Why do you Need a Digital Workspace in 2023?
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Better work-life balance. More productivity. Improved mental well-being. And a zillion other reasons were given by employees when they were asked if they’d like to work from home even after the pandemic ends.
Two years after the pandemic, when hopefully it’s on its way out, here’s how things look right now:
97% of remote workers want to adapt to this working style permanently. Employees are also willing to accept pay cuts if they are allowed to pursue their jobs from home.
Stats also tell that an average business can save around $11000 in rent and other expenses annually by switching to hybrid models.
Clearly, the same has some sharply defined advantages for both employers and employees. But, this is also true, that it’s just one side of the coin.
Some of the significant and very sudden challenges that everyone had to face, given the circumstances, were:
And the same just multiplied as the time passed by. People were juggling with thousands of apps and tools they had never heard of before, and between trying and testing everything somewhere, employee productivity and employer management were highly compromised.
That was not it.
These were the additional challenges that remote working employees eventually started facing. Communication and collaboration issues remain the most prominent among all from an overall organizational perspective.
In the digital era, the difficulty was not lack of means to ease collaboration and communication – but the inability to shortlist one such solution in the ocean of tools and apps that would help improve communication and collaboration in a remote work setup.
Those companies who couldn’t settle for one software solution given the complexities of their work or for other valid reasons kept app-hopping, leading to productivity losses.
Alternate Solutions Companies Preferred over a Digital Workspace:
Although softwares like Dropbox and GoogleDrive were not new to companies who entrusted them with document storage earlier, managing larger document loads at an enterprise level through these solutions became a huge task. From what we’ve heard, these were the difficulties that employees faced primarily:
- Inability to track activities. Solutions like dox2U provide you with Comprehensive Audit & Activity Logs that let you monitor things as an admin.
- These solutions do not provide the functionality to tag documents with custom metadata; thus, indexing and retrieving stored documents becomes a complex task.
- Users also complain about Google Drive’s complicated admin controls. At the same time, solutions like dox2U are among the few available DMSs that provide you with Granular Access Control options to control who gets to do what.
- And above all, these solutions do not follow an un-siloed way of representing documented information. They create virtual walls that restrict users from accessing information when required.
Well, since these solutions didn’t reap many benefits for organizations, they had to find a middle way, something that would solve the problems they thus faced with these storage systems and do the job right.
The Unavoidable Need for a Digital Common Workspace:
What is it & how is it more beneficial than usual cloud-based storage systems?
A digital workspace is nothing but a solution that allows teams to work efficiently by breaking the collaboration and communication barriers in remote working conditions.
The same lets you manage organizational tasks and data collaboratively on a single platform and reduces the need to do the same separately on different document versions.
The Benefits of a Digital Common Workspace:
- Improved productivity
A common workspace helps you with organized storage of documents and easy retrieval of the same too. This way, it becomes easier for employees to focus on tasks that require their expertise instead of writing a zillion emails to different departments daily so they can access the needed information.
- Easier to sync
Progressive workspaces support the integration of data and look down on information silos. Therefore, no virtual walls are there preventing anyone from seeking the required information stored in different places. The entire process promotes integration and just makes much more sense.
- Improved collaboration
The biggest pro that comes with a Digital Common Workspace is that one doesn’t have to create a different version of a document every time, especially if you don’t want to. You and your team can easily collaborate on a single document conjointly.
- Better organization
Manually creating folders and storing information can seem exhausting, especially when you have more important things on your plate. Progressive workplace solutions like dox2U allow you to tag and label documents easily and organize the same without hassle, along with easy retrieval of the same.
Benefits dox2U Brings to You:
- Common workspace + document repository
The combination that a dox2U workspace brings to an organization is exceptional. It does not require any extra effort from the end user to carry any sync between two users. All one has to do is upload documents, tag them, and get started. Your information is stored in an un-siloed common repository with accesses based on the rights you provide to different team members! You can manage the entire repository without hurdles and invite team members to collaborate and help you with tasks.
- Retrieval in seconds
As mentioned earlier, dox2U focuses on bringing a seamless document retrieval process. You no longer have to flip through paper files to find the document that you need and there’s no guesswork required to figure out what the file might have been named! Using metatags, dox2U’s Smart Cabinet
and Deep Search feature lets you find documents you need even if you don’t remember the specific information that you’re looking for.
- Easy guest sharing
But does your workspace allow you to share files with people outside your team? Well, dox2U does, and that too without requiring the third party to sign in or be a part of your Workspace. All you have to do is enter their email address, and you’re good to go.
- Keep a tab on everything
Sharing access doesn’t mean you lose control. You will be able to oversee the exact activities of the people who have access to the documents, and you can also revoke the same anytime it’s required.
These were a few of the many reasons why switching to a workspace sounds more convenient to us. We hope it’s a mutual feeling because we tried to convince you that a workspace is the need of the hour. Sure other alternatives can get the job done, but there’s always a possibility of something going awfully wrong that one must not risk.
Switch to a Digital Common workspace. Or even better, switch to dox2U, an easy and encrypted DMS that is not just a repository. Visit the website for more information on the same.
