5 Mistakes Companies Make in the Digital Workplace

Everyone's talking about the transition to a digital workplace. Aligning it with your vision isn't always easy. Discover the common mistakes many companies make. The pandemic is a reality shared by businesses in Quebec and around the world. It has necessitated major changes in their operations. The status quo of having everyone work in the office no longer made sense for anyone. Many organizations had to quickly pivot to remote work.  

At the height of the pandemic, an estimated 70% of full-time workers were working from home. Even now that the pandemic has reached a new phase of decline, remote work is still a reality. Among employees surveyed, 92% expect to continue working from home at least 1 day or more per week.  

This transformation has forced companies to rethink the tools and policies they use. Many have also had to completely rethink how they operate. To create a hybrid team, they have had to transition to a cloud-based digital workspace.  

This transition brought new benefits, such as:  

• Reduced costs for employees and employers
• Better work-life balance for employees
• Better morale
• Equal or greater productivity
• More flexibility to serve customers

On the other hand, the transition to a digital workplace has also brought challenges and risks. Such as:  

• Vulnerable networks and terminals
• Employees feel disconnected
• Communication problems
• Difficulty tracking employee productivity and accountability
• Increased risk of data breach

20% of companies experienced a computer security breach during the pandemic due to a remote employee.

Overcoming challenges and reaping the benefits takes time and effort. It also often requires the help of a qualified IT professional to avoid costly mistakes.

Below are some of the biggest mistakes businesses make when creating a digital workplace. For statistics, we've referenced IGLOO's  State of the Digital Workplace report.  

1. Poor organization of cloud files  

When business workflows go virtual, files are stored in an accessible cloud environment. If these cloud storage environments aren't well organized, it quickly becomes a problem. It can be difficult for employees to find the files they need.  

About 50% of employees avoided sharing a document with colleagues for this reason. They either couldn't find the document or thought it would be too difficult to find. This is the highest percentage recorded for this statistic in the IGLOO report. This means this problem is getting worse.  

Here are some tips to make cloud storage files easier to find:

• Keep the file structure flat (2-3 folders deep)
• Create a consistent hierarchy and naming structure
• Do not create a folder for fewer than 10 documents
• Archive and delete old files monthly to reduce clutter  

2. Leave remote workers out of the conversation

No one likes hearing people start talking about something in a meeting only to realize they weren't informed. They missed an important element of the previous conversation. Many companies have yet to overcome the challenges of in-person versus remote communication.  

In fact, nearly 60% of remote workers report missing out on important information. This is because colleagues first communicated it in person. Efficiency is lost when office workers make decisions without considering their remote colleagues.  

Managers and superiors must lead the way in changing this culture. While old habits take time to change, thinking can evolve to be more inclusive in the hybrid world.  

3. Do not process unauthorized use of the cloud application

Unauthorized use of cloud applications (also known as shadow IT ) was already a problem before the pandemic. This problem worsened as people began working from home, often on their personal devices.  

More than half (57%) of employees use at least one unauthorized application in their workflow. When this happens, organizations can suffer in several ways.  

Some of the risks of Shadow IT include:

• Data leakage from unsecured applications
• Breach of confidentiality of dates
• Redundancies in application usage that increase costs
• Unprotected corporate data due to lack of visibility
• No one can access the data in the unauthorized application if the employee leaves  

4. Not realizing that “remote” doesn’t mean working from home

Remote employees don't always work from home, connected to their own Wi-Fi. They may also work from airports, hotels, a family member's home, or local coffee shops.  

Businesses that fail to properly protect company data used by remote employees may be at risk of a breach. Public networks are known to allow man-in-the-middle attacks. This is where a hacker connects to the same public network. Then, using software, they can access the data transmissions of others on that network.  

It's recommended to use a professional VPN for all remote work situations. VPNs are relatively inexpensive and easy to use. The employee simply activates the app on their device. The app then redirects their data through secure, encrypted servers.  

5. Using communication tools that frustrate everyone  

Are virtual meetings causing problems for your team? Up to 85% of remote employees report having had 1 to 2 meetings interrupted by technology. It's becoming so difficult to hold a virtual meeting without someone experiencing a technical glitch.  

Communication is the foundation of a digital workplace. Effective cloud-based video calls, audio calls, and chats depend on efficient technology. This makes the experience seamless.  

Don't rush into using any communication tool. Take your time and test them. Get help optimizing settings to improve your virtual meetings. Also, make sure your remote team has tools to promote seamless communication. This includes headsets, VoIP desktop sets, webcams, and more.

Improve the productivity of your hybrid office  

Contact us today to schedule a technology consultation. We can help you improve the efficiency and productivity of your digital workplace.  

About Nexxo

Nexxo Computer Solutions is a company that specializes in providing IT and technology services to Quebec businesses. Its mission is to offer Quebec businesses IT services tailored to their needs. Acting as an external IT department, it handles all of a company's IT tasks, allowing it to focus on its business activities. It achieves this by collaborating closely with its clients and putting their interests at the center of its efforts.