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Jain Software’s Guide to Digital Workplace Solutions

By SMM dept In Business, Official Blog

As the business environment changes rapidly, employing traditional conventional ideas of work places have greatly been impacted on by the advancement in technologies. ] In recent years, organizations have witnessed the importance of improving work productivity, communications and employees’ satisfaction, and one of the most effective solutions in the today’s business field is the digital workplace. Through our proven experience at Jain Software, we design and implement excellent digital workplace solutions that can enable the business world to function optimally within the new digital economy.

Understanding Digital Workplace Solutions 
A digital workplace refers to the set of all digital technologies and spaces in work that people use to accomplish tasks. This relates to all forms of electronic communication, such as using e-mail, instant messages, coupled with collaborative applications and even cloud applications. The digital workplace solutions are designed for harmonizing and connecting the work environment to achieve the goal of facilitating employees’ access to information and available resources regardless of the time and location.

In order to identify the key components of a digital workplace, you must first understand what a digital workplace is and what it is designed to accomplish.
Communication Tools: It is well understood that communication strategies are the main support in any company or higher organizations. Other examples of digital workplace are other features such as multi-media communication including messages, video conferencing and social; collaboration platforms which allow individuals within the company to communicate and work in real time regardless of where they are located.

Collaboration Platforms: This cognate tools help the employees jointly on projects, documents, and daily tasks in a single platform. Some examples of such tools are project management software, document sharing applications, and collaborative ideation spaces like online whiteboards.

Cloud Computing: Solutions hosted in the cloud are enable users to work with applications and data from any device that has connectivity with the internet. This opens up flexibility and also guarantees that information that requires fast access is well within reach.

Security Solutions: As the organization deploys more digital means in business, data and applications security are of paramount importance. Examples of digital workplace solutions are; we also have strong security measures like encryption of messages, use of strong passwords, and security check-ups annually.

Analytics and Reporting: High competition and the constant influx of technological advancements has made it necessary for managers to be careful with decisions that are made in an organization today. There are always some gated analytics tools that help in assessing the productivity, engagement and other aspects of the employees in the digital workplaces.

Advantages of Adopting Web-Based Enterprise Solutions
Enhanced Productivity
Digital workplace solutions integrate the space and processes into a relatively seamless system, removing many of the problems of analog work environments. Through its effective design, a clear workflow and an organized collection of tools and resources, the productivity and efficiency of employees are increased because they do not have to look for any information or assets they require for long.

Improved Collaboration
Employees can work together and communicate efficiently even when they operating in different geographical locations, and this is possible through the use of digital workplace solutions. This is evident especially in the current global economy where most working teams are decentralized and located in various regions.

Greater Flexibility
Flexibility – the opportunity to work from any location is regarded as the most essential advantage of digital workplace solutions. Everyone can perform their work regularly depending on the place they are, whether in the office or at home or even on the move. It also means that employees have more career paths possible open to them, making for higher job satisfaction and better work-life balance.

Enhanced Security
Digital workplace solutions have embedded features enhanced security which help protect business critical information from cyber threats. This is especially the case as more operations are done online, and organizations embrace technology in their daily activities.

Cost Savings
This expertise also gives guidance to new initiatives and thereby cost reductions – for instance, obtainable through Internet-based services and the minimized necessity for offices. Moreover, since digital workplace solutions provide employees with relevant tools and enables them to simplify their work, it also increases the effective usage of resources within the organization and, therefore, decrease operational costs.

The Moment Jain Software Chose Digital Workplace Solutions
As such, Jain Software Inc has developed a holistic and detailed strategy for creating and implementing the digital workplace. Ideally, we should achieve the implementation of physical environment that support both productivity and security enhancement as well as collaboration.

Here are some of the key steps we take in our approach:

Needs Assessment
The first that we have identified as relevant for our process is a needs analysis stage. This allows for a close collaboration with the client to identify the issues involved and the targeted objectives or outcomes. So, this allows us to create a solution that can effectively address their requirements and needs without break.

Solution Design
When identifying the needs of every organization, we must find relevant tools and platforms to implement our digital workplace. They should be robust in such a way that they can be adapted to changing needs of the business or expanded if need be.

Implementation
As discussed, we are responsible for the handover and support where all parts of the digital workplace solution are set up and coordinated. This involves updating layouts that are used in the software, copying information from one program to another, and educating workers about how to operate the new applications.

Security Integration

Security of the digital workplace is significant for enterprises and becomes an essential criterion for their functioning. It is our policy to employ adequate security measures to safeguard commercially sensitive information and conform to the legal requirements restricting unauthorized access.

Ongoing Support and Maintenance
This is where we think we surpass many other consulting firms since it’s not the end of our involvement with the client. Other stakeholders: We stand ready to continually support the administration and management of the digital workplace solution and to carry out maintenance as required. This consists of updating the app’s software, diagnosing problems if any ,and providing assistance to the users.

Case Study: How to Digitize the Traditional Type of Office to a Smart Workplace
Now that we have discussed the digital workplace solutions of Google suite to a greater extent, let me discuss its application in practice through an example of one of our clients – the mid

-sized financial services company.

The Challenge
The issues that downloading straight-away arose in the traditional office setting were a great concern to the company. Another factor that emerged was that the overall communication between the employees in particular was hampered by outmoded technology and methods being used in the company. Furthermore, the company was facing issues in productivity as well as the morale of the workers primarily due to remote working as more workers adopted this new operating model.

The Solution
After conducting a thorough needs assessment, we designed a comprehensive digital workplace solution that included the following components:

Communication Tools: We used a set of communication apps such as a chat, video conference, and communication applications developed based on social networks to provide effective communication means.

Collaboration Platforms: To facilitate better collaboration, we introduced a project managing tool that runs on the cloud with the added bonus of a shared server for documents.

Cloud Computing: I transitioned the company’s ENT applications and information to the cloud and ensured that employees could log into them from any gadget securely.

Security Solutions: In order to prevent unauthorized access to the company data, we employed the highest levels of encryption and used the multi-factor authentication.

Analytics and Reporting: Work threats and opportunities: While implementing the analytics tools we presented detail productivity and engagement information that was beneficial in decision making by the company.

The Results
The changes resulting from the management and the consequent adoption of the digital workplace solution were described as positive by all members of the company. Another advantage is that, through this structure, communication and collaboration between workers was boosted, and, as a result, business productivity enhanced. Since most worked as employees they were able to work from any location which allowed for improved job satisfaction as well as a proper work-life balance. Moreover, our security measures helped the company to keep its sensitive data safer than before during the implementation of the project.

Conclusion
Modern employees demand and expect efficiency and reliable access to various tools at work, thus digital workplace solutions are crucial for companies that want to remain relevant on the market. Jain Software is a professional services firm that caters to the needs of exclusive clients by providing custom end to end digital workplace solutions for business operations optimization, communication and data protection. Through a full-service solve model incorporating needs analysis, solution architecture, delivery, security engineering, and managed services, we guide organizations to convert their static office spaces into collaborative, productive digital ecosystems.

In an era of increasing demand and competition where communication, collaboration, security, and cost all matter, Jain Software’s solutions for the digital office enable organizations to reach their objectives. Visit us today or drop us a line to find out how we can assist your organization grow in the digital world.