5 features to consider when choosing software for a digital workplace

When it comes to the digital workplace, choosing the right software is key.

Without applications that accommodate your business’s unique processes and needs, digital work can become a source of confusion, frustration, and even an information (data) security risk. Below we’ll go over some recommendations regarding:

• Automation
• Integration
• Analytics
• Communication
• Security

And we’ll walk you through choosing your digital workplace software step by step.

1. Modules for different types of work
   
   More than 66% of workers claim they lose up to an hour a day bouncing back and forth between apps.
   
   Clearly, operations need to be streamlined.
   
   You don’t want to disrupt workflow, make mistakes, or spend time on manual tasks that automation could perform discreetly, accurately, and quickly. Process automation — sometimes known as workflow automation — frees employees to do the sophisticated work that requires human intelligence.
   
   Well-designed and automated workflows guarantee that company information is widely available, secured, editable, and functional — all of which are essential in today’s digital workplace.
   
   Business process automation systems support and enable:
   
   • Automated approval processes
   • Data capture
   • Digital document workflows
   • E-forms
   • Real-time collaboration
   
   Ricoh software can help streamline your document management network even further.
2. Seamless integration
   
   A geographically distributed workforce, working with a variety of software and applications, can face any number of workflow problems.
   
   You’ll need to work on seamless integration in terms of both processes and applications. Smart integration capabilities can get you headed in the right direction.
   
   In terms of the digital workplace, both digital processes and applications are important. Processes should be seamless and that requires communication, or integration, between different applications. And applications must be compatible if you don’t want to disrupt workflow.
3. Reporting analytics
   
   You’ll want to be sure analytics are available and helping your company as much as possible. To meet your objectives, you may want to work with a consultant to identify, aggregate, and model data, then analyze it in order to leverage factually correct, data-enhanced decision-making.
   
   Our consulting services can help. We’ll compare your data against industry trends to make sure you’re as competitive as you can be.
4. Communication solutions
   
   The digital workplace makes internal communication easier than ever — if the proper system is in place.
   
   Employees, both remote and hybrid, rely on a variety of internet-connected devices throughout their workday, including:
   
   • Laptops
   • PCs
   • Smartphones
   • Tablets
   
   Those devices are all compatible with Microsoft’s suite of apps. Companies lean heavily on Microsoft 365®. Microsoft’s multi-function suite is easy to use and has been in common use long enough that many employees are likely already proficient with it.
   
   As Microsoft 365® allows employees to work without disruption, Microsoft Teams™ allows them to stay in touch and collaborate in real-time over chat or video conference. Distance is a mitigable factor with the comprehensive use of the right tools.
5. Make cybersecurity and access a priority
   
   With cyberattacks being at an all-time high, data security software is more important than ever — especially considering that the digital workplace stores so much data on the cloud.
   
   Physical network terminals must be protected, too, including hard drives, printers, and end-point employees who are vulnerable to malware, phishing, viruses, and other cyberattacks.
   
   Happily, there are security and compliance solutions available. You likely have some protections already in place as multi-layered security has become common. Even so, applications like RansomCare continue to transform data and cyber security.
   
   Here are a few more cybersecurity best practices:
   
   • Educate your employees. Make sure staff understand various scams and how to protect themselves from them.
   • Evade phishing and ransomware. Look for nonsensical email addresses in order to prevent phishing and ransomware attacks.
   • Create strong, temporary passwords. Create strong passwords that must be changed every 90 days or so.
   • Forgo personal devices. Discourage the use of personal mobile devices for work-related activities, as company-provided devices are secured and equipped with the technology to make work stuff easier.
   • Initiate a virtual private network (VPN). A VPN provides secure access to your network for employees in the case that you haven’t gone cloud-only.
   • Utilize multi-factor authentication (MFA). MFA requires users verify their credentials in at least two different ways, upping network security by making hacking harder.
   A third-party managed IT consultant can help you inaugurate the right cybersecurity infrastructure for your company, removing the burden from your workers.
   

Digital workplace trends recapped

Amid so many changes, the digital workplace can be challenging. But by getting the right software in order, you and your team can collaborate as easily as ever.

Seamless integration, the use of collaboration tools, network security, and an all-around empathetic approach to change management will get you where you need to go.

Source:  RICOH USA