The benefits of centralising your tools in your workspace

There are numerous tools available today to promote collaboration and facilitate communication within teams. The number of software and applications used, such as project management software, shared diary, mailbox, instant messaging, video conferencing, task manager, office suite, to-do list, and so on, can make it difficult to find your way around and find a piece of information or a file.

The solution? Centralise all your tools in a single digital space: your workspace, also known as the digital workplace.

What is a workspace?

Today, a workspace is a secure digital working environment where all the tools, software, applications, and files you need to work, collaborate, and exchange on a daily basis are stored. Whether you work on your company’s premises or remotely.

Nowadays, a workspace is more commonly known as the digital workplace. This virtual space in the cloud can be accessed by all company employees at any time, from any location and from any device connected to the Internet (computer, smartphone, and tablet). They can find all the information, resources, and individual and collective documents they need to be effective and productive every day. They can manage and carry out their tasks, organise their schedule, follow the company’s news and exchange with their team members, but also with their customers, partners, and suppliers.

The objectives of a digital workplace are varied:

– to bring together all the tools on a single collaborative platform,

– facilitate collaboration,

– promote internal exchanges and communication,

– increase the efficiency and productivity of teams,

– improve the employee experience and employee satisfaction,

Now that the workspace holds no secrets for you, discover the benefits of centralising all your tools on your digital workplace.

The benefits of centralising these tools in a workspace

Here are some of the benefits of centralising your data and tools in your digital workplace.

Save time.

It goes without saying that having all of your tools, software, applications, and files on one platform saves you time. To begin with, you no longer need to search for the location of a specific document. You now know exactly where to look. Furthermore, most digital workplaces include a search engine to help you find what you’re looking for quickly and easily.

Did you know that juggling your various apps can cost you up to 60 minutes per day? That was the conclusion of a 2018 Ring Central study, which also revealed that 68% of employees switched between apps up to 10 times per hour! So, by having your instant messaging, task manager, mailbox, shared calendar, video conferencing system, etc. all in one place, you save time when you switch between them.

Improve collaboration.

By centralising all the tools and information on your workspace, you can improve collaboration within your organisation. It can be difficult to collaborate effectively on a project with hybrid teams, where some employees work on company premises and others work remotely.

The digital workplace provides a centralized virtual workspace to which all employees, regardless of location, can connect. They can interact in real time with their colleagues, share documents, work concurrently on a document using a co-editing tool, leave comments, and even integrate their clients and partners within this digital work environment. In short, the digital workplace is now an essential tool for facilitating and improving internal and external collaboration.

Increasing productivity

As we’ve seen, centralizing your data in your workspace is an excellent way to avoid wasting time looking for documents or juggling multiple tools. Your employees will have no trouble quickly finding the information or file they require because it is simple to use, intuitive, and accessible to all. This enables them to get to work more quickly and complete their tasks on time.

Employees and managers can also easily access all the information they need to make informed decisions with centralized data. As a result, the decision-making process is faster and more efficient, which contributes to the company’s overall productivity.

Securing your data

According to Check Point Research (CPR), in 2022, global cyber-attacks increased by 38% and 19% in France, which corresponds to an average of 826 attacks per week.

There are several solutions to protect yourself from hackers, but they often require specific skills and can be costly for your business. A digital workplace is a secure space where all the information about your company, your projects, your employees, your customers, etc. is stored. Centralizing all this data on one platform minimizes the risk of cyber-attacks and improves the security of your data.

Centralizing your data on a single server reduces the number of vulnerable spaces that can be attacked. It’s also easier to monitor potential malicious activity, control access to your data, and implement strict backup and recovery procedures.

Improve the employee experience.

Today, it’s not easy to keep your talent. In France, turnover is quite high. According to Dares, in the first quarter of 2022, the resignation rate was 2.7%, which corresponds to almost 520,000 resignations per quarter, of which 470,000 were from permanent contracts.

While salary is important, it is not the only element that will convince your employees to stay. The employee experience must also be considered. This can be composed of work well-being, flexibility, and a dynamic working environment that meets employees’ expectations.

The centralization of tools and data in a digital workplace thus contributes to an increase in employee satisfaction. They have easier access to information and can work from anywhere.