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Advancements in digital technologies, such as Artificial intelligence (AI) and the Internet of Things (IoT), are transforming the way businesses operate. Companies that implement digital transformation in their business functions earn 1.8 times higher than those that lag in implementing digitalization, and 80% of executives plan to further their attempts.12
Employees are having difficulty adapting to changes as digital transformation changes industries and 70% of digital transformation efforts fail due to employee resistance. 2 aspects can accelerate digital transformation:3
- Focus: Transforming the core of the business should be prioritized
- Outsourcing: Getting help from vendors in the digital transformation of non-core processes (e.g., digital workplace management) is one of the most effective ways to avoid failure
The aim of this article is to inform technology users on how business capabilities may be enhanced through workplace digitalization and to offer insights into how outsourcing digital workplace services can be used as part of an organization’s digital business strategy.
Source: BDO Digital
Figure 1. How digital workplace services work
What are outsourced digital workplace services (ODWS)?
Outsourcing digital workplace services involves hiring an external vendor to administer and deliver digital solutions for your business. By providing a comprehensive digital work environment that incorporates communication, collaboration tools, and numerous applications, the main objective of these services is to increase:
- Employee productivity
- Cooperation
- Engagement.
Enablers
Before providing various solutions, outsourced digital workspace services must ensure that they offer the following services as they lay the foundation of their operations:
Desktop as a Service (DaaS)
Desktop as a Service is a cloud-based solution that provides users with virtual desktops that can be accessed from anywhere. This enables employees to work remotely and access their applications and data from any device.
Service Desk
The service desk is a centralized support function that provides technical support to employees. A well-run service desk can help to improve employee productivity and satisfaction by providing quick and effective support when issues arise.
On-site services
On-site services provide IT support and maintenance services to employees on location. This can include everything from setting up new hardware and software to providing training and support.
License management
License management involves tracking and managing software licenses to ensure compliance and avoid unnecessary costs. This includes monitoring software usage, managing license agreements, and tracking license expiration dates.
Key components of digital workplace services
Productivity
1- Project management
Outsourced digital workplace services may include project management tools and support to help organizations manage their projects effectively. This can include everything from setting up project management software to providing project managers and other team members with the training and support they need to use it effectively. They can also help organizations stay on track and ensure that projects are completed on time and within budget.
2- Data integration
Data integration involves combining data from multiple sources into a unified view. This can include data from various systems and applications, such as CRM software, financial systems, and HR applications. Vendors may provide data integration solutions and support to help organizations achieve this goal. This can include everything from setting up data integration software to providing training and support for IT teams to use it effectively.
3- Time management
This can include everything from setting up time-tracking software to providing training and support for employees to use it effectively. Time management services can help organizations optimize schedules and ensure employees work efficiently.
4- Cloud services
Cloud storage and file-sharing services help provide a central location for users to store and access their files from anywhere. These services often include features like version control, file locking, and sharing permissions.
5- Analytics & reporting
Vendors may provide analytics and reporting tools that enable organizations to track key metrics and gain insights into their operations. This can include everything from basic reporting and dashboards to more advanced analytics capabilities that enable organizations to analyze large data sets and identify trends and patterns.
Communication & collaboration
6- Identity & access management
Outsourced digital workplace services may include access management tools and support to help organizations manage user identities and permissions across multiple systems and applications. This can include everything from setting up single sign-on (SSO) solutions to providing training and support for IT teams to manage user access more effectively.
Source: Gartner
Figure 2. Trends in identity & access management
7- Communication & collaboration tools management
Communication and collaboration tools can include a wide range of technologies, such as:
- Video conferencing (e.g., Microsoft Teams)
- Instant messaging (e.g., Slack)
- Team collaboration software (e.g., Jira)
Outsourced digital workplace services can help select the right tool that aligns with company needs and assist them in the implementation process. To ensure that the tools function properly, these services provide ongoing technical support, such as monitoring usage or making necessary updates or upgrades.
8- Virtual Desktop Infrastructure (VDI)
Figure 3. Visualization of how VDI works.
VDI allows users to access a virtual desktop environment from any device, enabling remote work and reducing the need for physical hardware. Vendors can provide services such as setting up virtual desktop environments or providing remote access and troubleshooting support.
Top 6 benefits of outsourced digital workplace services
- Access to specialized expertise: Outsourcing allows companies to benefit from the knowledge of experts in digital workplace services, ensuring the implementation of best practices and the latest technology.
- Reduce costs: Outsourcing can result in cost savings by reducing the need for in-house resources, infrastructure, and maintenance. Companies can also benefit from the scalability of outsourced services by paying only for the services they need.
- Improve employee productivity: According to a recent survey, ~90% of companies have or will have skill shortages in the future.4 Outsourced digital workspace services can boost productivity and efficiency by providing employees with the right tools and technology, allowing them to reduce technostress and focus on their core job responsibilities.
- Enhance collaboration: Outsourcing encourages seamless coordination across departments and geographic regions, boosting innovation and better decision-making. Outsourcing also facilitates the use of the latest communication and collaboration tools.
- Increase flexibility & agility: Organizations may swiftly respond to shifting market conditions, employee demands, and technology improvements by outsourcing digital workplace services, ensuring competitiveness.
- Mitigate risks: To ensure that the digital workplace complies with industry standards and legal requirements, outsourcing providers are responsible for addressing security, compliance, and data privacy threats.
If you need assistance selecting the best vendor for your needs to transform your workplace digitally, don’t hesitate to contact us:
Find the Right Vendors
- Forth, Patrick; Reichert, Tom; de Laubier, Romain; Chakraborty, Saibal (October 29, 2020). “Flipping the Odds of Digital Transformation Success” BCG. Retrieved March 23, 2023.
- Chakraborty, Saibal; Charanya Tauseef; de Laubier, Romain; Mahesh, Akshaya (September 25, 2020). “The Evolving State of Digital Transformation” BCG. Retrieved March 23, 2023.
- Forth, Patrick; Reichert, Tom; de Laubier, Romain; Chakraborty, Saibal (October 29, 2020). “Flipping the Odds of Digital Transformation Success” BCG. Retrieved March 23, 2023.
- “Five Fifty: The skillful corporation.” McKinsey. Retrieved March 23, 2023.
Begüm is an Industry Analyst at AIMultiple. She holds a bachelor’s degree from Bogazici University and specializes in sentiment analysis, survey research, and content writing services.
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