There are many types of online workspaces and each has its own benefits. Some of the most popular online work spaces are Google Drive, Dropbox, and OneDrive. These platforms allow users to create and store documents, spreadsheets, and presentations online. They also offer collaboration features, so multiple users can work on the same document at the same time. Another benefit of using an online work space is that users can access their documents from anywhere with an internet connection.
Many businesses are adopting workplace-automation technology to support a constantly changing workforce and help make companies more agile.
An on-demand workspace has traditionally been used in the professional world, with employees working remotely on their own devices while the company they work for is closed. These arrangements have allowed people to develop a top-notch work ethic and culture because they can be flexible with when and where they work.
In recent years, the types of professionals who work in an on-demand fashion have broadened. Freelancers and contractors are more accessible than ever because platforms like Upwork, GoDaddy Pro, and Guru.com allow companies to hire individuals for one-off projects or to fulfil a temporary need.
According to the Freelance Industry Report 2017 by Elance-oDesk and The Creative Group, freelancers made up 34% of the U.S. workforce in 2016—a number that is expected to grow to 43% by 2027.
Areas that an organisation should consider and include within their online workspace culture:
Internet accessibility
An organisation’s online workspace culture depends upon the online workplace environment is accessible. If internal departments can only access the internet from a roadside café, it could create a hostile and uncomfortable working experience for their employees. Therefore, it’s vital to ensure that internal departments have access to the internet from a networked computer with fast connection speeds to facilitate effective, productive and efficient communication between staff members.
End-to-end security
Facilitating an online workspace culture also depends on the level of security that is put in place. A secure, encrypted platform will ease staff members’ minds when it comes to transmitting sensitive information. The use of 2-factor authentication and remote wiping technology will significantly contribute to the success of an organisation’s online workspace culture. To initiate a sense of trust amongst staff members, the company should clarify what type of data each employee should securely share with others.
Accessing secure documents and files from remote locations will minimise roadside meetings and unnecessary face-to-face interactions that could delay project completion times.
Finding the right software solution
Not all software solutions are created the same, and not all will fit the needs of a particular organisation. To find the right solution that suits a company’s unique needs, staff members should ask themselves specific questions about their online workspace culture. For example, how will staff members actually access their online workspace? How much storage space is available, and how many users are there? Is there a need for security? What functionality do you want? What kind of cloud offerings are available to you?
The answers to these questions will help determine which features and functionality a company requires from their software solution.
Developing trust
To get the most out of an online workspace culture, staff members need to be able to develop a sense of trust with one another. For example, a company may choose to implement an internal messaging system that allows employees to communicate quickly and effectively in real time. This will allow project managers and clients to collaborate efficiently while keeping the lines of communication open. Another factor that facilitates a sense of trust within an online workspace culture is the use of digital signatures. Employees can use these when signing documents and other files to know who is officially connected with the document. This will help prevent from software piracy and reduce unauthorised access within a networked environment.
Document management
To facilitate an influential online workspace culture, staff members must clearly understand how they will store, manage and access their digital documents. Likewise, businesses should assess their needs and ensure they have the correct type of document management software available at work. Document management solutions can be accessed from a highly secure, remote location, and they can help to facilitate effective, efficient communication between staff members about their files.
User-friendly platform
To facilitate an efficient online workspace culture, companies must develop solutions that are easy to use. This can be achieved by providing easy access controls and summary reports so that employees only see the information that is relevant to them. In addition, this will make it easier for employers to provide training packages related to online workplace culture. Overall, this will aid staff members’ trust development within an organisation’s online workspace culture.
The Perks and benefits of providing an accessible online workspace:
Time-saving:
Depending on the nature of the work, employees could spend between 2-8 hours a day commuting to and from work. If an organisation implements an online workspace culture, this could save staff members valuable time that can be used for other, more productive tasks.
Less office downtime:
Cutting down on unnecessary meetings, driving to meetings and having face-to-face interactions will save organisations time and money. In addition, a more productive workforce will ultimately lead to higher profits for companies.
Easy access:
24/7 access to your files and resources will save staff members the hassle of running back and forth to an office. In addition, an online workspace culture will allow staff members to work from any location as long as they have an internet connection. This could be from a local café, customer site or even their own home.
No more lost or damaged documents:
If a staff member loses a document that is important to the company, it could lead to delays in project completion and, ultimately, revenue loss. By implementing an online workspace culture, staff members can access their files from any location at all times. This way, they can handle the potential of losing their documents or losing time looking for them.
Efficient working:
An efficient online workspace culture will allow staff members to complete their work faster and with less effort. In addition, they could access the same amount of files whether they are in the office or at home. This will cut down on the overall amount of data that is transferred and saved each day, ultimately saving companies money.
Consequences of implementing an online workspace culture:
Difficulties with project completion:
Project completion may be delayed if there is a lack of clear communication and organisation. If this is the case, there could be delays in project progress and loss in revenue. By implementing an online workspace culture, staff members can easily access files, documents and resources without having to commute back and forth. This will save staff members valuable time that could be used for more productive tasks.
Employee productivity goes down:
Employees may lose motivation and feel less satisfied with their work. As a result, they may feel demotivated and frustrated at work which could lead to negative behaviour. An online workspace culture can help staff members to overcome these obstacles by allowing them to use their tools and access easy-to-use resources such as digital signatures.
Loss of top talent:
Although this may seem like a good thing, a lack of competent staff members will lead to lost revenue due to lower levels of productivity and lower efficiency. An online workspace culture will help solve this problem by helping professionals communicate more efficiently with clients and colleagues, which could lead to increased revenue.
Visual distractions:
Visual distractions such as viewing Facebook, YouTube and emailing can reduce productivity and efficiency. An online workspace culture will reduce the amount of time staff members spend on emails, Facebook and YouTube, which could save companies money as they won’t have to spend as much time purchasing these tools. For example, by implementing an online workspace culture, staff members could easily access a solution that can monitor emails, files and websites that staff members access. This way, they can quickly stop staff members from wasting time on social platforms, resulting in a more efficient organisation.
The IT infrastructure may not be strong enough:
A lack of robust IT infrastructure can lead to frequent downtimes, which could affect the productivity and efficiency of staff members. To prevent this, companies must ensure that their IT infrastructure is secure, reliable and efficient for staff members.
Tips on how you can successfully achieve online workspace culture:
Choose the right software for the job
It’s essential to choose the right software that is compatible with your organisation’s devices. For example, a cloud-based solution will only work well with users who have access to cloud technology or equipment. In addition, you need to know what laws and regulations affect your organisation before choosing a security solution for your online workspace culture.
Cope with sanctions and regulations
Many types of legislation could affect an organisation’s online workspace culture, like privacy laws. In fact, regulations can sometimes be more complex than or less complicated than the policies that are intended to enforce them. So you need to understand the laws and regulations, the organisation’s culture and whether or not employees are willing to make adjustments to become compliant.
Make your resources available for all staff members at all times
Whether you have employees who work from home, use smartphones or tablets, rely on email, or access the internet from computers at local cafes or from their homes, you need to make sure that these devices are possible sources of access for your staff members. In addition, if you do not have computer-savvy employees, invest in technology that enables them to access their devices no matter where they are.
Make social media and confidential information among staff members accessible at all times
Although adopting an online workspace culture can make it easier for staff members to communicate with clients and colleagues, you will want to ensure that any confidential information or sensitive data is secure in case of a leak. If staff members want to share confidential information or discuss sensitive issues, they should always do this securely. You will need to work with IT professionals to ensure there is no leak risk.
Choose the correct type of access for your organisation
There are many different types of access that you need to consider to ensure that your staff members can efficiently and effectively communicate with clients, colleagues and other staff members. For example, you will want to choose a solution for staff members who work remotely or from home because this is only sometimes practical with face-to-face communication. You could also choose a solution for your employees who use smartphones or tablets and one for your computer users.
Types of online workspace cultures:
There are three types of online workspace cultures that you need to consider when creating your online workspace culture. These are
Online desktop collaboration
This is mainly used by employees who use a desktop or laptop. An online desktop collaboration solution allows staff members to access their files and folders from any location, which makes it easier for employees to work from home.
Online virtual meeting rooms involve video conferencing tools that allow for face-to-face communication between colleagues. This type of online workspace culture is helpful for staff members who need to have detailed discussions about projects, clients or any other vital issues.
Online workgroup
This type of online workspace culture is used for organisations with many workgroup collaborations. It can be helpful for people who have access to many documents, have online meetings and need to share files and information with colleagues.
The Benefits of an online workspace culture:
Increase in revenue and efficiency:
To reduce costs and increase revenue, you must ensure that your staff members are more efficient and productive. An online workspace culture can help achieve this by allowing your staff members to work from anywhere at any time, leading to increased productivity.
Improved communication:
With an online workspace culture, your staff members can communicate with each other more effectively because there is no need for them to be located next to each other in the office. As a result, they can easily collaborate on projects or tasks and access the latest documents.
Improved collaboration:
An online workspace culture strengthens the relationship between staff members because it allows them to be more flexible and work better as a team. Moreover, with the use of social media, communication between staff members is more effective and efficient than ever before.
Reduced travel costs:
With an online workspace culture, you will spend much less money because there is no need for your staff members to commute to their workstations. This saves time and money and can reduce the cost of operating your business.
Stress reduction and job satisfaction:
An online workspace culture can help your staff members become more productive, efficient and effective, which can reduce stress levels. This can also lead to greater job satisfaction.
Improved employee engagement:
When staff members are involved in critical decisions and processes throughout the organisation and given access to crucial information, they will be more engaged and motivated in their work.
Easier and faster recruitment:
With an online workspace culture, recruiting new staff members is much easier because they will most likely be working remotely or from another location. As a result, you can interact with them more quickly and conduct more effective interviews.
In conclusion
With the rise of cloud computing, creating an influential online workspace culture has never been more critical. To ensure that you can create an effective and efficient online workspace culture for your organisation, you will need to ensure that you have all the information, training and support you need. Moreover, it is essential to work with IT professionals who have experience in creating official documentation and training material.
