The advantages of centralizing your tools on your workspace

Today, there are a multitude of tools to promote collaboration and facilitate communication within teams. Project management software, shared agenda, mailbox, email, instant messaging, instant messaging, video conferencing, task manager, office suite, to-do list, etc., the number of software and applications used is such that it can be difficult to find your way around, and to find information or a file.

The solution? Centralize all your tools on a single digital space: your workspace, also called digital workplace.

What is a workspace?

Literally translated, “workspace” means “workspace.” Today, a workspace is a secure digital work environment where all the tools, software, applications and files you need to work, collaborate and exchange on a daily basis are stored. This is true whether you are working at your company premises or remotely.

Nowadays, a workspace is more often known under the name of Digital workplace. All company employees can access this virtual space located on the cloud, at any time, regardless of where they are and from any device connected to the Internet (computer, smartphone and tablet). They find all the information, resources and individual and collective documents essential to be efficient and productive every day. In particular, they can manage and perform their tasks, organize their schedule, follow company news and communicate with members of their team, but also with their customers, partners and suppliers.

The goals of a digital workplace are varied:

• bring together all the tools on a single collaborative platform,
• facilitate collaboration,
• promote exchanges and internal communication,
• increase the efficiency and productivity of teams,
• improve the employee experience and employee satisfaction,

Now that the workspace has no secrets for you, discover the benefits of centralizing all your tools in your digital workplace.

The advantages of centralizing these tools on a workspace

You can't imagine all the advantages you can benefit from centralizing your data and tools in your digital workplace.

Save time

It's obvious that bringing all your tools, software, applications, and files together on a single platform saves you valuable time. First, you no longer have to search for where this or that document is stored. Now you know directly where to find it. In addition, digital workplaces are generally equipped with a search engine to easily and immediately find what you are looking for.

Did you know that you can waste up to 60 minutes a day juggling between your different apps? This is the observation of a Ring Central study conducted in 2018, which also reveals that 68% of employees switched from one app to another up to 10 times per hour! Thus, by grouping your instant messaging, task manager, task manager, email box, shared calendar, video conferencing system, etc., in the same place, you save time when you switch between them.

Improving collaboration

By centralizing all the tools and information on your workspace, you promote collaboration within your organization. Indeed, with hybrid teams, some of whose employees work on company premises, and some of whom work remotely, it can be difficult to collaborate effectively on a project.

The digital workplace provides a common virtual workspace that every employee can connect to, regardless of where they are. Within this digital work environment, they can interact in real time with their colleagues, share documents securely, work simultaneously on a document using a co-editing tool, leave comments, and even integrate their customers and partners. In short, the Digital workplace is now an essential tool to facilitate and improve collaboration internally, but also externally.

Increase productivity

As we have seen, centralizing your data on your workspace is an excellent way to avoid wasting time looking for a document or juggling between different tools. Since it is a system that is easy to learn, intuitive and accessible to all, your employees will have no trouble quickly finding the information or file they need. This allows them to get to work faster and complete tasks on time.

Centralized data also allows employees and managers to easily access all the information they need to make informed decisions. As a result, the decision-making process is faster and more efficient, which also contributes to increasing overall business productivity.

Secure your data

According to Check Point Research (CPR), in 2022, global cyberattacks increased by 38% and by 19% in France, corresponding to an average of 826 weekly attacks.

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 concerning your company, your projects, your projects, your employees, your customers, etc. Centralizing all this data on a single platform minimizes the risks of cyberattack and improves the security of your data.

Indeed, centralizing your data on a single server makes it possible to reduce the number of vulnerable spaces likely to be attacked. It's also easier to monitor potential malicious activity, control access to your data, and set up strict backup and restore procedures.

Improving the employee experience

Today, it is not easy to keep your talents. In France, turnover is quite high. According to Dares, in the first quarter of 2022, the resignation rate was 2.7%, which corresponds to nearly 520,000 resignations per quarter, including 470,000 resignations from CDI.

While the salary is important, it is not the only element that will convince your employees to stay. Employee experience should also be taken into account. Indeed, well-being at work is essential, and providing a flexible, dynamic and innovative work environment that meets the expectations and requirements of employees contributes greatly to this well-being.

The centralization of tools and data on a digital workplace therefore contributes in some way to improving the satisfaction of your employees. Access to information is easy, and they can work from anywhere.