1.
DIGITAL TRANSFORMATION
The digital workplace

2.
THE DIGITAL OFFICE

3.
The digital workplace
Digital offices
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Remote working and hot-desking
Efficient working
Managing information
People and digital risks
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4.
The digital workplace
Remote working
> Pros
o Smaller, cheaper offices
0 Often very motivating for certain people
0 Enables very flexible working hours
> Cons
o Monitoring required: home distractions
o Cost of suitable “office” furniture, laptops & secure Internet connections
o Technical problems e. g. broadband issues may be hard to support
0 Damage to team spirit
0 Feelings of isolation
> Teleconferencing systems required to enable remote meetings

5.
The digital workplace
Hotdesmng
> Pros
0 Some saving in office space
0 Information sharing as people work near non-team members
0 Storage on the hard drive no longer an option
>Cons
o Personal space: territoriality; desks and chairs; cleanliness
o May be hard to find people
o Increase in emails as people don’t talk face to face
o Team spirit may be damaged
o Failure to log out of apps and sites may result in security problems

6.
The digital workplace
Efficient working
> Thinking apps
> Mind mapping
> Note taking and thought organisation: Evernote and Letterspace
> Networking: Humin, Linkedln and Outlook
> Phone management: ringtones and SMS responses
> Time management: Outlook calendar (used efficiently): apps
such as Workflow
> Email management
> Folders
> Rules e. g. “file without reading"
> Links to projects and calendars

7.
The digital workplace
Managing information
> Storing information
0 Good desk-top search increases efficiency greatly
o Content management systems enable redundant file deletion as well as
forcing version control
> Creating and sharing knowledge
0 Innovation processes, multifunctional teams and work communities
stimulate knowledge creation
o New knowledge must be “codified” so it can be shared as information
o Help people discover what they know and persuade them to share
o Knowledge can be “curated” with tools such as Evernote and Flipboard
> Communication
0 Ways of dealing with email overload critical to efficiency

8.
The digital workplace
People and cyber risks
> Digital information at risk from insiders
o Trust: people open to phishing and other scams
o Usability: difficult to use systems are simply ignored
o Social and cultural issues can make safe behaviour less likely
0 People take data for personal gain e. g. when they plan to leave
> Cyber security needs to go beyond IT Department
0 Responsibility of everyone, at every level
o Regular training backed up with “socialising” safe behaviour

9.
DIGITAL COLLABORATION

10.
Digital workplace
Benefits of collaboration
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Rapid innovation and discovery
Efficient information transfer and ease of finding expertise
Enhanced teams & improved motivation
Lower travel costs
Destruction of work silos

11.
Digital workplace Pat‘
Working on documents
> Screen sharing: people work on a document at the same time
o Avoids version control problems
o Enhances collaborative thinking
> Document collaboration tools: people work on the same
document sequentially or with a final editor
0 Benefits include:
- Use real-time comment and messaging features enhance project speed
- Presence indicators show when others are active on documents
- Users can set permissions and manage other users‘ activity
- Users can set alerts to keep abreast of latest activities per file or user
- Users can collaborate and share files outside the company network
- Security compliance and audit trail
o Tools like Google docs and Office Live offer good functionality

12.
Digital workplace
Collaboration on projects
> Project collaboration tools like Basecamp
> Free cloud-based tools like Dropbox and enterprise social
media like Yammer
o Need to ensure security
0 May need to add disciplines that are not built in such as version control
> Nascent opportunities to take advantage of “micro-moments” at
work using mobile devices

13.
Digital workplace
Workshops
> Digital technology can enhance traditional workshops
o Digitising flipcharts and Post-| t’s for recording and analysis e. g. eBeam
and Post-It Plus app
0 Multiple screens linking multiple data sources and teams e. g.
Ob| ong. com

14.
DIGITAL HR

15.
Digital workplace
Digital Human Resources
> Recruitment and the employer brand
> Managing people
> eLearning

16.
Digital workplace
Recruitment and the employer brand
> Recruitment and social media
> Use of social media especially Linkedln can reduce agency costs
massively
> Use of social media profile analysis can enhance data about
candidates but care need to be taken around privacy and discrimination
> Security issues
> “Public” recruitment can lead to leakage of strategic information
> Social media can be used to enhance the employer brand
> Profiling what work life is like on YouTube
> Public conversations between employees on Facebook and Twitter
> Employer review sites such as Glassdoor need to be monitored for
negative content

17.
Digital workplace
Managing people digitally
> Easier analysis e. g. of workforce needs, retention rates, salary
comparison, utilisation rates
> Simpler office processes such as timesheets, expense
management, holiday requests
> Workforce engagement enhanced with surveys and automated
messages or prompts (e. g. congratulatory messages)
> Skills tracking e. g. what programmes are being used
> HR risks (e. g. potential leavers) can be monitored through
network Al and social media activity
> Remote working benefits

18.
Digital workplace
eLearning and skill development
> Internal development of knowledge
Innovation workshops
Multifunctional teams and best practice groups
> Wikis
Work-based communities of interest
Social media with peers outside organisation
> Benefits of eLearning
Allows community discussions and comparison of answers
Consistency
Scalability — no need for individual trainers
Content is easy to update
Can be accessed remotely and at any time, at the user's own pace
> Provision of training on mobile devices
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19.
THANK YOU
Jeremy Swinfen-Green, Charlotte Childs
07855 341 589
hel| o@mosoco. co. uk