Especially in the wake of the pandemic, workspaces have evolved, so that with the right systems in place, it is no longer necessary to be in a fixed location to carry out one’s workday. This change in the way we work has highlighted the importance of teamwork and, above all, the need for digital tools to facilitate collaboration and communication. 

Although some companies had already begun the process of digital transformation of their spaces, it was not until then that most of them realized the flaws in their business processes: information that was difficult to find, outdated or duplicated; poor mobility of work tools; confusion due to a lack of communication…

This is how the concept of Digital Workplace was born, which aims to improve communication, collaboration, access to information and productivity. Is this way of working new to you and you have many doubts? In Fonvirtual we tell you everything you need to know, from what it is to how you can create it, through the benefits it offers to your company.

What is the Digital Workplace?

Broadly speaking, the Digital Workplace, also known as “digital office” or even “virtual office”, is a transformation process in which a company changes its physical workspace to a digital one. New technologies play a key role here, as they support the work of employees through virtual solutions characterized by flexibility, allowing them to carry out their activity at any time, in any place and from any device.

By creating a collaborative environment in which all team members are connected, the Digital Workplace not only facilitates the work of employees, but also enhances the experience of customers, who perceive the image of a company adapted to the digital age. 

definition-digital-workplace

Benefits of the Digital Workplace

Digitally transforming a company is not easy, as it involves changes to deal with. Moreover, without the right tools, this strategy can easily fail. For this reason, many companies hesitate whether or not to carry it out and, in many cases, end up not doing so. 

However, the truth is that, like any process, setting up a digital office takes time, planning and effort. But there are many benefits to be derived from this change, which are the following:

Different working modalities to choose from

We mentioned earlier that the Digital Workplace is mainly based on virtual solutions that are accessible at any time, from anywhere and from any device. As a result, employees can work from anywhere in the world: in the office, at home, in a coffee shop or even on the road.

This favors different working models to choose from: face-to-face, hybrid or remote. All of them offer great advantages to employees, and by giving them the possibility to choose the option that is most convenient for them at the time, not only increases their satisfaction, but also allows for a better work-life balance. New ways of organizing professional life are also emerging, such as the case of “digital nomads”.

Increased individual and business productivity

In many cases, employees spend a large part of their working day going to and back from the company’s facilities. This time spent prevents them from fully concentrating on achieving the objectives of their working day, as they arrive tired and unmotivated.

In relation to the previous advantage, the fact that many employees work from anywhere improves personal productivity, as they are more satisfied at work and therefore also contribute more value to the company.

Transparency in communications

One of the challenges faced by companies that offer their employees the possibility to work remotely is the management of remote working teams. In these cases, employees need to be able to see and talk to each other as they would if they were in the same workplace. Otherwise, there is a risk of miscommunication that can lead to breakdowns that can affect not only the smooth running of the business, but also the customer experience.

To prevent this from happening, the Digital Workplace is based on internal communication platforms, which allow all team members to interact with each other via chat, voice and video, regardless of their location.

In addition, the most advanced ones allow the creation of work groups in which all or only some of the members of the team can be found. These groups allow us to send and receive messages in real time to the members of the group, so that everyone receives the information equally.

Easy access to information

We commented at the beginning that one of the main problems companies face is data that is difficult to access, duplicated or, in most cases, out of date

In digital offices, all information is unified in systems such as a CRM. Thus, this problem disappears, as all employees can access it at any time and modify the information, with changes being recorded in real time.

How to create a digital workspace in your company?

Now that you know all the advantages that the Digital Workplace can bring, you are probably wondering how you can create one. To do so, the first thing you need to do is to choose the digital tools that will help you in the process, especially communication ones. So, you should take into account when acquiring them:

  • The systems you choose should be able to be integrated with each other in order to work together. In this sense, the ideal is to group them into a single platform. For example, if we find a communications solution that allows us to integrate a CRM, we will obtain functionalities such as being able to contact customers from the same interface or consult and modify data in real time without having to leave the interaction.
  • Another key aspect is that they should have chat, voice and video communication, both with colleagues and customers, and that they can be managed from the same interface. 
  • Finally, it is essential that these tools are ubiquitous, that is, that they can be easily used anywhere and from any device, without the need for downloads or installations.

In Fonvirtual, we offer you a solution for your Digital Workplace with all these features: the virtual PBX. With it, you will be able to make the most of the advantages offered by this new way of working and manage your internal and external communications efficiently. If you want to know more about it, contact us.

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