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Turning productivity killers into productivity wins with a modern digital workspace: the before and the after

Last week in Auckland and this week in Wellington, Intergen held our SNAP 365 Insights sessions. Over a drink and nibbles our clients and Intergenites learnt about the replacement for the monolithic intranet of old from our very own Enterprise Productivity specialists Cody Woods, Nick Hadlee, James Tunnell and Ian Cowan. 

Our Insights sessions centred around Intergen’s SNAP 365. We’re proud to have an offering in this space, particularly because we’ve seen a shift in the last few years that’s convinced us the traditional monolithic intranet is no longer relevant in today’s modern, digitally enabled organisations.

As individuals and as organisations we expect that new productivity tools and capabilities should be able to be delivered with speed and agility. They should be easy to use, allow us to work in different ways, from wherever we may be, on any device, and they should be seamless and relevant to the work we do.

This is why SNAP is built on top of the array of capabilities that are provided by Office 365. Office 365 continues to advance and the rate of innovation and change from Microsoft in this space is quite impressive. SNAP takes those diverse capabilities and provides a single, unifying canvas that brings context so they make sense to your workers.

The Insights sessions looked at some of the everyday productivity pain points we experience in our working lives and how Snap 365 addresses these, ultimately driving increased employee empowerment, engagement and productivity.

Digital Transformation cycle

Evolve or die

As organisations, we need to keep up with – or ideally ahead of – the fast pace of business today. In the words of Jack Welch: “If the rate of change on the outside exceeds the rate of change on the inside, the end is near.”

There’s a lot happening outside our organisations that’s driving the expectations of our employees. Devices are ubiquitous and our digital personal lives are filled with apps that make social interactions more fluid, fluent, referenceable and rediscoverable. And that’s created a new social and cultural expectation that the workplace should be no different. Add to this the fact that the way we work is changing (for example with remote working and team-based collaboration always on the incline), and that our personal and work lives are increasingly intermixed, and we see even more clearly the need for a very different kind of intranet.

Collaboration is essential to digital transformation

Remote working is increasing rapidly

Remote working has climbed from 9% to 37% in the last 10 years.

 

 

Productivity killers – the ‘before’ picture

Inefficient collaboration

  • Documents are emailed between contributors
  • Am I working on the most current version?
  • Am I working on the same content as someone else?
  • Who is going to combine the multiple versions

For many organisations collaboration still occurs in email.  We’ve all been guilty of creating a document and when we need to share it with others and ask for their input, we email it out to them.  As soon as we send it off, we’ve lost the ability work together.  At that point we often begin to work against each other, we are updating and looking at different versions.

This happens internally and externally. 

How familiar are the following scenarios in your organisation?

Limited access

  • Using a file system to share a document
  • Must be connected to the corporate network
  • Can’t get content from outside
  • No access from a mobile device

Hard to use

  • Multiple usernames and passwords
  • Inconsistent, illogical user experience
  • Too many different places to go to get work done 

Inability to find information and expertise

  • How do I find out who knows what?
  • No single source of truth, no unified search
  • No consistent or controlled method for versioning, e.g. Document Draft Final Final (1) – Copy.docx

Finally, not finding the right information or the people with the right information can kill productivity. How do I find out who has experience, who is working on something I should be aware of?

Where do I find authoritative sources of information?  Is there a way for me to search across repositories?  Employees spend an average of 1.8 hours a day searching for and gathering information. If we can make it so they spend less time searching and more time finding, information and those with the expertise, imagine the productivity gains!

Productivity wins – the ‘after’ picture

Snap 365 framework

These are the things that we expect to “just work” – and when they do our productivity and engagement levels increase. 

Easy to use

First we expect to have easy to use tools that just work and work well. They have to be logical to use, and work seamlessly together as we work on different tasks. 

We expect to only use a single username and password. Make it easy for me. 

Just as our personal digital lives have taught us, we also expect that we can pick up any device, anywhere, at any time and get exactly what we need.

 

Working differently

Not only do we need our tools to be easy to use; we also need new ways of working. 

For example, intranets have historically involved one-way communication from the organisation to the user. In the last few years we’ve seen as that has become more two-way communication, where employees also can have some method of communicating with or having a conversation. 

However, the modern intranet of today must also enable conversations not only between the organisation and the employee but between employees. This employee-to-employee communication breaks down silos of information and expertise.

This facilitates a more collaborative workstyle as well. Information and files can be shared and accessed by anyone that needs them. If it’s easy and natural for employees – if it’s not creating an extra step – then they’ll do it. 

Because of the vast amounts of information available today we also expect that information be personalised, so I don’t have to see what’s not relevant to me. We see this every day in our out-of-work lives with Netflix and other personal digital services. We expect that level of personalisation and contextual relevance with our work lives. It makes sense, then, that what we see and access in our digital workspace will surface what we need to fulfil our job responsibilities. 

 

A unifying digital workplace

With all of the current capabilities available to us, we need a unified experience. We see that as both aggregating information from various systems and locations, and also providing a unified gateway, or front door, to our digital workplace so that we can seamlessly move between different tools and systems.

What of these points really resonate in your organisations?  Are there any you disagree with, that you don’t see as key?

 

Successful, highly productive and engaged businesses leverage the power of mobility to empower collaboration from anywhere, on any device, providing easy access to the apps and data they need, while mitigating security risks. They draw insights and make decisions based on business metrics in living, dynamic dashboards, and leverage the power of social conversation to keep a pulse on employee sentiment.

 

Find out more about Snap 365 here. This was our last Insights session for 2016. We will return with our Intergen Insights sessions, around the country in early 2017. Please keep an eye on our events page to find out more.

 

If you’d like to know more about the Intergen Insights events series, which comprise informal information and networking across the country on an occasional basis, please sign up to our events and communications list, letting us know your location of preference (Auckland, Wellington, Christchurch, Dunedin): events@intergen.co.nz

Posted by: Breanna Mudge, Marketing & Communications Coordinator | 24 November 2016

Tags: Collaboration, mobility, Digital Transformation, remote work, Snap 365


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