5 Mistakes Companies Make in the Digital Workplace


Companies across the globe were forced to adapt their business models in light of the pandemic. The traditional model, where everyone worked in one office together, no longer worked and many firms had no choice but to switch over to remote working.

Estimates suggest that 70% of full-time employees worked from home during the worst pandemic. Even now, remote work remains an option; 92% of respondents expect to do so at least one day per week.

Businesses have had to reevaluate their policies and tools in response. Many firms have had to alter how they work, transitioning to a digital cloud workspace for hybrid teams.

This transition has brought with it many new advantages, such as:

  • Employers and employees will both benefit from reduced costs.

  • Enhancing employee work/life balance

  • Higher Morale

  • Slightly Better Productivity

  • Client service is now more accommodating

However, there have been risks and challenges associated with the digital workplace transition. These include:

  • Endpoints and networks that are vulnerable are identified.

  • Employees experiencing disconnection

  • Communication Issues

  • Tracking productivity and accountability through communication problems

  • Communication between employees can be a real obstacle

  • Data breaches pose a greater danger.

20% of companies experienced a breach due to remote workers during the pandemic.

Gaining success requires effort and time; additionally, you may require the guidance of an IT specialist to avoid costly errors.

Here are the top mistakes companies make when creating a digital workplace, according to IGLOO's State of the Digital Workplace report.

1. Improper Cloud File Organization

Companies often store files in the cloud as part of virtualization efforts to streamline operations. However, this cloud storage environment must have an organized structure otherwise employees may struggle to locate necessary documents.

According to IGLOO's report, 51% of employees avoid sharing documents with colleagues because they either couldn't locate it or believed it would be difficult. This is the highest recorded percentage for this statistic ever recorded - an indication that the issue is only getting worse.

Here are a few tricks to make shared cloud storage files easier to locate.

  • Maintain a flat file structure (2-3 folders deep).

  • Establish a consistent hierarchy of naming structures

  • Do not create a file that contains fewer than 10 documents.

  • Reduce clutter by archiving and deleting older files each month.

2. Remote Workers Miss Out on the Conversation

It can be disheartening for remote workers to listen to people discuss something in a meeting and then realize they have missed an important part of what was said earlier. Unfortunately, many companies still struggle with how best to manage remote communication.

Nearly 60% of remote workers report missing important information due to miscommunication between colleagues. When office personnel make decisions without factoring in remote workers' opinions, efficiency suffers.

Bosses and managers must create an inclusive culture, even if it takes some time to break away from old habits. With the right attitude, we can make the world more welcoming for all.

3. Unauthorized Use of Cloud Apps Not Being Addressed

Shadow IT, also referred to as unauthorized cloud app usage, had become an issue even prior to the pandemic. This issue became worsened with people working remotely as they often use their personal devices for this purpose.

More than half (57%) of employees use at least one unauthorized app in their workplace, potentially having negative repercussions for organizations.

Shadow IT presents some risks, such as:

  • Data breach due to unprotected applications

  • Violations of Data Privacy

  • App usage drives up costs through increased labor costs.

  • Lack of visibility can leave company data vulnerable.

  • The employee is terminated and all data stored on the unauthorized app are lost.

4. It's essential to recognize that remote doesn't necessarily mean from home

Remote workers may not always work from their residences, but they can connect via Wi-Fi connection. They have been known to work from hotels, airports, family members' homes, local coffee shops or even within them!

Remote employees can put companies at risk when they fail to adequately protect company data. Public networks are notorious for allowing "man-in-the-middle" attacks, where hackers connect to a shared network and use software designed by themselves for data theft against others on that same network.

Business VPNs are ideal for remote workers. They're both affordable and user-friendly - simply enable the app on your employee's device, and it will redirect their data to secure encrypted servers.

5. Do Not Utilize Communication Tools That Exasperate Everyone

Virtual meetings can be a real headache for teams. According to surveys, 85% of remote workers have had at least one meeting interrupted due to technology problems; it has become so commonplace that virtual conferences may even be cancelled entirely! With these numbers, it's clear that there's a real issue with technology in virtual meetings: everyone feels the effects!

Communication is the foundation of digital workplace success. Utilizing cloud-based video and audio calls as well as chats, the right technology enables a streamlined experience for all parties involved.

Do not rush into using any communication tool. Take your time to test them out and ask for assistance in optimizing settings to make virtual meetings more productive. Furthermore, ensure your remote team has all necessary equipment like headsets, VoIP desk sets, webcams, etc.

Hybrid Office Productivity Boost

Get in touch today to arrange a consultation about technology. We can help improve productivity and efficiency in your digital workplace.