A lot has changed in our workplaces in recent times, thanks to the onset of the digital age. These changes range from how work is done to the organization and design of employees in the workplace. All this has been done to align the business objectives and transform the workplace to meet business goals. So, what is workplace transformation? Workplace transformation is the process of rethinking and redesigning workspaces to meet the always-evolving technology, fuel innovation, and attract employees back to work all while fostering the organizational culture.
The workplace can be transformed to support the future of work in many ways. Some are:
- Implementing digitization
- Adopting new technology and AI systems
- Redesigning the office space to ensure an efficiency in the line of production and training.
- Upskilling your workforce based on the recent trends to gain the experience needed to support the future of work.
These are but a few transformation strategies that will help with workplace transformation and make your business more sustainable.
How is the Nature of Work Changing?
The recent trends in workplace transformation are based on changes in the workplace such as working from home and not necessarily needing to be present in the office to get work done. Also, work has become more technology-oriented, and the need to process work manually has been done away with in many cases.
The nature of workplace transformation has constantly been reshaped by the following factors:
- Advancement in technology
- Unprecedented growth of SaaS applications
- A shift from traditional business models
- The need to increase production efficiency while reducing the overhead cost
Digital Workplace Transformation
Recently we are seeing trends such as remote working, an influx of technology adoption that is increasing daily, and the rapid growth of AI technologies. All these changes are pointing to a fourth industrial revolution which will be spearheaded by digitization. So, there is a need for companies to take up workplace transformation and shifting the workplace into a digital one. Here are some ideas you can adopt to attain a digital workplace:
Advanced security capabilities
With workers working remotely, you will need to improve the security of your servers. Some employees access sensitive information regarding the company on a daily basis. If you have unprotected servers, your data is at risk of falling into the wrong hands.
A successful digital workspace should use AI chatbots which make it easy for workers to access the information they need. This ease of access to the company's information and documents through the intranet can be made possible through their phones or electronic devices as well.
Involve the workers in decision-making
A digital workspace requires two-way communication, and employees should be included when making decisions concerning various digital transformation and business initiatives. There should be a good communication channel between the workforce and their management teams in a successful digital workspace.
Is a Technology Investment Needed for Workplace Transformation?
As a business, investing in technology can be a good thing for the company to profit, for example, you can use technology to automate planning day-to-day work schedules. Here are some reasons why investing in technology can be worth it:
Investing in technology in workplace transformation is one of the fastest ways for a business to stimulate growth. Investing in technology will give your business the ability to compete with competitors in many areas thanks to the efficiency and speed it can provide.
Better interaction with employees
Businesses have shifted online, and employees expect to be able to access everything they need online. There is a need to invest in technology to interact with your employees and ensure that employee satisfaction is achieved.
Investing in technology helps a business handle larger workloads; through cloud computing and SaaS technologies, employees can work from home without necessarily being at work.
Technology reduces the time taken by the workers to complete tasks. This means work can be done faster and successfully. This is one of the greatest benefits of workplace transformation using digitalization. The use of chatbots and machine learning to reduce the time it takes to carry out HR and other business processes.
In conclusion, a business should invest in the right technology and digitize its workforce as the future shifts towards technology.
Improving Employee Engagement with Workplace Transformation
Employee engagement can describe both the quantitative and qualitative aspects. It also means strengthening the relationship between the employee and the employer. Employee engagement is always essential to a business; through it, a business will retain the most productive staff, enhance a company culture while still engaging and maintaining success.
So how does a business go about engaging their employees through workplace transformation? The following are some of how a company can successfully engage their employees:
- Empowering your employees is done by giving them the relevant additional training to handle trends in the future of work like data management, cloud-based solutions, information systems, etc.
- Recognize top performers and have a system to reward them. As a manager, you should take time to notice and reward the efforts of the best employees. This goes a long way in motivating them.
- Plan company outings. This will help break the monotony associated with the workplace, giving the employees a change of environment. This allows them to engage with their colleagues and think of new ideas to provide the business with a competitive edge in the industry.
- Conduct employee engagement surveys. This will help with the interaction between the management and the workforce, and it will give employees a voice. It is important to listen and understand employees’ needs and desires.
Always engage with your employees, as they are the primary tool that will ensure that the business will attain workplace transformation soon enough.
Boosting HR and Employee Productivity
The HR department in any organization works hand in hand with the employee to attain the business goals, so a boost in one means that the other will be boosted eventually and vice versa. HR effectiveness can be measured by taking into account and analyzing the following workplace transformation factors:
When employees are satisfied with the workplace, the HR department is doing something right. This means they are more likely to stay. Not only does this help keep your employee retention rates low, it also reduced recruiting and retraining costs.
A satisfied workforce means that the HR department is doing something right and is focused on employee productivity. A satisfied workforce is key to the digital transformation of the business. Employee satisfaction can be measured through surveys or regular feedback.
Here are a couple ways to ensure that employee well-being and morale is boosted:
- Support flexible working. Employees that work remotely can access information remotely through cloud computing and SaaS technologies.
- Equip the department with the right technology. Machine learning, cloud- based systems, and HR ecosystems are among the many available trending technologies. A business can leverage these technologies to enhance the employee experience.
Workplace transformation can mean a lot of change for your company. Not only do you introduce new tools, you are transforming the workplace into a digital workplace, incorporating new business models and modernizing the workplace. Because of this, there is a need to put in place a good change management strategy that will help the workers and the business transition into new ways of doing things.
Change cannot be implemented all at once and requires step-by-step integration. There must be time allocated for the employees to get used to and embrace the changing factors in the working environment. Be it new business models, new technologies, or IT infrastructure, the workforce should be given time to familiarize themselves with the change and understand their benefits.
Layout the needs and write a plan
When integrating change, there should be a well-detailed plan outlining the needs that the changes will fulfill. A plan should stipulate the incremental steps that will be taken to implement the change as abrupt change can hurt the business.
The plan should contain the obstacles that will hinder the change and ways to overcome the challenges. It should also lay out the goals to be achieved and the time they will be completed. Lastly, the plan should have post-implementation evaluation to follow up after the change has been implemented.
Involve your employees when making a change
Employees are at the forefront of implementing change, and they should be involved when decisions to make a change affecting them are being discussed. For instance, when it comes to digital transformation of the workplace, the employees should have a voice on how they want it done as they are the ones who will be affected directly in the implementation of the changes.
Anticipate all possible outcomes
Change can either have a positive or negative effect on the business, and there should be a plan in place in case the change is negative or is not received well by employees. For instance, digitalization of the workplace might not sit well with senior teams. Precautions should be taken to ensure that they have a smooth transition and they are confident moving forward with the introduction of new technologies.
Final Take Away
In general, change is inevitable, and whether we like it or not, there must be change as technology is constantly shifting towards modernization and the old ways of doing things are becoming obsolete. One way or the other, change must happen, and a business should train their workforce adequately and prepare them for these changes.