain information that is not meant for you. In other words, discourage your employees to use internal emails but provide a communication tool that will allow everyone to communicate fast and organized.
The perfect digital workspace
By establishing the perfect digital home office you create a synergy between the three pillars. You need an organized online environment where all documents are available and easy to find. In addition, you can reduce the workload by automating administrative processes so employees do not waste time contacting others for input. Finally, while working from home fast and efficient communication is extremely important. Therefore, discourage internal emailing and implement the correct communication tool.