Digital Office – create a suitable workplace in a company working in a remote or hybrid system
Due to the pandemic, some companies have irretrievably switched to remote work, and some have implemented a hybrid system of work and it has become a kind of standard in Europe. Employees often prefer to work from home, if only for the savings of time and money related to transport to the Digital Office, as well as for personal reasons. According to the Forrester research company, if companies that have enabled remote work for the last two years change their policies and take this opportunity off, they can expect 2.5% monthly resignations from their jobs. Another surprising data was published by the research company Owl Labs and Global Workplace Analytics. A study she conducted in the United States shows that 50% of respondents would accept a 5% wage cut in order to be able to work at least partially remotely. Further data was presented by Gartner analysts – according to them, 64% of the interviewed employees would consider a new job offer only if it offered flexible working hours. Adding that flexible working hours are the main factor in increased productivity.
The above statistics show that remote and hybrid work models will stay with us for a long time, if not forever. However, no matter where employees are going to do their jobs, companies cannot afford to suffer a drop in business performance.
Therefore, it is precisely those organizations that did not contribute to creating the right conditions for the transition to remote work – that experienced the greatest productivity drops. Since remote work is a new norm, it is worth considering what a ‘virtual office‘ looks like in our companies and whether it supports the processes in which our employees participate.
Create A Digital Workplace
The concept of a digital office is nothing new, but with the popularity gained in the last two years, it presents companies with more challenges. First of all, remote work is associated with a higher risk of a cyber-attack. According to a Forrester study, around 74% of companies blame current cyber attacks on vulnerabilities caused by remote working systems – both data and documents are at risk.
How To Create A Safe Digital Workplace?
- Scan all your office documents using a system equipped with OCR technology.
Thanks to this process, the text on scanned documents is automatically read and placed in the system. The system must first of all ensure data security and enable the use of read data in other processes. The system should also allow easy access to documents from any device. Job Router is an example of a system that meets these requirements.
2. Use The Potential Of Workflow Systems
The circulation of documents in the company must be fast and efficient. By using e-mails, we cannot guarantee that the document will received and read by the right person in a timely manner. Workflow systems offer tools for document circulation as well as sending, transferring and performing tasks related to attached documents or forms. The combination of these functions with the above-mentioned OCR and document archive technology creates an almost complete environment for performing work from anywhere, while minimizing the risk of encountering cybersecurity.
Additional useful functions that can offered by workflow systems include: electronic signing of documents with a trusted or qualified signature, integration with internal and external systems (e.g. ERP, KSeF), the ability to create processes by company employees, without the need to use an external company / implementing the system.
3. Provide A Tool For Collaborating On Documents
Products like Microsoft Teams, Google Docs, Share Point simplify document collaboration. Thanks to them, employees can work simultaneously on the same files and from anywhere. The mentioned solutions also offer documentation and history of changes. However, when choosing a system that covers the entire remote work environment, it is worth checking whether the system offers integration with any of the above solutions. For example, Job Router integrated with Microsoft Office.
4. Remember to keep your data safe.
Let us remind you once again that data protection must be a priority when working remotely. It is worth paying special attention to securing unstructured data, i.e. all information that cannot organized in the database, i.e. documents, images, PDF files, e-mails, etc. The document archive system will provide a safe space for all employees, both remote and those working in the Digital Office.
5. Continuous automation
The implementation of the workflow system is the first step to continuous automation. Your employees will best identify spaces for further improvements, and thanks to low-code platforms, they can create and develop processes themselves.