Digital Workplace Strategy Basis
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This document discusses strategies for implementing a digital workplace. It notes that while technology has advanced, the way many people work has not changed much in recent decades. However, factors like new generations entering the workforce, an emphasis on work-life balance and measuring productivity over presence are driving changes. The document outlines a methodology for developing a digital workplace strategy through defining personas, scenarios and activities before selecting technologies, physical and virtual workspaces. It provides examples of new activity-based digital workspaces and notes benefits like improved collaboration, productivity and staff wellbeing. A phased approach to implementation is proposed starting with pilot projects to test solutions before broader rollout.
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Digital Workplace Strategy Basis
- 1. Basis for a Digital Workplace Strategy Antonio CICCARELLI– EFSA ICTAC Meeting 13-14 October 2016, Alicante
- 2. Before Starting: A Bit of Semantic New World Of Work Digital Workplace Social Collaboration Unified Comm. & Collab. Crowdsourcing Engagement Wellbeing Personal Productivity Activity Based Workspace Talent attraction Smart Working
- 3. New World Of Work initiatives in the EU • Synergies and Efficiencies in the EC - New Ways of Working • DIGIT strategic priority 2 - Create the Digital Workplace of the Future • ECHA - New Way of Working • EIB – BEi Smart, A Better Way of Working • EASA – Smart Working approach for the new building • EFSA – New World of Work Gov Sector • Smart Working, GOV/UK • Senaatti (Senate Properties), Finland • Smart Work Association, Estonia and a lot more in the private sector…. EU Institution
- 4. Did we really change the way we work ? Despite all the social and technological changes, the way we work did not change to much in the past decades • An office phone, a desktop, a machine on the desktop and a lot of paper • Type of office space and furniture still related to hierarchical position
- 5. The way we will work will never be the same as it was before Physical Technology Cultural Cross-disciplines, cross-generational The way we work is going to be disrupted
- 6. • Start-up and Big Tech model adoption • “Millennials” entering in the organization • Crowdsourcing catching on • Wellbeing, work-life balance • Manage by outcome, not by presence Work takes place at the most effective locations and the most effective time Cultural Changing Factors
- 7. • Activity Based Working • Well-being elements are the norm • Companies willing to adopt the new norm also as cost efficiency Re-imagine the office as space to be allocated to activities, not to people Physical Space Changing Factors
- 8. • IT infrastructure de-materializing and leaving the office and the DC • Application seamless access inside and outside the office • Consumerization + Millennials Re-define your IT roadmap to include the Digital Workplace enabling factors (see more details in the focus slides) Digital Workplace Changing Factors
- 9. How to take everything into account - Methodology Personas Collaboration Scenarios supported by Activity Based Tech Solution Physical Environment Virtual Environment Prioritization and Selection selected scenarios composed by mapped to Working Styles Activities Activity Based Workspace integration related to supported by
- 10. Large spaces supporting plenary activities Meetings room for (in)-formal meetings with colleagues New Activity Based Digital Workspaces Personal work with limited interaction with others
- 11. Benefits/KPIsSolution Capabilities Seamless connectivity in the building Follow-me Printing Improve connectivity while in mobility New Enterprise Social network Cloud Office Implement open meeting spaces Improve Unified Comm. & Collab. Create activity/based spaces Prepare training and policies Foster innovation and openness Nurture collaboration and creativeness Engagement, agility, productivity Speed-up decision making Staff wellbeing, work/life balance Reduce removal costs Reduce toner/paper costs Reduce travel costs Reduce IT services costs Implemented Pilots To be implemented Intangible Tangible Measuring Benefits and KPIs Reduce email exchange General use of laptop and tablets
- 12. Global Concept Project Charter Program or Portfolio Management Pilot Project 1 Pilot Project 2 Pilot Project n Global Concept defined Business Case assessed Identify and start Pilot Projects Envisioning phase approval Project 1 Project 2 Project n Implementation phase Extend successful pilots to all the organization A A B C Cost elements Lessons learnt Envisoning, Piloting and Planning
- 13. And the winner is …
Editor's Notes
- There are a lot of acronyms today that may confuse us about the existence of different trends, different initiatives, their real objectives and finally their usefulness. The reality is that the way we worked in the last 150 years is changing and the society, companies and organizations are answering in different ways and directions to this force. Main acronyms today used are: NWOW: New Way of Working or New World of Work. It is the larger term encompassing all the different dimensions of the change, including the physical space complete re-design as well as psychological and social aspects as wellbeing, crowdsourcing, employee engagement, millennials entering the workforce and talent attraction and retention. Digital Workplace: used by Gartner to address several initiatives related to ICT innovation aspects enabling the NWOW, including cultural and governance aspects (e.g., unified communication, social collaboration, personal productivity). Between this 2 main terms, there are several other terms addressing single aspects of the change going on as well as hybrid compositions of them. Some examples are: Smart Working: alias for the NWOW, used by the GOV/UK to address the government initiative to spread the new way of working in the public service. Digital Workspace: used by Gartner and others to indicate the sum of the Digital Workplace (mainly ICT enabling factors) and the new physical (Activity Based) Workspaces, including well-being and engagement factors. Unified Workspace: used by Gartner to address the sum of Unified Communication and Collaboration technologies with elements of the physical spaces, supporting the fact that it should be possible to work and collaborate with other colleagues or external staff, irrespectively of our/their location and the device used.
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