About digital workplaces and the digital workforce
What is a digital workplace?
Let’s go by parts. A workplace is, in other words, the work environment and all the processes that go with it. It’s what allows a business to run smoothly. Workplace management involves different tasks, from recruiting and on-boarding to staffing schedules, productivity in the workplace and much more.
A workplace can be lead digitally; this is where the term “digital workplace” arises. It applies to workplaces that are managed remotely and is an adaptation of today’s virtual environment, as opposed to traditional, physical workplaces. Digital workplaces have adapted and use collaboration tools and technologies to allow employees to work from anywhere. In the section below, we explore the benefits and the challenges of having a digital workforce and workplace.
The benefits of having a digital workforce
There are many benefits to having a digital workplace and, thus, workforce. A digital workplace encompasses all the aspects of a traditional and physical workplace but is shifted online, and the use of technologies allows for smooth communication, both direct and asynchronous. Let’s look at the benefits of shifting to a digital environment for your business.
The prime of flexibility for employees and employers
Not only does a virtual workforce give flexibility to employees, it also increases flexibility for employers. Employees may be able to work from anywhere, an advantage that could significantly improve their work-life balance. On the other hand, employers are able adapt quickly to market changes and utilise the flexibility to thrive.
Significant cost reduction
Having employees in the office is not without a cost. Hybrid approaches or transitioning to fully remote are often preferred in the long term. Virtual collaboration brings significant cost reduction for employers as they do not need the same facilities to host their workforce. Their BAU operating costs are drastically reduced when moving to digital.
Potential for better productivity
When managed well, a digital workforce can be highly effective. People chose the environment they work in, which means they are more comfortable. If the home set-up is appropriate, it should eliminate distractions, thus resulting in greater productivity. In addition, tiredness associated with commuting is scrapped when working virtually.
Best communication tools
When moving to a digital workplace, businesses implement communication solutions that ensure their employees stay in touch and are informed. These solutions make it easier for all to share information. All employees have access to the same knowledge management platforms and have the same level of information, particularly when it comes to asynchronous communication.
For more on communication in the workplace, take a look at our articles below:
Optimised talent retention
Talent retention is a key area of focus for businesses. It helps reduce costs and drives business efficiencies. Retaining talents might mean providing them with flexibility through remote work. The same applies for the recruitment of talents. Offering a flexible work environment through a digital workplace might attract them and make the difference.
Positive effect on employees’ experience and engagement
Employee engagement is critical to business success. Once employees have grasped how to use the tools and technology offered through digital work, they are able to excel at communicating and getting informed. As such, their experience is enhanced, and so is their engagement.
Unified security and data protection measures
Privacy and data security is a focus for a lot of businesses. You may wonder how this is controlled in a digital environment. However, unified security measures implemented for digital workplaces are ideal for protecting systems and data.
In addition to the benefits highlighted in this section, a digital workplace is fairly easy to implement. The technologies out there allow for knowledge sharing when working remotely.
Challenges of managing a digital workforce for leaders
There are some disadvantages and points of vigilance to note when it comes to managing a digital workplace. Leading multi-skilled, multi-seniority levels of staff remotely presents some difficulties for leaders. Below, we highlight a couple of points of vigilance that businesses should take into account when moving their workforce to a virtual environment.
Challenging workforce planning
One of the challenges of having remote teams and a digitalised workplace is team management for operations such as workforce planning, scheduling, training and much more. These tasks, often assigned to managers, are more complex when dealt with remotely.
Technology issues
New technologies can be wonderful, but they also fail us once in a while. New communication technologies have boomed in the workplace over the last few years, and they allow for complex interactions with customers and colleagues. Often, they are an enabler, but sometimes, they fail us and may put your business in a tough spot at a critical time.
9 tips for leaders managing a digital workforce
To dodge the risks associated with managing a digital workforce, we have selected nine tips for leaders and SMB owners below.
Avoid silos at all costs
Traditional management does not work with a remote team. Leaders have to change their ways and transform their style. Flexibility is the priority and should be accompanied with team work and collaboration to avoid silos. Leaders should keep an eye on everyone’s assignments and ensure that there are no duplicated efforts.
Increase your awareness on what works and doesn’t work for your teams
We all work differently. Leaders should be aware of their team members’ personalities and adapt to them. Not only will this bring efficiencies, it will also make for a better working environment. With a digital workplace, micro-management needs to be avoided at all costs.
Allow for failure and lead your teams to grow
Those that lead a team and step away from micro-management also need to allow for their staff to fail. Failure is part of the learning process, and there needs to be space for it. When addressed as part of development opportunities, failure can hold a wealth of knowledge and should be seen as an opportunity for learning.
Communicate, communicate, communicate
We can’t say it enough: communication is key. With a digital workforce, communication is paramount, particularly as it connects people and builds a sense of belonging. It will drive employee engagement and ensure that people are not isolated, and that they grow and exchange with their colleagues. It also avoids misunderstandings and therefore brings business efficiencies. The digital workplace is full of unknowns, which is where communication comes into play.
Be inspirational and demonstrate your engagement
Leaders managing remote teams should lead by the example. Positivity is often contagious and, therefore, should be conveyed in messaging and through attitude. For leaders, embracing the digital workplace means inspiring teams and getting them engaged.
Have a clear vision and share it
Businesses should have a vision, a set goal that is clearly communicated to employees. This vision should be cascaded down by leaders to their teams. Having purposeful goals will drive engagement and bring people together, even when working virtually.
Focus on the output rather than the hours at work
Effective leaders know that everyone works differently and that people may need to adapt their schedules. Having a healthy work-life balance has a long term effect on performance at work. As such, managers should focus on the output delivered by their team members rather than the hours they spend at work. This approach is highly effective and leads to talent retention.
Encourage collaboration and brainstorming
Businesses that are prone to teamwork are more successful. From a development perspective, we learn a lot from one another. Sessions such as brainstorming activities challenge the status quo and may lead to business adaptation. Involving the workforce and getting their opinions will bring a lot of benefits to companies who know to listen.
Have a face-to-face meeting in once in a while
Although there are many positives to having a digital workplace, having a face-to-face meeting in once in a while is valuable. Managers of digital teams can plan for quarterly or yearly team meetings that not only include working sessions, but also bonding time. Getting to know people face to face helps humanise relationships and will lead to better collaboration moving forward.
Digital workplaces are almost becoming the norm. They provide employees with the flexibility they need and want, and bring many financial benefits to organisations, in either the short or long term.
