In today’s fast-paced work environment, leveraging the right digital tools and platforms is crucial for enhancing efficiency and productivity. Central to this digital evolution is the intranet, which serves as a key gateway to the digital workplace. In this article, we will explore how the intranet facilitates this transition and why it is vital for modern organizations.
This blog draws insights from a webinar series featuring Pascal Herreweghe, Digital Communication Expert and Customer Success Manager at Involv, and Christiaan Lustig, Internal Communication & Digital Employee Experience Expert and author of the book ‘Digital employee experience‘.
1. The Digital Workplace: What It Is and Why It Matters
A digital workplace encompasses all the digital tools an organization employs to empower employees to perform their tasks effectively. This includes everything from email and instant messaging to project management software and cloud storage solutions. The primary aim of a digital workplace is to enhance internal communication, keep employees informed, promote collaboration, and foster a sense of community.
The significance of the digital workplace lies in its ability to provide employees with the flexibility to work productively from anywhere, at any time. It streamlines communication and collaboration, ensuring seamless integration of various tools and platforms. This interconnected environment not only boosts efficiency but also supports a more agile and responsive organizational culture.
2. The Intranet as the Central Hub
The intranet serves as the central hub of the digital workplace, seamlessly integrating all other tools and platforms. It offers a streamlined, user-friendly interface where employees can effortlessly access the information and resources they need. According to Christiaan Lustig, it is crucial to define the intranet’s objectives and understand its target audience before implementation. This strategic approach ensures that the intranet effectively meets organizational needs and enhances overall user experience.
3. Objectives of a Modern Intranet
A modern intranet is designed with several key objectives in mind:
- Information Accessibility: It should facilitate easy access to and sharing of information, ensuring that employees can quickly find what they need.
- Enhanced Communication: It should improve organizational communication, supporting both top-down and bottom-up interactions.
- Collaboration: It should foster collaboration across teams and departments.
- Corporate Culture: It should contribute to the development and reinforcement of corporate culture, helping to align employees with organizational values and goals.
- Process Support: It should streamline and support daily work processes, enhancing efficiency and productivity in routine tasks
4. Practical Implementation of a Digital Workplace Intranet
Successfully implementing an intranet begins with defining a clear mission and objectives. Models such as the Digital Workplace Mission Statement Model by Oscar Berg and Henrik Gustafsson or James Robertson‘s five goals can guide this process. Engaging all relevant stakeholders, including end users, is essential to ensure the intranet aligns with their needs.
Christiaan Lustig underscores the importance of involving end users throughout the implementation process: “Understanding what the end user needs and how the intranet can support their daily work is crucial.” To gather this feedback effectively, consider using digital tools such as Mural, Miro, or Whiteboard from Whiteboard van Microsoft 365.
5. The Digital Work Environment Landscape Model
Organizations often manage a complex range of digital tools and applications. These might include HR systems like Youforce, IT service management platforms such as Topdesk, and financial administration tools like Afas. Within this landscape, the intranet serves as a central platform that integrates these disparate tools, providing a cohesive user experience.
In addition to formally supported tools, many organizations also utilize unofficial or ‘shadow IT‘ applications, such as Trello or Google Drive. While these tools may not be formally sanctioned, they frequently address critical needs and thus should be considered for integration into the broader digital work environment.
6. The Hybrid Model for the Digital Work Environment
An effective strategy for managing the digital work environment is the hybrid model, where the intranet functions as a connective layer between various systems and tools. In this model, the intranet is not envisioned as an all-encompassing solution but rather as a flexible interface that streamlines access to other applications. This approach acknowledges that some external tools may not be fully integrable but aims to create as seamless a user experience as possible.
Sam Marshall of ClearBox Consulting likens this to a city where different buildings (applications) serve distinct functions without a single, unified gateway. Instead, organizations should focus on ensuring their intranet integrates smoothly with the tools employees are already using, such as Microsoft Teams, to foster a cohesive and efficient digital workplace.
Involv was once again recognized by ClearBox as the best intranet solution.
7. Digital Employee Experience (DEX)
A critical component of the modern digital workplace is the Digital Employee Experience (DEX), which is gaining increasing importance. DEX encompasses all the digital interactions employees have within their work environment and focuses on optimizing these interactions to meet their needs and expectations. As Christiaan Lustig emphasizes, “The Digital Employee Experience is about creating a work environment where digital tools and processes are designed to support and enhance the day-to-day work of employees.”
Enhancing DEX begins with understanding employees’ current experiences with digital tools. This can be accomplished through surveys, interviews, and analyzing usage data. With these insights, organizations can craft strategies to improve the DEX by implementing user-friendly tools, offering comprehensive training and support, and continuously monitoring and refining the digital work environment.
8. Involv’s Role in Digital Transformation
Involv plays a central role in digital transformation by assisting organizations in their transition to a modern digital workplace. Involv’s intranet solution, built on the SharePoint platform, enhances its functionalities and usability. Far beyond merely serving as an information repository, Involv transforms the intranet into a powerful tool for collaboration and productivity. The platform’s flexibility allows for extensive personalization to address the unique needs of each organization.
“Involv is designed to enhance SharePoint’s usability by adding an additional UX (user experience) layer and enabling flexible customization of both appearance and functionality. This approach allows organizations to create an intranet that seamlessly aligns with their culture and specific requirements.”
– Pascal Herreweghe
Conclusion
The intranet is essential in the modern digital workplace, serving as a central hub that connects various digital tools and platforms. By establishing a clear mission statement and setting specific objectives, organizations can ensure their intranet is both effective and user-friendly. Involv provides a robust solution to support organizations in this transformation, offering seamless integration with all necessary tools.
Interested in how Involv can support your organization’s digital transformation? Contact us for a free demo or more information. Discover how our platform can enhance your internal communication, foster collaboration, and strengthen your organization with a successful digital workplace.