A 2024 McKinsey’s article speaks of how work environments are changing,70% of employees work remotely at least once a week, and the dynamics of collaboration are evolving rapidly. The article calls for a perceptive shift from mere policy making to implementing practices at scale.
To further this goal, building conducive practices has to be top of the mind for several digital businesses. Leaders will need to switch up the game to break free from the redundancy of the “meeting room and email” combo. They will need to find a sweet spot if they are looking for strategic leverage. A digital environment or a digital team spaces, purpose-built to drive collaboration, transparency, and results can be a great step in this direction. At its core, it helps streamline how employees connect and communicate with each other.

Why Digital Team Space Matters Now More than ever

McKinsey’s 2023 Distributed Work Productivity Study reveals how organizations lose an average of 5.4 hours per week per employee due to fragmented digital tools and disconnected workflows. Do the math, and that is technically a full workday, causing severe productivity losses. For a 500-person company, that’s 2,700 hours a week lost to inefficiency.

Digital team spaces tackle this head-on to reverse the trend. By bringing together several functions such as communication, project management, and resource sharing into a unified, intuitive hub, they eliminate the friction of tool-switching and information silos. This helps teams to switch between tasks while also ensuring some productivity gains. 

Top Benefits and Features of Effective Digital Team Spaces

A Harvard Business Review study reports that employees who belong and function within well-structured team environments see better productivity and better performance than in traditional office setups. Here are some features and benefits of effective team spaces:

Interactive Feeds: Interactive feeds keep everyone in the loop with updates, announcements, and actionable insights. It prevents employees from digging through endless email threads by providing clear contextual information instantly. Real-time feeds have been shown to improve project tracking accuracy by 42% and cross-team collaboration by 37%.

Intuitive Team Dashboards: Dashboards provide high-level information about existing projects, deadlines, and performance of a team, and provide leaders with actionable information to monitor progress and identify potential future bottlenecks while providing data-driven decisions, while not micromanaging. Reports from teams using dashboards typically point to increased team engagement and speedier decision-making.

Quick Access to Important Links: Centralized resource libraries mean your team spends less time searching and more time executing. Whether it’s onboarding docs, project files, or compliance materials, everything is just a click away.

Integrated Tools: Although not an absolute alternative to facetime or in-person meetings, a suite of integrated tools such as video, chat, and collaborative whiteboards enable teams to ideate and solve problems in real time, regardless of location.

Team Chats: Instant messaging is the very core of real-time collaboration. Team chats drive open communication, minimise email load, and facilitate knowledge sharing. This transparency leads to faster problem-solving and stronger team cohesion.

How InfinCE Enhances Team Collaboration with Team Spaces 

InfinCE is a team hub designed to be both professional and personable. By facilitating communication through integrated tools and customized workspaces, they nurture a sense of community among team members.

InfinCE Team Spaces brings together several functions such as chat, video conferencing, and project management into a single versatile platform. Besides saving time, it also reduces the friction often associated with switching between different tools. InfinCE’s Team Spaces is also useful to enable social interactions through features like team chats and virtual hangouts. This human touch helps build relationships, making collaboration feel less transactional and more like a shared journey. 

Team Spaces also provides a central repository of documents, resources, and FAQ’s. If a new team member joins, you give them access to a knowledge base to get them ramped up quicker, thereby reducing onboarding time and ensuring everyone has access to the same information.

Going beyond the scope of just task-based work-related functions, InfinCE’s Team Spaces passively enables team bonding by being a collaborative hub of idea exchanges and decision making through active community building.

Test drive InfinCE today. Start your free trial now!

Communication is intricate for business success. Your client relations, employee efficiency, and customer satisfaction all rely on simple communication. Ensuring effective, prompt, and clear communication is essential to any company. Can business communication software ensure streamlined communications?

Grammarly’s 2024 State of Business Communication report cites an interesting finding –  Miscommunication in the workplace costs US businesses an estimated $1.2 trillion every year. Let’s extrapolate from this statistic to imagine that an organization y loses $15,000 per employee annually due to poor communication. Multiply that across an organization, and the cost balloons to trillions. Now, let’s step back to think of an alternate scenario where the business masters the art of effective communication—there’s a strong likelihood of a productivity increase by 25%, potentially impacting employee satisfaction positively. 

In this blog, we drill down on what goes into effective business communication and how business communication software can positively impact your business’ bottomline. 

What is Business Communication?

57% of an employee’s workweek is spent communicating via meetings, emails, and chats, the stakes for effective business communication have never been higher. Email and face-to-face meetings make up a significant portion of the communication in today’s workplace. But we must remember there is more to business communication. We need to expand our knowledge of how we can use multiple communication tools to fit the needs of your business. Business communication is a significant part of driving profitability and efficacy in your operations. Implementing an ideal business communication software is essential for organizations to change their performance for the better.

The Positive RoI of Business Communication

For every dollar spent on improving internal communications, companies see an average return of $6.50. Let’s explore how:

• Video conferencing tools eliminate travel costs while improving meeting engagement by up to 65% when paired with visual aids.
• Project Management tools can drive enhanced clarity, reducing missed deadlines caused by poor communication—a problem cited by over 42% of leaders.

How Does Business Communication Differ from Business Communication Services?

Business communication means the process of exchanging information within a workplace setting. This can be in the form of emails, instant messages, business meetings, and so on. Business communication services are the tools that businesses typically leverage to make business communication simple and streamlined. Aspects related to strategy meetings, client presentations, or internal memos are all that come in the ambit of business communication. 

On the other hand, business communication services are the technological infrastructure that supports these exchanges—tools like VoIP systems and project management tools that streamline collaboration and messaging.

What Are the Steps to Set Up Your Business Communication Process?

Although there is no cookie-cutter approach to nailing the right set of steps, it is always a good idea to keep the foundation right. Here are some foundational aspects to consider: 

Audit your communication processes: Identify inefficiencies in how information flows internally and externally before investing in tools.

Invest in integrated platforms: Robust business communication software like InfinCE can reduce tool-switching and streamline communications and workflows.

Measure impact: Use KPIs such as time-to-decision metrics or customer satisfaction scores to evaluate the ROI of your communication strategies.

Foster a culture of transparency: Encourage open dialogue through town halls or anonymous feedback channels—companies with transparent cultures report employee engagement levels that are 2x higher than their peers (HBR).

What Are the Different Business Communication Channels?

Instant messaging: You ask any remote worker what eases their work lives today? Boom comes the answer; instant messaging tools or chat services as they enhance collaboration and drive real-time communication. They are crucial for immediate responses and informal discussions, helping to streamline workflows and enhance productivity. A robust business communication software facilitates instant chats.

Video conferencing: As remote and hybrid workplaces become commonplace, and we become increasingly geographically dispersed, video conferencing tools are essential. They allow teams to collaborate in real time and enable alignment among teams.

Email: Even as other ancillary tools emerge, email continues to remain as a primary mode of communication within organisations today. It offers a formal channel of communication, providing a documented record of interactions. It is well-suited for detailed reports, client communications, and asynchronous exchanges.

Collaboration tools: Collaboration or business communication system offers a consolidated suite of tools that package several important communication features into a single comprehensive system. Be it task optimisation, resource allocation, real-time collaboration, or project delivery – all rolled into one.

Conclusion

While optimizing workflows and streamlining processes is just the tip of the iceberg, business communication sets your business up for success through  improved employee engagement and enhanced workplace productivity. 
Businesses that prioritize communication through business communication software will not only save costs but also unlock unprecedented levels of productivity and innovation. As Watson Wyatt’s research shows, companies with effective communication achieve a 47% higher return to shareholders over five years—a compelling case for immediate action. The question isn’t whether you should invest in business communication, it’s whether you can afford not to!

Test drive InfinCE today. Start your free trial now!

In today’s world, organizations need tools that ensure streamlined workflow to function effectively and remain productive, successful, and ahead of the game. But what are these sets of tools or, in other words, the tech stack that every organization needs? The role of digital workplace technologies has been getting a lot of buzz ever since the world moved to a hybrid and remote working model. Digital workplace technologies comprise a set of robust tools and technologies designed exclusively to drive employee productivity and enhance organizational efficiency.

A July 2024 study by Deloitte analyzing the need for digital change capabilities revealed that 90% of organizations prioritize digital transformation to enhance employee experience and operational efficiency. Digital workplace technologies have been very impactful in driving change in the post-pandemic world. 

A McKinsey report further solidifies this by reporting that organizations that embraced digital technologies have seen a 20-25% increase in productivity. As critical technologies, digital workplace tools have become an intrinsic part of today’s digital workplace ecosystem because they augment several needs related to communication and cross-functional collaboration. Not just that, as an extension to driving collaboration, they are also well-equipped to deal with important aspects such as project management, cybersecurity and safety, and robust document management. 

Typically, digital workplace technologies aim to streamline workflows, improve and address challenges related to efficient team collaboration, and enhance information accessibility. Organizations can make the most of digital workplace technologies to break down silos that often hinder productivity and foster a more connected workforce.

In this blog, we will explore five critical technologies at the forefront of this transformation, focusing on document storage and sharing, communication, data privacy, and user management. 

1. Document Storage and Sharing 

As much as data is considered a gold mine in today’s workplace ecosystem, not knowing how to access data or not knowing what to do with it can be a wasted effort. As organizations generate an overwhelming amount of data(from employee records to customer information and marketing materials), there’s a growing need to keep everything organized, especially as the organization scales. A cloud-based document management system is almost a no-brainer that addresses this issue front and center. The system helps find information in a logical order that makes grasping insights easier and helps make intelligent decisions faster.

With powerful search features, these systems allow employees to quickly locate any file across the organization, making collaboration hassle-free. 

It’s also noteworthy how far today’s document management systems have come. Beyond storage, they serve extended functions such as analytics and reporting to help you gain insights from your structured data. In a nutshell, document storage tools are designed to meet your needs, whether you’re looking to streamline your operations or enhance teamwork.

2. Work Management

It’s no longer enough to provide employees with basic tools like email and spreadsheets. They need the ability to plan, coordinate, manage, and execute their work effectively, and work management tools play a crucial role in making this happen.

Automation has become the holy grail for digital transformation success in organizations today. Considering every business function has a unique set of workflows, it’s important to automate standard processes in each department to save valuable time and resources. The right automation tools should allow you to design workflows while managing visibility permissions effectively. It’s here that a good workflow tool allows you to create user-driven processes for these ad hoc requests, which often require human intervention at various stages. Customizable project management tools or digital technologies in the workplace can help manage these requests smoothly. Features like chat, email, voice and video calls, and file sharing should all be integrated. This way, employees can manage tasks and projects without jumping between different platforms.

3. Collaboration and Communication

Within small-sized businesses and large-scale enterprises, social networking has become an intrinsic part of innovation for organizations. It’s not as uni-dimensional as only sharing company updates anymore; in fact, it is more of an open platform to drive engagement and foster a positive digital culture. Well-designed workplace social networks can help minimize distractions by showing relevant posts without overwhelming notifications, allowing employees to respect digital boundaries.

In this context, chatbots are becoming increasingly integral in handling internal and customer-facing functions. They can range from simple automated responses to advanced AI that understands language and context. When used internally, chatbots enhance the employee experience by providing self-service options for HR and IT support. This reduces the burden on IT teams and makes resources more accessible.

In customer support, chatbots can significantly cut service costs while improving customer satisfaction. They speed up response times and allow support staff to focus on more complex issues by handling routine inquiries.

4. Cybersecurity

It’s a no-brainer that cybersecurity has to be at the top of organizations’ minds if they want to innovate or stay sustainably successful. That’s exactly why IT leaders are implementing measures that enhance security while still allowing employees some flexibility. Particularly with cloud-based applications, cybersecurity is a critical component, even if cloud storage is considered more secure than traditional on-premise solutions. Breaches can occur from both inside and outside the organization. Establishing data policies and monitoring systems is essential to mitigate internal risks.

Email phishing is a common method for external attacks. Educating employees about best practices and encouraging them to take cybersecurity courses can significantly reduce risks. Deploying private cloud servers can also ensure more safety and reduce the risks of public cloud outages. 

Read more: The Definitive Guide to Perfect Digital Workplace Solution

Emerging Technologies to Look Out For

Here are some technologies slated to make the digital workplace an efficient and effective ecosystem. Although there are no immediate use cases, they’re worth monitoring as your organization scales.

Next-Level AI: Sentiment analysis has become an interesting trend that marketing teams across organizations are relying on to understand customer behavior. Other areas in which sentiment analysis can be useful are customer support and internal communications. AI tools built for sentiment analysis typically analyze text scores to provide deep insights into customer feelings and help prioritize support tickets based on urgency. 

Companies using sentiment analysis have seen a 25% uptick in customer satisfaction rates. 

Virtual Assistants: Chatbots, or what is now called digital assistants, can iron out issues that come in the way of everyday tasks, doubling up as personal assistants. They can automate processes, fetch information, and even visualize data, making life easier for both employees and customers. 

Internet of Things (IoT): IoT focuses on connecting devices and networks in the workplace to automate routine functions. This ensures operations run smoothly, allowing employees to manage everything from meetings to supplies with ease. By 2025, it’s estimated that there will be 75 billion connected IoT devices, revolutionizing how we manage our work environments. Organizations implementing IoT solutions can achieve a 20% increase in operational efficiency.

Why is InfinCE your Choice of Digital Workplace Platform? 

InfinCE is primarily preferred for its flexibility and customizability, all at a cost-effective price. Starting at just $5 per user per month, it operates on a pay-as-you-use model, allowing small to medium-sized businesses to maximize their IT budget without sacrificing functionality. From customizable dashboards that give you a comprehensive view of your organization’s operations to dedicated virtual servers and robust security measures, you can trust that your data is protected while remaining easily accessible to your team.

With InfinCE, you get powerful tools that drive efficiency and a cost-effective solution that supports your growth.

In summary, if you’re looking for an affordable digital workplace solution that delivers modern tools and security, InfinCE is definitely worth considering. As a comprehensive part of your digital transformation journey, InfinCE is your best bet for creating a connected and efficient workforce ready to tackle the challenges of tomorrow. Why not explore what InfinCE can do for your organization?

Start your free trial today!

If you are considering an employee intranet platform or a team intranet portal, the first thing you need to think about is how workplace communication has evolved over time. Gone are the days when fax machines where whirring or typewriters were used in abundance. Employees today do not essentially follow a linear path to communication. They prefer using a suite of tools and have preferences for each of their communication and collaboration needs.

Employee experience has become as important as customer experience, given how it drives overarching business success. The formula is simple – You keep your employees happy and content, your customers are also going to feel satisfied, and there is going to be less churn.

In this article, we cover all bases – we help you understand the critical role modern intranets play in enhancing productivity, fostering collaboration, and streamlining communication.

Intranets: Then and Now

From Static Repositories to Dynamic Hubs

Intranets have come a long way since their inception in the 1990s. Initially, they were simple web-based platforms designed to facilitate internal communication and document sharing within organizations. Over time, they evolved into more sophisticated systems, but the true transformation came with the advent of contemporary intranets.

Traditional Intranets: In the early days, intranets served as static repositories of information. They were one-way communication tools where organizations could post announcements and share documents. These intranets lacked interactivity and failed to meet the evolving needs of modern workplaces.

Modern intranets, on the other hand, are dynamic, interactive, and tailored to meet the unique needs of today’s businesses. They serve as collaboration hubs, fostering real-time communication, knowledge sharing, and streamlined workflows. Unlike their predecessors, modern intranets are versatile, accommodating remote work and providing a consistent user experience across devices.

How Your Frontline Workers Can Benefit from a Modern Intranet

Frontline workers are the backbone of many industries, from retail and healthcare to manufacturing and logistics. Traditionally, they have been underserved when it comes to communication and access to information. However, the demands on frontline workers have evolved, and so too should the tools that support them.

Frontline workers often face challenges such as limited access to company resources, communication silos, and difficulties in staying updated with company policies and procedures. Inefficient communication and a lack of access to critical information can lead to decreased productivity and reduced job satisfaction.

Empowering Frontline Workers

A modern intranet can bridge these gaps and empower frontline workers. It provides a platform for real-time communication, and access to important documents and training materials. It ensures that everyone in the organization, regardless of their role, has the tools they need to excel.

Features of a Modern Intranet

Modern intranets come equipped with a range of features designed to enhance communication, collaboration, and knowledge management:

1. User-Friendly Interface: Modern intranets prioritize ease of use, offering intuitive interfaces that resemble popular social media platforms. This familiarity encourages user adoption and reduces the learning curve.

2. Integrated Communication Tools: They provide integrated communication tools, including instant messaging, video conferencing, and discussion forums, enabling real-time interaction and fostering a sense of community among employees.

3. Mobile Responsiveness: In today’s mobile-centric world, modern intranets are designed to be mobile-responsive, allowing frontline workers to access information and collaborate from anywhere using their smartphones or tablets.

4. Integration Capabilities: They seamlessly integrate with other software and applications commonly used in the workplace, such as customer relationship management (CRM) systems, inventory management tools, and more. This integration streamlines workflows and increases productivity.

5. Content Management: Modern intranets offer robust content management features, making it easy to organize, share, and update documents and resources. This ensures that frontline workers always have access to the latest information.

How Modern Intranets Impact the Digital Employee Experience

The digital employee experience is a critical factor in employee satisfaction and productivity. Modern intranets play a pivotal role in shaping this experience by:

1. Increasing Engagement: By providing an interactive and engaging platform, modern intranets keep employees connected and motivated. Frontline workers can participate in discussions, share feedback, and contribute to company culture.

2. Streamlining Onboarding: Modern intranets accelerate the onboarding process for new frontline employees. They can access training materials, company policies, and connect with colleagues from day one.

3. Facilitating Knowledge Sharing: Frontline workers often possess valuable insights gained from their hands-on experience. Modern intranets empower them to share this knowledge across the organization, fostering a culture of continuous learning.

4. Improving Accessibility: Accessibility is crucial, especially for frontline workers who may not have access to desktop computers. Modern intranets ensure that vital information is accessible from any device, whether it’s a computer at a desk or a mobile device on the shop floor.

Factors To Help Choose the Right Modern Intranet

Selecting the right modern intranet for your frontline organization requires careful consideration. Here are key factors to guide your decision:

1. Scalability: Ensure that the chosen intranet solution can scale with your organization’s growth. It should accommodate an expanding workforce and evolving needs.

2. Customization: Look for an intranet that allows for customization to meet the specific requirements of your frontline workers. It should adapt to your organization’s unique processes and workflows.

3. Integration: Assess the intranet’s integration capabilities. It should seamlessly integrate with the existing software and systems you rely on to avoid disruptions in your operations.

4. Security: Security is paramount, especially when dealing with sensitive information. Choose an intranet that prioritizes data security, user access controls, and compliance with industry standards.

5. User Training and Support: Consider the availability of training resources and support from the intranet provider. Adequate training ensures that your frontline workers can effectively use the platform.

6. Cost-Efficiency: Evaluate the total cost of ownership, including initial setup costs, ongoing maintenance, and licensing fees. Ensure that the chosen intranet aligns with your budgetary constraints.

InfinCE – A Contemporary Intranet Built with The Modern Employee’s Needs at The Center

In a world where the workplace is evolving at an unprecedented pace, the need for modern intranets has never been more evident. These dynamic platforms serve as the connective tissue that unites organizations, fosters collaboration, and empowers frontline workers.

Whether you’re in need of an employee intranet platform or a team intranet portal, embracing the power of a modern intranet is an essential upgrade for your organization. It’s a transformation that not only enhances communication and collaboration but also elevates the digital employee experience, ensuring that your frontline workers have the tools they need to thrive in the digital age.

InfinCE, as a modern intranet platform, is strategically positioned to address contemporary workplace collaboration challenges through several key features and benefits. Here’s a detailed analysis:

• Centralized Dashboard: InfinCE offers a unified dashboard that integrates various business applications, making it easier for employees to access tools and information from a single point. This centralization enhances productivity by reducing the time spent switching between different apps.
• Customization and Scalability: With InfinCE, businesses can customize their intranet to fit their unique needs. This flexibility allows for the addition of features and integrations as the company grows, ensuring that the platform remains relevant and effective over time.
• Enhanced Collaboration Tools: The platform includes robust tools for communication and collaboration, such as chat, video conferencing, and file sharing. These tools facilitate seamless teamwork, regardless of the physical location of employees, which is crucial in today’s increasingly remote and global work environments.
• Data Security and Compliance: InfinCE prioritizes data security, offering robust encryption and compliance with various data protection regulations. This feature is particularly important for businesses handling sensitive information and needing to comply with legal standards.
• Mobile Accessibility: Recognizing the growing reliance on mobile devices in the workplace, InfinCE ensures that its platform is accessible on smartphones and tablets. This mobile compatibility allows employees to stay connected and productive even when they are away from their desks.
• Analytics and Reporting: The platform provides analytics and reporting tools, enabling businesses to track usage, performance, and engagement. This data is valuable for making informed decisions about workplace strategies and identifying areas for improvement.
• Integration with Existing Systems: InfinCE can be integrated with existing enterprise systems and third-party applications, ensuring a smooth transition and continuity of business processes.

By offering these features, InfinCE addresses key workplace collaboration challenges such as communication barriers, data management, and system integration, making it a strong contender in the contemporary intranet platform market.

Explore InfinCE now and unlock new potentials for your modern workplace. Request for a Free Demo now!

While 2023 unfolded as a significant year for several global businesses, with them coming to terms with the adoption of hybrid workplace models, back-to-work scenarios, and completely remote modes of work, it is clear that the intranet landscape has evolved extensively, too.  Keeping pace with the changes and its dynamic trends is vital for businesses of all sizes to optimize their intranet strategies. 

As the nerve center of internal communication and collaboration within an organization, intranets double up as centralized hubs, enabling information sharing, project management, and team collaboration. Equipped to offer an array of features such as document management, discussion boards, calendars, and more, they enhance productivity, efficiency, and, ultimately, the company’s bottom line. Themes such as personalization, gamification, and robust technology adoption have been doing the rounds even as we see both small and large organizations rushing to stay atop these intranet trends in order to stay relevant and future-proof their operating models. 

Let’s delve into the upcoming trends that will shape intranet strategies in the year 2024.

1. Personalization and Employee Experience

Personalization is the key to future intranets. Tailoring the intranet experience to individual employee preferences and roles ensures a more engaging and productive work environment. Social feeds and user-centric designs play pivotal roles in enhancing this personalized experience, making the intranet a go-to platform for employees. A Gartner study points to how personalized intranet experiences have the potential to increase employee engagement by up to 34%. A McKinsey & Company report from 2022 highlights that engaged employees are 20-25% more productive than their disengaged counterparts. 

These statistics underscore the critical role of personalization in enhancing employee engagement, collaboration, and overall intranet effectiveness. In 2024, integrating personalization into intranet systems is not just a trend; it’s a strategic imperative for a thriving, motivated workforce.

2. Integration with Collaboration Tools

According to a study by International Data Corporation (IDC), businesses leveraging integrated collaboration tools and intranets witness a 30% reduction in project time. In 2024, this trend not only optimizes work processes but also fosters a cohesive and collaborative work culture. Embracing this integration is pivotal for organizations seeking to harness the power of collaboration tools within their intranet ecosystems, ultimately driving organizational success. Seamless integration of intranets with popular collaboration tools allows employees to access collaboration tools within the intranet environment, simplifying workflows and boosting efficiency. It’s a step towards a unified digital workplace.

3. Mobile-Friendly Intranets

Gartner forecasts that by 2025, nearly 80% of work will be done on a mobile device. Ensuring mobile accessibility for intranet systems is no longer an option but a strategic necessity. Research by Nielsen Norman Group indicates that mobile users engage with content for an average of 1.25 minutes, emphasizing the need for concise and easily digestible information on mobile intranets. With the rise of remote work, mobile accessibility is no longer an option but a necessity. In 2024, intranets need to be mobile-friendly, providing responsive designs, dedicated mobile apps, and mobile-specific features to ensure employees can stay connected and productive on the move.

4. Cloud-based Platforms

A study by McKinsey & Company reveals that 92% of organizations have reported increased business agility and speed of innovation after moving their operations to the cloud. Moreover, the cloud facilitates personalized experiences on intranets by allowing tailored content delivery based on user preferences. Cloud-based intranets are gaining momentum due to their scalability, accessibility, and cost-efficiency. Moving to the cloud ensures data security, enhances collaboration, and facilitates real-time updates, making it a trend to watch out for in 2024.

5. Inclusive Knowledge Sharing

Intranets play a critical role in democratizing knowledge, making it easily accessible and shareable across the organization. Encouraging knowledge sharing among employees is crucial for innovation and growth. Intranets are evolving to promote inclusivity in knowledge sharing, ensuring that insights and expertise are accessible across the organization, irrespective of hierarchy.

6. Team-based Segmentation

Intranets with features tailored to specific teams streamline communication, document sharing, and project management, amplifying efficiency. Intranets that enable segmentation based on teams stand a greater chance of fostering focused collaboration within specific groups, enhancing efficiency, and promoting a sense of belonging and community. Personalization within these segmented intranets ensures that teams receive information and updates relevant to their projects and objectives, facilitating informed decision-making and a cohesive team dynamic. 

7. Employee Well-being and Engagement

Intranets are now placing a strong emphasis on employee well-being and engagement. Features such as wellness resources, feedback mechanisms, and recognition programs are being integrated to create a positive work environment. Advancing workforce well-being, a report by Deloitte, has useful pointers advising what leaders should do to help move the needle on workforce well-being. It formulates the kind of roles managers and executives should play and discusses why human sustainability should be part of the long-term solution.

8. A Focus on Search Functionality

A study by Forrester Consulting revealed that 94% of employees believe the search function is crucial for their productivity, emphasizing its importance. Intranets often house extensive amounts of data and documents, making a robust search capability essential. According to a study by the IDC, employees spend about 9.3 hours per week searching for information, highlighting the productivity drain without an efficient search function. 

Personalization further amplifies this functionality by tailoring search results based on an individual’s role, preferences, and search history, significantly enhancing the accuracy and relevance of the results. An enhanced search functionality is crucial for quick and efficient access to information within the intranet. A robust search mechanism is vital to support employees in finding the right information at the right time.

9. Data Visualization

Data visualization is a vital component of intranet systems, transforming complex data into easily understandable visuals for informed decision-making. Visual representations simplify data interpretation and aid in better decision-making. According to a study by the Content Marketing Institute, 73% of organizations prioritize creating more visual content due to its effectiveness in conveying information. Intranets often accumulate vast amounts of data, and visual representation through charts, graphs, and infographics simplifies interpretation. The Nielsen Norman Group suggests that visual aids enhance information retention by up to 32%. In 2024, integrating personalized data visualization into intranets will not only streamline data interpretation but also improve employee engagement and understanding, ultimately leading to more informed decisions and enhanced productivity within the organization.

10. Gamification (Employee Recognition, Leaderboards)

Research by TalentLMS found that 87% of employees found gamified training more effective, showcasing its potential in intranet platforms. Incorporating gamified elements, such as leaderboards, challenges, and badges, incentivizes participation and motivates employees to achieve goals. According to a study by Deloitte University Press, gamified platforms can lead to a 50% increase in employee engagement. Gamification is being employed to drive employee engagement and recognition. Leaderboards, badges, and other gamified elements motivate employees, boosting their productivity and participation.

Next Steps

Where are you on your intranet-building journey?

Assess your current intranet strategy and consider how these trends can be seamlessly incorporated. Stay ahead of the curve by embracing these trends to ensure your intranet remains a cutting-edge tool for enhancing internal communication and collaboration.

For more personalized guidance on implementing these trends into your intranet system, reach out to us for a consultation. 

Ever since the pandemic brought in the dynamics of remote work and hybrid models, Microsoft Teams has become a household name in the world of remote work. A 2022 press release indicates Microsoft’s revenue of $51.7 billion in the December quarter, a rise of 20% from the same quarter last year, and profits of $18.8 billion, a steady increase of 21%, with earnings per share of $2.48, up 22%. In terms of quick numbers, the number of daily active users doubled in the wake of the pandemic – from 75 million in April 2020 to 145 million in April 2021.

Despite its immense popularity, it’s not without its shortcomings. Microsoft Teams is feature rich yet falls short of some basic essentials that drive effective communication and collaboration. It’s also probably why several businesses are on the lookout for Microsoft Teams alternatives. 

• For one, it is limited in its use for large scale enterprises that have several cross-functional teams. It offers only about 30 private channels that can be a bottleneck for several communication workflows across large companies.
• Secondly, nuanced access control is not a well-thought out feature with Microsoft Teams. Rankling several industry leaders who have considered switching to Microsoft Teams, the absence of an evolved access and permission control has made it a rather unpopular option.

In this blog, we take a quick tour of 10 Microsoft Teams alternatives that offer an array of features beyond messaging and video conferencing.

1. Zoom

Primarily seen as a video conferencing tool with an instant messaging service, Zoom is equipped with a native cloud phone solution. 

• Integration with other tools and platforms: Available on iOS and Android, Zoom can host a large audience and has powerful integration capabilities. Zoom offers integration with other tools and platforms such as Slack, Dropbox, Google Drive, and Microsoft Teams.
• User experience and ease of use: With a simple and intuitive interface, Zoom enables easy scheduling and joining of meetings from desktop and mobile devices.
• Security: Zoom provides several security and privacy features, such as end-to-end encryption for video meetings, password protection, and waiting rooms for meeting attendees.
• Customer support: Customers can access Zoom’s customer support through email, chat, or phone besides offering a comprehensive resource section that serves as a knowledge base. 
• Pricing: It offers a limited free plan with paid plans starting at $149.90/year (or $12.50 / month).
• The flipside: One thing that deters ease of use is that it is loaded with too many add-ons that may not particularly make financial sense for a small business. Also, one of the major cons of Zoom is the mandate to download the app, thus lacking browser only functionality. 

Read More: Why Is InfinCE A Better Choice For Safe Video Calling Than Zoom

2. Google Meet 

Google Meet is a video conferencing tool that allows users to have video meetings directly from their Google Calendar event, email invite, or Gmail.  

• Integration with other tools and platforms: Google Meet can be integrated with other Google tools such as Google Calendar and Google Drive and other third-party tools such as Zoom, Microsoft Teams, and Slack.
• User experience and ease of use: It has a simple and user-friendly interface that makes it easy to use for both hosts and participants. The platform offers features such as screen sharing, real-time captions, and recording abilities, which enhance the user experience.
• Security and privacy features: Google Meet features end-to-end encryption for video meetings, two-factor authentication, and enterprise-grade security.
• Customer support and resources available: Google provides extensive support and resources to its users through the Google Meet Help Center.
• Pricing: Offers a free plan for starters with paid plans priced from $8/ user per month.
• The flipside: Browser support is limited, which means some users may need to rely on apps for a smoother experience. The platform does not provide advanced webinar features, such as Q&A sessions or polling, which could be a drawback for larger meetings.

Read More: 5 Workplace Innovations You Can Welcome with Video Conferencing

3.  InfinCE

Here’s how InfinCE Scores over other remote platforms. 

• Tailored for remote work: Infince is designed to cater to the needs of remote teams by centralizing communication, collaboration, and data management in a single platform. The platform is optimized for remote access, usage, and management, providing businesses with flexibility and control over their operations.
• Enhanced security: Infince uses the latest security protocols and encryption methods to ensure data privacy and protection from cyber threats. The platform is hosted on a private cloud infrastructure, which provides additional security layers compared to public cloud hosting used by Microsoft 365 or Google Meets.
• Cost-effective pricing: Infince offers scalable pricing plans suitable for businesses of all sizes and budgets. The pricing is transparent with no hidden costs, making it easy for businesses to budget and predict their expenses.
• High degree of customizability: Infince features highly customizable templates that businesses can tailor to match their brand identity. This allows businesses to create a professional look and feel for their platform without the need for expensive customization.
• Dedicated support: Infince provides users with dedicated 24/7 support via phone, email, or chat. This ensures that businesses always have access to help when they need it, improving the efficiency and productivity of remote teams. It is in fact a perfect alternative during Microsoft Cloud or Google Cloud outages.

4. Cisco Webex

• Integration: Integrates with multiple tools, including Microsoft Teams, Salesforce, and Google Calendar.
• User Experience: Offers an easy-to-use interface, with features like screen sharing and virtual backgrounds.
• Security and Privacy: Provides industry-leading security measures and end-to-end encryption.
• Customer Support: Offers technical support through multiple channels, including phone and chat. 
• Pricing: Offers a free plan with paid plans ranging from $14.95/host per month.
• The flipside: Limited customization options and slightly higher pricing compared to other video conferencing platforms.

Read More: 6 Ways to Build a Secure File Sharing Practice Within Your Organization

5. ClickUp

• Integration: Integrates with popular tools such as Slack, Trello, and Google Calendar.
• User Experience: Offers a customizable interface, with various views and templates.
• Security and Privacy: Provides options like two-factor authentication and GDPR compliance.
• Customer Support: Offers 24/7 customer support through email and live chat.
• Pricing: Comes with a free plan for unlimited users and paid versions starting at $5 per user/month. 
• The flipside: Steep learning curve and requires a longer setup time compared to other project management tools.

6. Chanty

• Integration: Integrates with G Suite and third-party apps like Zapier and Trello.
• User Experience: Offers a simple, clutter-free interface with features like threaded conversations and file sharing.
• Security and Privacy: Provides end-to-end encryption and compliance with GDPR.
• Customer Support: Offers support via email, chat, and phone, with a detailed knowledge base. 
• Pricing: Provides a free plan for up to 10 members and a paid plan with $3/user/month.
• The flipside: Lacks advanced features like screen sharing and video calling, and limited integrations compared to other team chat platforms.

7. Pumble

• Integration: Integrates with Google Drive, GitHub, Bitbucket, and Zapier.
• User Experience: Offers a simple, user-friendly interface with features like public and private channels and voice messaging.
• Security and Privacy: Provides end-to-end encryption and complies with GDPR.
• Customer Support: Offers 24/7 support through a dedicated team and a comprehensive knowledge base. 
• Pricing: Offers a free forever plan that works for the needs of small and medium-sized businesses. Paid plans start at $1.99 per user per month with access to most Pumble features. 
• The flipside: Limited integrations and lacks video conferencing capabilities compared to other team chat platforms.

Read More: 5 Tips To Effectively Manage Remote Teams During Challenging Times

8. Brosix

• Integration: Integrates with other tools via Zapier and offers API for custom integration.
• User Experience: Offers a user-friendly interface with features like group and screen sharing and a customizable chat environment.
• Security and Privacy: Provides end-to-end encryption and complies with EU data privacy laws.
• Customer Support: Offers 24/7 customer support through phone, email, and live chat.
• Pricing:A forever free plan that works for small teams that are just getting started. Paid plans begin at $4 user per month.
• The flipside: Limited integrations compared to other team chat platforms and higher pricing compared to some competitors.7. Pumble:

• Integration: Integrates with Google Drive, GitHub, Bitbucket, and Zapier.
• User Experience: Offers a simple, user-friendly interface with features like public and private channels and voice messaging.
• Security and Privacy: Provides end-to-end encryption and complies with GDPR.
• Customer Support: Offers 24/7 support through a dedicated team and a comprehensive knowledge base. 
• Pricing: Offers a free forever plan that works for the needs of small and medium-sized businesses. Paid plans start at $1.99 per user per month with access to most Pumble features. 
• The flipside: Limited integrations and lacks video conferencing capabilities compared to other team chat platforms.

9. Zoho

• Integration: Offers integration with many popular tools, including G Suite, Salesforce, and Slack.
• User Experience: Offers a user-friendly interface with features like task management and a customizable dashboard.
• Security and Privacy: Provides industry-standard security measures and promotes data privacy.
• Customer Support: Offers support through phone, email, and chat, with a comprehensive knowledge base and user forum. 
• The flipside: Advanced features require higher-tier subscriptions, and some users may find the interface and navigation slightly overwhelming.

10. Slack

• Integration: Offers integration with various tools, including Google Drive, Zoom, and Trello.
• User Experience: Offers a user-friendly interface with features like channels and direct messaging, file sharing, and app management.
• Security and privacy: Provides various data security and privacy measures, including enterprise-level encryption and two-factor authentication.
• Customer Support: Offers 24/7 customer support through phone, email, and chat, with a detailed knowledge base and user forum. 
• The flipside: Lack of threaded chats, and some users may find it challenging to locate specific conversations or messages

To Summarize

Remote work is gaining popularity with the various shifts in work culture. How companies strategize, evaluate and implement the right tools would define the path to their success. Where, some businesses might focus on improving work efficiency, others might depend on advanced tools and technologies to enhance work collaboration. However, a platform like InfinCE is built to help embrace the ever changing digital work environment and thrive with the rising technology advancements. 

Connect with us today to learn more about InfinCE!

Despite the soaring popularity of virtual meetings since the onset of the COVID-19 pandemic, researchers point toward the concern that virtual meetings aren’t as effective as the traditional, in-person meetings. 

“Part of the problem might be that we’re worse at taking turns in virtual conversations than in physical ones.” (Stanford University, 2022)

“The number of meetings grew by 7.4% between June 2020 and December 2021, but the meetings were typically of low quality.” (University of Cambridge Judge Business School, 2022)

Many employees are annoyed with the amount of time lost due to technical issues, delayed meetings, irrelevant agenda, off-topic discussions, unpreparedness, and loud background noises. These challenges, however, cannot deny the fact that virtual meetings are here to stay. Gartner data shows that by 2025, 50% of all enterprise virtual events will be held on the video meeting platforms commonly used by organizations today, proving that video meetings are not likely to disappear from our workplace anytime soon.  

What does it take to run an effective virtual meeting that facilitates collaboration, engagement, and communication between in-office and remote teams? 

Common Challenges in Hosting Virtual Meetings

The use of virtual meetings in workplace can raise several concerns, some of the most commonly cited issues are discussed below:

• It can be difficult to pick up on non-verbal cues such as body language and gestures in virtual meetings. For instance, the meeting host or speaker may not be able to gauge whether other members of the meeting are puzzled, distracted or have lost interest.
• Video meetings can lead to Zoom fatigue, a unique kind of exhaustion that occurs when people participate in video meetings for an extended time period. The constant need to focus on screens, lack of breaks, and the difficulty in understanding non-verbal or social cues lead to fatigue and reduced productivity.
• Technical glitches that you have no control over, such as server or internet connection outages, microphone failure, audio problems, crashing of shared applications, or the trouble of logging into a virtual meeting. 
• Many people prefer face-to-face, in-person interaction instead of virtual team meetings. Remote team members may not get enough time to bond with each other and build formal relationships. The result can be a lack of mutual trust which, in turn, can impact your team’s productivity.
• Scheduling virtual meetings could be a challenge when you want remote teams working from multiple locations and different time zones to join the meeting at a reasonable hour.

Best Practices & Tips to Make Your Video Meetings More Effective

1. Turn your camera on during virtual calls

In a prolonged remote work environment, your employees get only little in-person face time with their colleagues, supervisors, or managers. Keeping the camera on during virtual meetings will make your video conferences more accessible, exciting, and intuitive for participants. 

By observing the facial expressions and body language of the participants during a video call, you can pick up contextual cues that are often lost over audio calls or text-based modes of communication such as chat or email. Encouraging your team members to turn on their cameras during video meetings can make them feel more connected, engaged, and productive.   

2. Use interactive tools to increase engagement

Utilizing interactive tools like polls, surveys, quizzes, and breakout rooms during virtual meetings will allow participants to get involved as if they are all in the same space.

Breakout rooms are one of the most popular features in InfinCE video meeting platform that helps create a dynamic virtual meeting experience. Meeting organizers or hosts can use the breakout rooms to divide participants into smaller groups for focused discussions and effective collaboration. 

InfinCE video meeting software allows you to create and launch polls/ quizzes during a virtual meeting and gather the responses from your participants. You can frame customized questions for your polls and see the results in real-time to make informed decisions or next steps. 

Using the Raise a Hand feature in the InfinCE video meeting platform, a participant can notify the meeting host that they want to discuss a point without disrupting the flow of the meeting. All these tools promote better participation and collaboration and provide valuable feedback to the meeting organizers.

3. Allow short breaks between each meeting

Back-to-back virtual meetings can be stressful and decrease your ability to focus and engage. Participants should be encouraged to step away from their screens and take a short break in between successive meeting schedules. It prevents stress from building up. 

Here are a few tips to make your moments of respite successful:

• View breaks away from your computer will help shift your mind and re-energize before joining the next meeting.
• A short meditation break or a simple physical activity such as a stroll will help you feel refreshed and recharged when you start your next meeting.
• Before scheduling a video call, do check if you really require a meeting to discuss the issue or if it can be solved through email, live chat, or document collaboration. 
• Make your meetings more intentional. Create and share an agenda ahead of time, think about who attends the meeting, start and stop on time, and transition to a five-minute recap at the end of the call. 
• Raise your hand, polls and quizzes, breakout rooms, and other interactive tools are great ways to keep your participants involved and elicit creative and strategic conversations.  

4. Find the right balance between virtual and in-person meetings

Despite returning to normal after the pandemic, virtual calls continue to be a staple of the daily business routines. Though virtual meetings cannot completely replace face-to-face meetings for good, they are likely to remain as a part of our working lives as most businesses adjust to a hybrid way of working. 

Here are a few tips to balance both in-person and virtual meetings:

• Choose the meeting type based on the topic or context. If you’re reaching out to a client for a quick check-in, a virtual meeting would suffice. If you want to discuss a major portfolio change or strategy adjustments, it’s better to meet in-person, if possible.
• Schedule virtual meetings and invite participants ahead of time to best manage your time and theirs, especially when you’re collaborating with remote teams located in different time zones.  
• Gauge the complexity level of the issue you’re going to discuss. If you’re tackling a thorny problem that’s difficult to comprehend or is emotionally complex, it’s better to go for an in-person meeting. 
• Finally, choose the meeting type that would be more inclusive. Consider your participants’ availability (proximity) for an in-person meeting. Check if they have a tight schedule that makes it difficult to find a common time for an in-person meeting. In this case, scheduling a virtual meeting can ensure maximum participation and inclusion.  

The Final Word

In the post-pandemic era, the workplace could mean different things for different people. With the erratic work arrangements across companies, individual teams, and industry segments, workers need video meetings more than ever.

The real challenge for employers now is to foster true collaboration in a hybrid workplace setting by balancing remote and in-office employee experiences – and a video meeting platform is the key to achieving that. 

With InfinCE, your organization can experience all the benefits and features of a modern digital workplace. Enable your team to work together from anywhere, using any device with our comprehensive virtual meeting software. Get started today.

Connect with our experts today or Request a Free Demo!

Definition and Evolution of Digital Workplace Platforms

Digital workplace platforms have evolved tremendously over the past few years, with the modern workplace requiring much more than just a basic communication tool. In a dynamic business environment where change is the only constant, employees require a cohesive digital experience to collaborate, access important information, communicate with colleagues seamlessly, and manage their workload effectively.

As a result, modern digital workplace platforms now provide a range of features that enable businesses to meet these needs. A suite of applications that enable businesses to function remotely, collaborate online, and have access to cloud-based tools to run day-to-day operations, digital workplace platforms include communication tools such as email, instant messaging, video conferencing, and project management tools. Analogously, these platforms act as virtual offices where employees can share files, communicate with colleagues, and complete work tasks. A digital workplace platform is like a toolbox that provides everything you need to get the job done from anywhere on any device, examples of which include HR databases, knowledge management systems, and customer relationship management software.

Read more: What is a Digital Workplace: A Complete Guide! 

Employee Experience: The Key Driver 

Several studies have confirmed that a positive employee experience leads to higher engagement, productivity, retention, and even profitability. For example, according to a 2023 Gartner Survey, 83% of HR leaders believe employee experience is crucial to their organization’s success. On the other hand, companies with poor employee experience see high turnover rates, low productivity, a bad work culture, and even customer dissatisfaction.

For a digital workspace to translate to building a positive employee experience, personalization, mobile accessibility, and ease of use are some critical ingredients.

1. Personalization involves tailoring the digital workspace experience to each employee’s unique needs and preferences – this can be achieved through customized dashboards, relevant information feeds, or custom notifications. 

2. Mobile accessibility means enabling employees to work from anywhere, anytime, on any device. An easy-to-use interface and accessibility from anywhere ensure employees can navigate the digital workplace platform without friction, frustration, or confusion. This also contributes to shorter learning curves and lesser training mandates.

Robust Integration with Third-Party Applications: A Must-have

According to a study conducted by the Aberdeen Group, companies that integrate their enterprise applications experience a 20% increase in productivity. This includes everything from marketing, sales, and supply chain management to HR and finance. Key integration capabilities that need to be present in a digital workplace include compatibility, security, and scalability. Compatibility means having the ability to integrate with a variety of applications, ensuring that you have access to your entire suite of tools. Security is important to ensure sensitive data remains safe and protected. Finally, scalability refers to the ability to add or remove apps as needed without disrupting the current workflow.

The Three Cs – Cloud, Collaboration, and Communication

Microsoft reported a 27% increase in revenue from investing in intelligent cloud, with an overall revenue uptick of 39% attached to the cloud. If you want to take a leaf from their book, you know where to put your money. Cloud-hosting is your best bet for a digital workplace platform especially because it safeguards important information, reduces the risk of data loss, increases security, and of course, allows your employees to share and access files from a central location, lending to a simple and seamless experience. Following suit, communication, and collaboration are key elements that have to fall in place if a digital workplace platform is considered successful.

Read more: Role of a Digital Workplace Platform in Hybrid Workplace

Adherence to Regulatory Compliance and Security: The Much-needed Protocol

Adherence to security and compliance policies is critical to the success of digital workplace platforms. Companies that comply with regulations and protect user data enjoy higher levels of trust and customer loyalty, leading to increased revenue and growth. It is essential to prioritize security and compliance to safeguard against the cost and reputational damage of a security breach. The implementation of security features like single sign-on, two-factor authentication, and data encryption has become crucial for digital workplace platforms to protect sensitive information. According to a report by Verizon, over 80% of data breaches are caused by weak or stolen credentials, which can be prevented by using these security measures. Companies like Slack and Microsoft Teams have successfully implemented these features, resulting in improved security and increased adoption rates. In fact, Microsoft Teams reported a record 2.7 billion meeting minutes in a single day in March 2020, attributed to the platform’s security measures.

Embracing Web3 Technologies

Gartner predicts that by 2024, AI will have automated as much as 75% of the manual work involved in project management-related administrative tasks. Better yet, a study by Accenture found that AI adoption could increase workplace productivity by as much as 40%.

Artificial intelligence (AI) and Machine Learning learning (ML) are becoming increasingly important in the digital workplace, and new platforms are designed to leverage these technologies to enhance productivity and automate routine tasks. One example of how these technologies help personalize user experiences is through intelligent recommendations. By analyzing employee behavior, such as the types of tasks they complete, the documents they access, and the apps they use, ML algorithms can suggest relevant content, information, and tools that are unique to each user. This personalized approach helps employees work more efficiently and effectively by streamlining workflows and reducing the time spent searching for information.

Connect with our experts know more about InfinCE

A digital workplace is a modern, virtual version of a traditional workplace that serves as a centralized hub for employees to collaborate, securely access or share data and execute business functions from anywhere, on any device, at any time, while driving competitive advantage, innovation, and sustainable business growth. 

IN THIS GUIDE

• What is a digital workplace?
• What are the key factors to consider in a digital workplace?
• What are the essential components of a digital workplace?
• Debunking 3 common myths about the digital workplace
• What are the benefits of a digital workplace?
• How does a digital workplace transform your employee experience?
• Why choose InfinCE over other digital workplaces?
• Conclusion

What is a Digital Workplace?

Any discussion on the future of work is incomplete without mentioning digital workplace technologies. The modern workplace is no longer a physical space we need to go to. The rapid transition to remote work driven by COVID-19 and the increasing popularity of hybrid work models have spurred the evolution of digital workplaces. 

Digital workplace software features the entire portfolio of applications, IT infrastructure, workplace technologies, and enabling services that power new ways of working and contribute to employee experience and engagement. 

Digital workplace software equips employees to take full advantage of existing and emerging technologies for driving business outcomes, including digital transformation.    

Simply put, a digital workplace is a virtual work environment in which your employees, scattered across diverse geographies, teams, and departments, can stay connected, access data, and do their work at any time of the day, using any device of their choice. You can enjoy the benefits of a digital workplace if you have a stable internet connection and a computing device (such as a laptop, desktop, tablet, or smartphone). 

What are the Key Factors to Consider in a Digital Workplace?

Digital workplace success primarily relies on three important factors. They are:

1. People

A digital workplace is designed to meet the changing needs of the modern workforce. Millennials and Gen Z, who make up the world’s largest working population, desire more flexibility in their work preferences (eg: remote or hybrid work models). The productivity and satisfaction of people should always take a front seat when planning digital workplace initiatives. 

2. Technology

Robust technology is the backbone of digital workplace software. The growth of the internet, along with the technologies that stem from it, has decentralized work. Physical space is no longer required for employees to communicate or store, access, and share information in real time. A digital workplace should incorporate technologies that help bridge the gap between people and productivity, such as cloud and mobility.  

3. Management

Strong and helpful management facilitates meaningful coordination between people and technology by driving a positive company culture. Management should make workplace technology more accessible for everyone and motivate employees to take full advantage of virtual collaboration solutions. This can go a long way in improving workplace transparency, accountability, and employee engagement.

What are the Essential Components of a Digital Workplace?

A typical digital workplace is an assembly of six basic components: 

Broadly speaking, a digital workplace should offer all the essential features to navigate a specific workday. 

1. Communication

Communication requirements in a workplace can be both synchronous and asynchronous. Collaborating with your team members in real-time or near real-time from a single location or multiple locations is critical for the success of your digital workplace. Synchronous or real-time collaboration is enabled through one-on-one voice and video calls, meetings with multiple participants, and live chat. Asynchronous communication that doesn’t require instant action, allowing people to respond or update according to their availability, is also an important component of the digital workplace. The best example of this type of communication is email. 

2. Mobility

The most striking feature of a digital workplace is anywhere, anytime accessibility which makes mobility an inevitable component of remote and hybrid work cultures. Your digital workplace should be accessible via authorized mobile devices (in the form of a mobile app or mobile website), especially when you are coordinating employees from multiple locations. Use stringent access controls to ensure that only the right users are logging into your digital workplace through authorized devices and login credentials. 

3. Productivity 

Popular productivity tools that help employees work efficiently, such as word processors, spreadsheets, presentation software, task management tools, calendar, etc., are a must-have digital workplace component. Productivity tools enable your team to easily manage their day-to-day activities and raise their efficiency.    

4. Security 

Digital workplace adoption implies shifting to a cloud-first, mobile-first workplace, where employees use many devices to accomplish tasks. This can expose organizations to potential cyber threats and security vulnerabilities. Digital workplaces offering virtual private servers (VPS) and virtual desktop infrastructure (VDI) help retain absolute rights over your data by employing advanced access controls, user permissions, and firewalls. 

5. Storage

Sufficient storage is a must to handle both expected and unexpected workloads, whether your data is stored onsite in physical servers or uploaded to virtual cloud servers. There should also be a provision to scale storage on demand with ease as your organization grows.     

6. Integrations

Work becomes more convenient and smart when all your productivity tools and collaboration apps can be accessed and managed from a centralized platform through a single sign-on. Handling multiple subscription renewals, maintaining separate login credentials for each software, and spending money on unused tools can be easily eliminated with centralized IT management. Through seamless third-party software integration, a digital workplace brings all the tools you need in one place to perform your tasks without any interventions and challenges. 

Debunking 3 Common Myths About the Digital Workplace

Though digital workplaces are designed to make life easier and more productive for employees, only a few are aware of the benefits. Outdated views about workplace technologies prevent IT leaders and key stakeholders from providing their buy-in. Three common false assumptions standing in the way of digital workplace adoption are dispelled here:    

Myth #1: Digital workplace adoption can happen without culture change

The pandemic expedited the adoption of digital workplace technologies, which made remote work mainstream. However, most organizations use digital workplace tools such as video meeting solutions and visual collaboration applications to emulate their existing communication and collaboration experiences instead of enabling new ways of working. This affects the productivity of employees. 

Here’s what you can do to address this challenge:

• Nominate peer advocates and champions at the team level who can coach team members and support the cultural and process changes needed in a digital workplace.    
• Identify employees who need more encouragement or motivation. Demonstrate how the digital workplace is linked to their career advancement. 
• Develop a “our way of working” statement that helps employees select the applications they need for each scenario. This encourages them to use all of the functionalities you’ve implemented. 

Myth #2: Workplace collaboration is always synchronous

Several business leaders still believe that true workplace collaboration occurs only when their employees are in the same place, working on a common task. In a hybrid world with frequently overlapping work schedules, asynchronous modes of collaboration equally impact team innovation. Employees forced to spend more time in meetings have proven that they can be as productive and innovative using modern asynchronous collaboration methods. For example, video meeting recordings and transcriptions are great time savers, as they reduce the need for meetings and allow employees to catch up on missed discussions.

Ways to promote asynchronous collaboration methods:

• Use internal networking collaboration tools like employee intranet solutions to experiment with new collaboration styles, grow communities, and strengthen employee interactions.
• Collaborative work management applications, such as online office tools, file collaboration, and simultaneous editing, drive the adoption of new collaboration practices, improve workplace transparency and accountability, and boost employee engagement.

Myth #3: Digital workplace and digital transformations are the same

The digital workplace is often used interchangeably with digital transformation. Both aren’t the same. A digital workplace provides an engaging and intuitive environment for employees to collaborate virtually through a horde of workplace applications. It allows teams to leverage existing and emerging technologies to drive business outcomes. A digital transformation model exploits the latest digital technologies to create new business models. 

A digital workplace is a key step in accomplishing the digital transformation. Prioritizing employee-centric workplace digital initiatives will augment your digital transformation agenda.

• Understand what could enhance your employee experience and help them operate in a more engaging and intuitive workplace.
• Choose a digital workplace software that’s easy for your employees and managers to optimize when, where, and how the work gets done. 

What are the Benefits of a Digital Workplace?

A digital workplace improves employee engagement in your organization by giving your teams the tools they require to connect, collaborate, and perform their core responsibilities at work. Here is why you should implement digital workplace software.

1. Flexibility to work remotely

The third edition of McKinsey’s American Opportunity Survey reveals that 87% of people prefer to work remotely one or more days per week if given a choice. Remote work gives employees the flexibility and freedom to manage their core job responsibilities without being physically in their office workspace. 

A digital workplace platform features all the collaboration tools you need to connect virtually with your colleagues and access your company data and applications online from any device, any location, at any time of the day. This will enhance your employees’ job satisfaction, productivity, and work-life balance. Flexible work environments and schedules help employees get the most out of their workdays, as they can time-shift to perform work when they are most prepared.      

2. More room for ideation and innovation

Smart and reliable virtual collaboration tools cut down meeting times, reduce delays in peer-to-peer communication, strengthen employee-management relationships, and give teams more room for ideation and innovation. Better workplace coordination infuses a collaborative culture in your organization that helps churn ideas that may not otherwise have been heard. 

Instant feedback shared laterally between team members and vertically between the management and employees will improve your team’s workplace morale and satisfaction.  Employees ardently use their freed-up time for problem-solving and ideation when work becomes easier.  

3. Lower operational expenses

There is no better choice than a cost-effective digital workplace to manage globally distributed teams. When you are spared from the need to pay multiple subscription costs and license renewal charges, your operating expenses decrease considerably. For example, a cloud-based digital workplace platform eliminates the need for costly on-premise servers and storage and the physical office space and IT resources needed to operate and maintain them. 

4. Better data security, storage, and access

Digital workplace software leverages the power of the cloud and mobility. Cloud technology ensures secure storage and easy access/ sharing of data files from anywhere, at any time. The virtual work environment allows employees to access the right information they need and share their knowledge with a few clicks or taps. 

Most digital workplaces are designed with built-in security measures. To protect your employees’ personal identity and save your data from cyber attacks, you can implement additional security measures, such as strong password encryption and multi-factor authentication.   

5. Transparent work environment

A digital workplace combines multiple components into a single suite, so your employees can perform their best with as few obstacles as possible. When everyone in your team is on the same page, you will get more time to focus on business and organizational goals. Sharing company news, success stories, culture posts, accolades, and recognition via the digital workplace platform improves team bonding, promotes a “family-like” environment in your workplace, and ensures all employees are aligned with your organizational culture.     

How Does a Digital Workplace Transform Your Employee Experience?

Digital workplaces follow a bottom-up approach that considers all the daily challenges of employees and provides all the tools to boost the overall employee experience.

1. Facilitates modern workstyle

A digital workplace platform allows employees to work remotely with optimum productivity. Easy access to all information in one place, sharing the right information to the right people at the right time, collaboration tools, productivity applications, and all the necessary tools and technology for your remote employees ensure that their productivity isn’t compromised.

2. Bring your own device (BYOD)

Millennials, who presently comprise the largest portion (38%) of the American workforce, prefer to work from their own devices because they feel more engaged, motivated, and comfortable. As long as your employees are connected to the internet, they can access their work-related data anywhere, on any device. The freedom to use any device they prefer improves your organization’s employee experience. 

3. Communication and Collaboration

Effective workplace collaboration is the key to business success and innovation. Ideas developed by a team of three or more people have a greater appeal than those developed by just one or two individuals. However, desk-side collaborations and conversations over lunch are practically impossible when you have a highly distributed workforce. A digital workplace platform is the best way to make collaboration and coordination an important part of your company culture. Using digital workplace software, you can set up internal communication channels for every team or department, making it easy for members to communicate with each other. It gives your team more time for innovation and ideation by reducing the duration and number of meetings they attend.     

Why Choose InfinCE Over Other Digital Workplaces?

No digital workplace platform is 100% one-size-fits-all. Therefore, it’s crucial to find a digital workplace solution that can be customized according to your company’s needs and integrated with your existing workflows and third-party software tools, if any. To keep it simple and short, a digital workplace should augment your employee experience and work culture without disrupting your existing workflows and give you better results and ROI. This is where InfinCE makes a difference.  

Whatever your use case may be – team communication, project management, document creation and sharing, managing information assets, video meeting, virtual collaboration, and more, InfinCE has everything you need to handle all aspects of your business. Here is a summary of the top InfinCE features. 

Watch more: How InfinCE Digital Workplace makes work smart, efficient, and productive!

1. Built-in collaboration apps and productivity tools

• Collaboration apps for employees to coordinate at work more efficiently, including employee directory, live chat, one-on-one voice and video calls, video conferencing, and private email.
• A comprehensive suite of productivity tools that help perform your day-to-day organizational activities like task management, document creation, and sharing. 
• Ready-to-access online office tools: Documents, Spreadsheets, Presentations, and Calendars raise your employees’ productivity. Employees can easily share and collaborate on documents and get the work done quickly.
• Secure file sharing: Files can be securely shared between employees, but also between employees and non-employees using options like upload-only folders and password-protected files.

2. Custom dashboards to track insights and make decisions

• InfinCE lets users create custom dashboards to help them keep track of what’s happening in their project or team. It brings an effective way to communicate key business information in real-time and simplifies team collaboration.
• InfinCE dashboards can be restricted to and contain just the information appropriate for the expected viewers. However, those viewers may be classified: as Organization, Department, or Team. An individual can create private dashboards for their sole use. 
• Unique standard tiles on the InfinCE dashboards allow sharing of different types of information, including news feeds, announcements, bookmarks, videos, notes, and more, in one view.
• The dashboards consolidate data from various sources (such as other internal software apps) and display insights in charts, graphs, tables, and other formats.  

3. InfinCE Mobile App

• Download the InfinCE employee engagement mobile app on your iOS or Android device and stay on top of your work.
• View dashboard updates, access work files, find contacts, join video meetings, and do a lot more with the intuitive InfinCE mobile app.
• Customize the app’s interface to reflect your branding and deliver a highly engaging experience to your workforce.
• The mobile app is envisioned to help you perform all the functions that are available on your InfinCE Web, from anywhere, at any time.

Watch more: How the InfinCE Mobile App seamlessly enables a connected workplace!

4. Private and secure IT infrastructure

• Private cloud infrastructure guarantees enterprise-grade security for your organization. It provides unmatched data security and powerful performance that your IT team can manage and monitor easily. 
• We offer dedicated virtual servers, so you don’t have to manage your cloud platform separately. InfinCE private enterprise cloud gets renewed along with your subscription. 
• Virtual private servers improve corporate privacy because there is no sharing of your company data with third-party software vendors. InfinCE’s secure digital infrastructure achieves this added protection through its inbuilt firewalls and encryption/password-based user access controls.

5. Custom brand your digital workplace 

• You can elevate your brand presence from your workspace to your customer front with InfinCE’s extensive custom branding options. 
• Showcase your brand logo and colors at every touchpoint – internally and externally – such as your private email, website, digital workplace, company mobile app, and video meeting rooms.
• Carve a unique brand identity that’s both consistent and catchy through custom business email, white-labeled web and mobile apps, personalized smart workspaces, and branded video meeting rooms. 
• Reflect on your brand’s purpose, values, strategy, and communication codes with InfinCE. 

6. Curated application marketplace

• InfinCE features a growing library of commercial and open-source business applications from several software vendors on its platform. Available applications come in categories suited to different business functions, such as CRM, ERP, project management, HRM, etc. 
• Subscribe and readily access all your essential enterprise applications with a single sign-on through the marketplace. Suggest any compatible software that can be added to the marketplace. Our developers also help you build special-purpose custom software. 
• Easily integrate all your business processes, reduce expenses, manage resources optimally, and engage with clients better to stimulate growth. 
• Stay on top of your software costs by avoiding multiple subscriptions and unused software tools.  

7. Business phone system

• InfinCE offers a complete cloud-based phone system for all your business communications.
• Enjoy lower call costs per minute based on the time spent on calls. No cancellation fees are required.
• An intelligent IVR system helps improve customer service efficiency, manage incoming call spikes, and increase customer satisfaction with auto callbacks.
• Automated call distribution minimizes call waiting times by customizing call flow paths and diverting callers to the right agents.

Conclusion

A robust digital workplace drives real cultural change. It breaks down communication barriers, transforms employee experience, and fosters innovation and growth. From integrating email and instant messaging to virtual meeting software and custom business dashboards, InfinCE offers all the tools you need to implement an entirely new working environment that replicates your employees’ changing work experience.

Connect with us today or request a quick 30 minutes demo now!

With organizations worldwide adapting to either a hybrid or a remote work structure, the shift to a new work order is difficult if there is no digital workplace platform to streamline operations, especially if the company has a mix of on-site and online employees. Companies need digital solutions to ensure that all employees and stakeholders are on the same page.  

During the pandemic, many companies managed to pivot to remote work, but many of them used existing technology overlays to adapt to a hybrid or online work structure. These piecemeal solutions are inadequate and do not have the intuitive design of a digital workplace solution built especially for digital workplaces and put workers at the center of their design. Companies should choose solutions that digitally transform tasks, unify data, drive productivity, and provide intelligent collaboration apps.

What is a digital workplace? 

A digital workplace is a virtual office space designed to help employees work efficiently and carry out their tasks in remote or hybrid settings. Digital workplaces give employees instant access to resources and help them collaborate better. They streamline company workflows, increase productivity, and boost team morale. Digital workplace solutions also enable an always-connected work environment and a seamless employee experience.

There is a misconception that a digital workplace is simply a group of remote workers. Digital workplaces are all about how you work and are not restricted to location.  

According to Deloitte, a digital workplace can manage tasks from your HR applications and your core business applications to emails, instant chats, enterprise social media tools, and virtual meeting tools.

Deloitte points to one of the key requirements of a good digital workplace solution – one that aligns with the company’s business value and connects worker experience to business outcomes.

Read more: Deliver Engaging Experiences with the InfinCE Digital Workplace

https://vimeo.com/766361452

Digital workplaces are gaining traction in the remote work culture – here’s why

With digital workplaces, workplace efficiency has increased, and so has flexibility. Digital workplace solutions also equip companies with exciting new technologies that automate mundane tasks and increase the speed that it takes to complete time-sensitive projects.

With digital tools giving employees all the information they need, including troubleshooting guides and company manuals, customer care reps can service customers better. 

We live in a hyperconnected world where the right digital work experience drives workplace productivity. In its roundup of technology trends, Deloitte states that digital workplaces are gaining popularity because organizations need to use technology to optimize team productivity and collaboration to stay ahead of the curve. In particular, companies can derive incredible benefits from the actionable data generated by these tools and the AI-driven people analytics solutions that can drive superior workflow management solutions. 

A Gartner survey backs this up by reporting that 56% of CEOs attribute increased revenue to digital improvements. Many companies invest in digital workplace solutions because they know that these tools promise measurable returns, which accounts for their growing importance in business.

How Digital Workplace Solutions Make Remote Work Easy And Profitable 

Digital workplace solutions are built to make it easy to work virtually and remotely. They provide powerful enterprise productivity tools that help companies optimize workflows and create an agile workforce. Their tools work in sync with employee workflows, and they help companies adapt to the complexities of the new workforce.  

Digital workplace platforms help remote team members to collaborate easily. Employees can share files, manage cases, track project statuses, and enjoy a single integrated view of multiple workflows. This ensures that all employees and departments are not working in silos and that there is a more transparent, integrated working environment where team members can track project statuses, leads, define tasks, and set deadlines.

Digital workplace platforms provide collaboration tools that employees can use to work across locations and time zones. Digital workplace solutions also automate repetitive tasks, provide an integrated work experience, and increase employee engagement. They have also re-engineered organizational structures and cultures, with workers being more connected with leadership and employees having access to company data. 

Read more: Ensuring Digital Wellbeing With The Right Digital Workplace Platform!

Here’s How You Can Identify The Right Digital Workplace Solution 

When looking for the right digital workplace solution for your company, look for a complete digital workplace toolkit. While many piecemeal digital solutions offer communication tools, it’s the collaboration tools that truly make digital workplace solutions very useful. There is more to digital workplace productivity than ad-hoc digital solutions. Instead, look for a digital workplace orchestration platform that transforms how people work and collaborate. Unlike generic digital workplace tools, digital orchestration platforms are designed to help companies boost efficiency, scale operations, work on continuous innovation, and deliver proactive and intelligent people analytics.

Here are some aspects to consider when choosing the right digital workplace solution for your company.

• Go for personalized and intuitive solutions: Every company is different, so it is important to go with a customizable digital workplace solution that allows you to choose off-the-shelf software or SaaS per your requirements.  
• Look for collaboration tools: Choose a digital workplace platform that provides workgroup chats, group meetings, audio and video conferences, and other collaborative tools. Also, favor a platform with a unified dashboard to manage daily operations seamlessly. 
• Prioritize productivity tools: Go for platforms with important productivity tools like smart email management, simplified multi-app management, calendar management, time tracking, and collaboration channels. Look for tools that can monitor the progress of projects and employee performance. 
• Choose a people-focused digital workplace platform: With remote work, employees and teams need to be constantly engaged and motivated to work and collaborate efficiently. Choose platforms with intra-organizational tools that foster a sense of community and engagement.  

With an orchestration platform like InfinCE, you can simplify your processes and choose only the features you need, thereby controlling infrastructure costs. InfinCE’s modern tools unify data and give you a competitive edge over other companies. Want to increase your profits and drive great business outcomes? InfinCE helped a company like Fingent improve productivity by 20% due to its incredible digital workplace orchestration platform.

Fix a demo session today or talk to our experts to know more about InfinCE.