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what is a connected workplace

What is a Connected Workplace?

A connected workplace isn’t about people, workspaces and resources being physically near each other. It’s about creating an organization in which employees, business assets, services and resources are all connected in one place. When everything is connected, collaboration and productivity thrive.

So what does a connected workplace involve? If your current work model isn’t as connected as it should be, what steps can you take to create a more connected workplace?

Below, learn about what elements make of today’s modern definition of a “connected workplace” as well as the steps and technologies necessary to maintain one.

 

What Does a Connected Workplace Include?

In today’s world, a connected workplace is even more essential than before. Many businesses have adopted hybrid work models that necessitate having a centralized access point for employees, business technologies, resources, and assets.

A connected workplace is one in which:

  • Employees can communicate and collaborate effectively from remote and on-site locations
  • Technology facilitates communication, aligns schedules and maximizes employees’ time and productivity
  • Mobile and desktop technology resources talk and work in-tandem across the business
  • Inspires a sense of belonging
  • Enables colleagues to easily access each other, collaborate and create
  • Physical resources are used efficiently
  • All levels of leadership are accessible to employees

In summary, a connected workplace today is one in which technologies allow for an entire business to run seamlessly, efficiently, and effectively.

 

How to Make a Connected Workplace

Creating a connected workplace is simple. It’s about leveraging the right technologies and protocols.

 

Step 1: Ensure employees have the resources they need to work and connect wherever they are.

Connectivity is paramount for collaboration, innovation, and productivity. Can the organization’s employees work wherever they are – at home or in the office? Are all the office resources they need available online?

Microsoft is a great example, and one that many businesses choose to employ due to is dynamic integration capabilities. Microsoft’s suite of technologies provides employees with everything they need from Exchange for email, Outlook for schedule, task and contact management, to Microsoft Teams for meetings, and chat and video communications. The list goes on with Microsoft Excel, Power Point, Word, and Notes. Employees have everything they need to connect and do their jobs day-to-day.

And because all of Microsoft’s technologies are downloadable to employee devices and accessible online, it’s easy for businesses can stay connected and consistent more efficiently when they use a workspace and resource management system that can integrate with Microsoft.

 

Step 2: Enable employees to focus on their work by leveraging meeting and scheduling technologies.

Does your business have a centrally connected meeting software that allows employees to quickly schedule and edit meetings? Can employees also find and invite colleagues? How about simultaneously schedule resources like laptops and parking spaces?

Having a centralized meeting room and calendar software solution in place can significantly reduce the amount of time employees spend on managing or arranging schedules and meetings.

Every business is different in what they need, but a timesaving calendar management software can help improve productivity and better connect teams who may be spread across states or countries.

Exchange Central for example is a team-specific calendar tool. Intuitive and user-friendly, this Outlook team calendar provides access to your team’s calendar, helping to improve collaboration and communication.

 

Step 3: Setup your physical offices for flexible workspace success.

Being able to run a connected workplace with a hybrid model means accounting for flexible workers. This includes (1) having a mix of flexible workspaces for your employees; (2) establishing hybrid workplace best practices and protocols; and (3) being able to properly manage flexible workspaces.

 

Flexible Workspaces

If your organization operates on a hybrid business model, having flexible workspaces will be key. [These are the nine types of office workplaces you should consider having.]

 

Hybrid Workplace Guidelines

Having respectful hybrid workplace practices in place will also be key. Usually these guidelines are written as part of an employee handbook, but some are unspoken. Not sure where to start? Here are some hybrid workplaces basics, best practices, and common questions/answers to help you begin.

 

Managing Flexible Workspaces

There are a variety of flexible workspaces that come with different desk layouts, meeting rooms or creative space setups. Knowing how to properly manage these is important for employee happiness and satisfaction, employee engagement and production, lower office real estate, maintenance and management costs, and lower overhead costs for the business.

Some technologies that can help do this include, a desk management solution that allows employees to book workspaces on-demand and on-the-go from mobile devices. Workspace is an example of this, and beyond mobile devices, employees can even use the Workspace booking app and QR code scanning to find and book workspaces on-site at the office. Another flexible space solution to consider is a meeting room booking system that can streamline meeting planning and booking.

 

4 Benefits to Having a Connected Workplace

4 Benefits to Having a Connected Workplace

Creating a connected workplace offers a lot of benefits to both employees and the business. Having the right business management solutions in place will allow any organization, small or large, to access the following advantages and benefits.

 

  1. The business can operate with more agility, focus, and speed.

Connected technologies and systems talk to each other, allowing employees to communicate better and faster. As a result, a business can adapt in real-time for workforce needs or streamline burdensome processes.

 

  1. Mobile connectivity for a happier, more engaged workforce.

Since the pandemic, many businesses have allowed many of their employees to work remote. By syncing up the right tools, employees can talk, retrieve documents, access the office, reserve workspaces, and book meetings all from a mobile device. Mobile connectivity and integration can allow a business to simplify networking setups and offer employees greater flexibility and work-life balance.

 

  1. Happier employees and reduced turnover.

Providing greater flexibility alongside mobile connectivity is a great way to help improve employee morale and satisfaction. Businesses who allow their employees to have more choice over their work environment and workspaces typically have lower turnover numbers as well.

 

  1. Better understanding of your work landscape and usage.

Everything today is data-driven. Insights into workspace and resource usage can help provide a clearer image of the “big picture” view. Identify opportunities to drive efficiencies, reduce waste, and provide better experiences for employees and visitors alike.

 

Creating a connected workplace in today’s flexible world doesn’t have to be hard. It all comes down to setting up employees and the organization for success through the power of connected technologies.

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