Digital Transformation Projects - digital workplace approach | WebVine

Digital Transformation has many aspects and can influence the whole organisation: from sales to customer experience, from analytics to mobility and process control. WebVine’s focus is on enabling organisations to transform internal processes and systems to form a robust platform for external success. You can’t claim to be a digitally mature business if your staff are still holding pointless progress meetings and emailing documents to each other, even if you have implemented a customer facing chatbot.

Even with the huge improvements in technology over the last 10 years, most information workers still expend too much energy to deliver their day-to-day work, exchanging information and working together via old technologies like shared drives and email. We can Facetime our kids from the departure lounge, or transfer half the restaurant bill to our friends via messenger, but when we walk into the office, too many of us are transported back in time.

Digital Transformation is difficult. Most organisations encounter internal issues or other challenges that prevent them from transforming successfully. Perhaps you’ve rolled out technologies in your organisation that haven't had the outcome you’d expected.  For example, SharePoint might be used as a basic intranet and a file share, but it’s not the collaborative workplace you first imagined.  Your CRM might be slow or contain incorrect information, which makes people resent using it.  And Yammer was meant to be the answer to too much email, but is it really providing business benefits?

 

Why is it so hard to get people to use new tools?

People won’t use solutions or platforms just because you tell them to, no matter how well you train them. They are busy, so they resist doing things in new ways and just use whatever they know worked last time – emails, phone calls and meetings. Most office workers all-but live in Microsoft Outlook, and if by some miracle someone tries to use Teams to coordinate a project but no one responds until they send an email, it’s obvious which technology will be the go-to next time.

The Need for Digital Transformation

The benefits of Transformation are many, and the risks of failure are significant.
Streamlining and automating repetitive tasks enables people to focus on more strategic activities. A consulting firm builds several HR self-service workflows, freeing HR to create skill enhancement and culture-building strategies, rather than checking leave form approvals. A call centre automates the onboarding process, reducing the burden on IT and improving data security. A medical equipment importer implements a collaborative tool to allow salespeople to identify experts and get questions answered in real time.

information architecture

On the other hand, if people are unable to deliver work efficiently, the business will be impacted in several ways:

  • Financial loss due to wasted time
  • Negative customer experience
  • Errors due to poor information management
  • Risk of disruption by industry newcomers
  • Loss of morale and high turnover, particularly among younger staff
  • Shadow IT

“Millennials expect the technologies that empower their personal lives to also drive communication and innovation in the workplace. 59% said that an employer’s provision of state-of-the art technology was important to them when considering a job, but they habitually use workplace technology alongside their own. Over half of those questioned routinely make use of their own technology at work, and 78% said that access to the technology they like to use makes them more effective at work.”

Workforce of the future

Leading Digital Transformation

Navigating digital change requires a vision of how to transform your company for a digital world. It is a challenging combination of broad strategic goals and deep system understanding that cannot often be found within one individual, or even one department.

Most companies focus on technology as the end solution, particularly when the IT department have simply been given a problem and asked to solve it. When these implementations fail it is not because the systems didn’t work, but because people didn’t use them.  Technology-led solutions are not the answer – Digital Transformation must be led by business needs and user problems.

Unfortunately, ‘leading with business-driven solutions’ is easier said than done. It's best to approach Digital Transformation from a holistic perspective, rather than a departmental one. Often however, budget is not allocated this way with Marketing for example receiving greater discretionary budget than Customer Service and differences of opinion between disciplines on how best to proceed.

Having a standard approach to Digital Transformation across your organisation will drive greater benefit, and this must be led from the very top. Without strong C-Suite leadership, your Digital Transformation project can be badly designed, inconsistently implemented and poorly adopted.

Transforming with a Digital Workplace

Once you have identified opportunities for better information sharing, collaboration and process automation, it makes sense to give staff one destination to access their new and improved workplace systems.
A Digital Workplace is a platform where you can perform work, collaborate with colleagues, access the information you need to do your job, and find out what’s going on within the organisation. It should be the central core of your Digital Transformation project, helping people find and connect with colleagues to get things done, pointing users to the tools for the job, creating trust through

On the other hand, if people are unable to deliver work efficiently, the business will be impacted in several ways:

  • The Intranet
    • News & Announcements
    • Staff directory & Organisational chart
    • Media library
    • Blogs
    • Employment opportunities
    • Knowledge base
    • Policies, procedures, templates, guides and other key documents
    • Projects hub

…and potentially more

  • Collaboration tools like Microsoft Yammer, Microsoft Groups, Microsoft Teams, Slack or Confluence
  • Web-based business communication tools, e.g. Skype
  • Task management systems, e.g. Microsoft Planner, Trello or Asana
  • Documents accessible from a browser
  • Reporting & dashboards

 

To explore Microsoft Office 365 and what it can do for you, visit our Office 365 Galaxy

Your Digital Transformation

Continuing to do things the way you’ve always done them is unsustainable, regardless of your industry or size. If you care about your workers, you have a responsibility to enable them to be productive, so that they can in turn give their best to your organisation.

It can be difficult to know where to start, which is why we have developed a framework called the 6’I’s of Digital Transformation. This proven methodology is the first step to successful transformation and gives you:

  1. Clarity around the benefits your initiatives will deliver
  2. Measurable ROI to demonstrate project value
  3. Objective evidence for the inclusion/exclusion of scope items
  4. A process to assess future enhancements

Start your journey with the best possible information by reading the new best seller Digital Transformation from the Inside Out. Containing an introduction to Digital Transformation, why it’s imperative that we change and what exactly needs to be done, this guidebook to the modern organisational landscape will take you through the planning, design and implementation of your organisation’s transformation. You’ll learn how to use the 6’I’s to prioritise the most effective changes as well as the nine pillars of any successful transformation project.