5 Mistakes Companies are Making in the Digital Workplace
Employees are increasingly working remotely, and as a result, companies are struggling to keep up with the changing landscape of the digital workplace. From unauthorized app use to remote work-related stress, we will discuss 5 mistakes companies are making in the digital workplace.
The pandemic has forced companies worldwide to change the way they operate. No longer can everyone work in the office like before; many organizations had to learn how to work remotely very quickly. This fast shift to remote work, left many holes that 2 years later have not been addressed or are still ignored.
It was reported that 70% of full-time workers were working from home during the worst phases of the epidemic. Even now that the epidemic has entered a new declining phase, remote work is still prevalent. Employees expect to continue working from home at least once a week, according to 92 percent of respondents.
The pandemic has completely changed how we work as a society, from the tools we use to the policies in place. Many companies have had to do a complete 180, moving to an entirely different workspace that is cloud-based and fit for a hybrid team dynamic.
Unmonitored App Usage
In the past, employees would only have access to the apps and programs that were installed on their work computers. However, with the rise of BYOD (bring your own device) policies. and remote work, employees now have access to a plethora of apps and programs on their personal devices. As a result, many companies are not monitoring which apps their employees are using for work purposes. This can lead to compliance issues, if sensitive company data is leaked through an unauthorized app.
The rise of cloud-based applications that don’t need to be downloaded to a device, has given employees more freedom in apps and tools available to them. While this can lead to better productivity, it can also be a compliance risk if not monitored. Depending on the type of work, the company could be liable for:
- Leak of sensitive information – inputting sensitive information into 3rd party unverified apps(Often times leaks occur from 3rd party)
- Discrepancies in data based on use of different tools
Not Providing Guidelines for Remote Work
With more and more employees working remotely, it’s important for companies to provide clear guidelines about expectations and procedures. Otherwise, employees may feel like they’re not doing their job properly, or they may become overwhelmed by the freedom that comes with working from home. Remote, work-related stress, is a real thing, and it can lead to burnout if not managed properly.
Some companies have done away with the 9-5 work day, and instead allow their employees to work whenever they want, as long as they get their work done. This can lead to overworking, as employees feel like they need to be available at all hours of the day. Other companies have kept the 9-5 structure, but made it flexible, so that employees can choose when they want to start and end their work day. The key is to provide clear guidelines about what is expected of employees, so that they can manage their time effectively.
Along with no guidance, often times, the people that are in the office, will exclude remote workers from meetings they are having at the office. According to a recent survey, nearly 60% of remote workers miss out on vital information. This is due to the fact that coworkers previously spoke about it in person. When in-office employees make judgments without considering their remote counterparts, efficiency suffers. In order to overhaul the current culture, managers and bosses will have to take charge, and make some changes. Even though old habits die hard, it is possible to change our mindset so that we can adapt to this new hybrid world.
Not Investing in Collaboration/Cloud Tools
One of the challenges of remote work is that it can be difficult to replicate the serendipitous nature of in-person collaboration. That’s why it’s important for companies to invest in collaboration tools, (like video conferencing software), that can help employees feel connected to their colleagues, even when they’re not in the same room. Many companies still host a majority of their infrastructure on local servers. This creates the need for cumbersome VPN connections that often times are not secure. You can read about this here.
This is where cloud-based tools and data storage comes in to play.
When storing data, it’s important to:
- Keep your folder structure 2-3 folders deep max
- Create a consistent hierarchy and naming structure across all of your files
- Don’t create a new file for fewer than 10 documents – this will help reduce clutter over time
- Archive older files monthly and delete any that are no longer needed to keep your space tidy
Not every company is invested in the idea of remote work, and see it as a phase that will eventually end. However, there are many companies who have made the switch to remote work and are reaping the benefits. One of the key advantages of remote work is overall employee satisfaction! If you think about it, good employees are a company’s biggest assets. Ensuring that the workforce remains happy and loyal to your organization can make a world of difference, especially in the current workforce climate.
Not Providing Adequate Cybersecurity Training
Cybersecurity should be a top priority for any company, regardless of whether its employees are working remotely or in an office. Many companies still don’t provide adequate cybersecurity training to their employees. This leaves them vulnerable to phishing attacks and other forms of cybercrime.
According to a recent study, only 10% of companies provide comprehensive cybersecurity training to their employees. This is a problem because it means that most employees are not aware of the dangers of clicking on malicious links or opening attachments from unknown senders. Furthermore, they may not know how to properly use VPNs and other security measures that can help protect their data.
Cybersecurity training should be mandatory for all employees, regardless of their position within the company. It should also be updated on a regular basis so that employees are always up-to-date on the latest threats. Often times, employees are given the freedom to use their own devices to access company data. This is ok, if proper precautions are taken and employees are savvy enough to understand the risks involved. This can only be achieved with proper employee training. There are many online classes out there that do security training for an inexpensive fee.
Using Communication Tools That Frustrates Everyone
Is your team’s productivity taking a hit because of virtual meetings? You’re not alone. According to research, 85% of remote workers have had 1-2 meetings where technology was a major issue. Having technical difficulties during important business meetings is now becoming the norm.
Just as oil is essential for car engines, communication is key to making a digital workplace function properly. Technology that enables clear video calls, audio calls, and chats will help create a smooth experience for everyone involved. This typically means that employees must meet a certain minimum level of connectivity in order to perform their work from home. If an employee has a slow or spotty internet connection, often times the rest of the meeting is put on hold while everyone waits for them to re-join.
There are many different options for communication tools, and it’s important to choose one that meets the needs of your team. Some popular options include: Slack, Zoom, Google Hangouts, and Skype.
Do not be quick to use any old communication tools. Instead, take your time and try them out first. Get assistance making tweaks to the settings, so that you can have quality virtual meetings. Also, make sure that your remote team has access to all of the necessary tools for smooth communications including headsets, VoIP desk sets, webcams, etc. When you can utilize a softphone on your smartphone or computer, sometimes hard phones are no longer needed in remote work environments.
Boost the Productivity of Remote Workers
The digital workplace is evolving rapidly, and as a result, many companies are struggling to keep up. By understanding the common mistakes that companies make in the digital workplace, you can avoid them, and create a more productive and secure environment for your employees.
Reach out to AlphaCIS, we are a managed services company in Metro Atlanta. Increasing efficiency, selecting the right technology for the job, and implementation, is what we do best! Schedule a quick discovery call with us here or call us at (678) 619-1218
