What Does An Innovative Digital Workspace Look Like?

Introduction: What Does an Innovative Digital Workspace Look Like

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Transformation in the workplace is related to improving the workforce's skills, and the quality of tools, and incorporating innovative new ideas in business management. After globalization and the advancement of technology, it has been seen that many organizations are introducing digital transformation in their companies. Digital transformation refers to the advancement of technologies in the organization. This study is concentrated on a UK-based organization’s project planning. Such a planning program consisted of several tasks, and activities related to the initiation, planning, and execution. This study also emphasized the primary and secondary research and analysis of their findings. 

Step 1: Project planning

Scope of the project

The scope of a project is a major part of project planning. It consists of specifications of the list of goals for the selected project. It is also concerned with the different tasks of the project, costs, deadlines, and many other things. This also encompasses the boundaries of the project. This is the aspect where the establishment of responsibility for each team member occurs. Digitalization of the workspace relates to several future scopes. Digitalization in the workspace saves a big amount of time and that is helpful for working with more creativity and work efficiency (frontiersin.org, 2021).  It also improves communication and the accuracy of the work. 

Required activities

We cannot ignore the digital workplace in this modern era. The success of a digital workplace does not only depend on the installation of digital technologies. The employees need to accept it and practice it. Transformation of the new workplace requires a collaborative understanding of the team members. There must be a common goal for every employee. Every employee needs to understand the common goal. This will help to overcome the challenges of a digital workplace together. They will understand the needs of the customer (bureauofdigital.com, 2022). The ability to share the vision is equally important for a collaborative business environment. Project managers need to encourage an effective teamwork module. Project management in the digital workplace needs initiation, planning, execution, monitoring, and closing. Project initiation means identifying the right project for initiation (Meyer von Wolff et al. 2019) Goals for the project have to be set for achievement. 

The project management team of Hibo needs to prepare a project charter. Identifying the stakeholders is another important step. The project charter holds all the information related to the project and the registration of the stakeholders (Attaran et al. 2019). The project becomes official after the approval of the project charter. The project charter holds the goals, limitations, problems, stakeholders list, budget, and approvals. A statement of organizational assets, core organizational costs, environmental factors, and cases related to the business is the required information for the project charter. Information about stakeholders is necessary in the registration part of stakeholders in the project charter list. Stakeholders' expectations, roles, designation, and communication types must need to be mentioned in the list. The initiation phase of the project planning highlights the projected success ratio of the project.

The project planning phase holds half of the entire project work. The scope and objectives of the project are in the planning phase. Input for the execution phase needs the outputs of the planning phase. Planning and execution are dependent on each other (Zukin, 2020). There is a work breakdown structure in the planning stage of Hibo. The project planning phase defines the activities to deliver the final project. The sequence of activities can determine the order of execution of the project. Resource activity estimation can help find the required resources to execute the project. Resources need estimation for the critical task and floating task management. The project execution phase requires coordination with people and resources. Most of the cost consumption is in the execution phase (de Lucas Ancillo et al. 2021). Project execution includes performance in quality assurance, acquiring of the project team, development of the team, communication management, stakeholder engagement management, and project phase review. Monitoring of the project in Hibo follows the assessment of any change in the project, scope validation, controlling of scope, schedule, quality, cost, communication, risk, and procurement. The closing phase includes the validation of the customer for the final deliverables, closure of resources, and closure of administrative works related to the project. 

 

Figure 1: WBS structure of project planning

According to the WBS structure, it can be said that the project manager of the company is the highest hierarchy to operate the project. The project manager directly interacts with several managers from different departments such as IT, HR, general manager, and production manager. The managers handle the staff of their respective departments. Only the general manager manages the suppliers. Stakeholders and the workers. 

Figure 2: The Timeline

Figure 3: The Gantt chart

As per the Gantt chart, the main purpose of the project management of Hibo is to select the goals regarding digital transformation in the company. Then it is necessary to align the goals with the policies of the company. Many other things are also associated such as finding the scope, business approval, budget approval, and work delegation. The main activities are following the process of arranging discussion of the forum, idea management program, formulating a reward and recognition program, and taking feedback from the employees.

Significant events of the project

Discussion forums

Employees can share their ideas if there is a corporate communication forum. A hybrid workforce can get the most benefits from the forum. Collaboration is not just working together in a place. Collaboration means working for the same goal with a shared vision. Employees need to work on the same topic. Traditional methods cannot shape an innovative idea out of the topic. Digital forums can help the employees of Hibo. They can share their ideas on the platform. Different ideas can establish a whole new idea for the topic. Ideas can get further analysis to achieve the aims and objectives of the company. 

Virtual water cooler

Employees engage themselves in in-person collaboration during break time, lunch hour and post meetings. Conversations are both work and non-work related. Personal conversation transforms into virtual meetings after the pandemic. Casual conversation creates a collaborative mechanism. This mechanism can generate innovative ideas, engagement, and experience in the hybrid workforce of Hibo. Collaboration in the workplace can create virtual water cooler moments. This can result in new ways of working for the whole team. Collaboration among the employees is helpful for Hibo. Different teams of the company can share their thoughts with each other. The exchange of ideas can lead to innovative outcomes. 

Idea Management

Innovation in business can brighten a fantastic idea. Tradition methods of sharing are outdated. Digital technologies help to share ideas and maintain the flow of ideas. The availability of idea management tools makes it easier for the ideas to be captured. It can help flourish the idea. Hibo encourages sharing of ideas as a strategy for knowledge management (Khin and Ho, 2018). Idea management tools can ensure profitability, productivity, and engagement of the employees. This portal of idea management helps to find the existence or non-existence of the same ideas in the portal shared by the employees. It helps to update, modify and source ideas. 

Rewards and Recognition

Innovation and human capital are two required facilities for any project to become successful. Human capital and innovation need to connect with each other to achieve a particular goal. The connection between these two can promote the growth of the company (Schoemakeret al. 2018). Innovative ideas need recognition. Only recognition and reward can boost the mental of the employees of Hibo. Employees of any organization can get the motivation to construct innovative ideas and share them only through rewards and recognition. This can encourage the participation of the employees to form innovative ideas. Reward scoreboards can improve the quality of innovation. An entire team can get motivation. 

Activities related to initiation, planning, and execution

The project planning program can be broken down into three steps that are initiation, planning, and execution.

Initiation: Initiation of the project is required to identify the needs of the business. The method of initiation is concerned with the problems and opportunities that are associated with the project (Armenia et al. 2019). A feasible study is necessary to identify the primary problems of the selected project of Hibo. Next, it is needed to identify the outcomes of the project. These outcomes are associated with the products from the project. Project stakeholders are the area of concern of a project management plan. Estimation and identification of the costs for formulating the project take place in this project management program (Taghipour et al. 2020). A statement of the work essential that is concerned with the objectives, scopes, and deliverables.

Planning: The method of planning is naturally related to creating a project plan. Identification of the timeline of the project is needed. It is also essential to define the different goals of the project assigned by Hibo. The required tasks that are important for the project and the limitation of such planning and the possible constraints that can occur all such things are needed to keep in mind while planning a project a program (Wuni and Shen, 2020). The method of planning includes estimating the expected budget. While planning is in process, the employees must understand most of the content regarding this planning step. The method of estimation of the budget consists of the determination of the required investment and the best possible profitability. This step also includes the anticipation of the risks. The team members needed to be brought on board and clear their doubts regarding the project. 

Execution: The steps of execution of a project are associated with the creation of the task and the organizing workflow of the selected team. It is also important to assign the project to dependable and competent employees of the organization. The management of the company or the project managers needed to take care that the employees are not stressed out. A major activity regarding this step is to guide the other members of the project team. Regular basis communication is required with the higher authority, clients, and team members. Regular update is also needed to provide to the stakeholders of the project. The quality of the work is also needed to review at regular intervals of time (Pihir, 2019). This is the phase where the planning turns into action. 

Risk identification: Risk management is the method that includes the identification of the risk that can affect the whole business process regarding its health and profitability and the formulation of its management process. This is a proactive process it anticipates the danger events beforehand. The actual aim of risk identification is to increase the possibility of success and minimize the threats regarding the project work. In an innovative digital workspace, there are several common risks that are associated. The first threat is the hybrid cloud infrastructures that are effective for the flexibility and agility of the project but also bring new risks regarding security settings, and incompetency in detection. There are several risks regarding digital supply chains. Digital transformation can disrupt the supply chain and can provide loss in business. A huge amount of data was gathered by the company because of the transformation it is possible to be the target of cybercriminals (Gallego et al. 2021). The data sets used in the model of the project planning method needed to be like the real-world data. Otherwise, the planning of the project will not work out properly.

Step 2: Conduct Secondary and primary research

Primary Qualitative Research: Interview Questions

Q1. What do you know about the innovative digital workspace?

Employee 1	Employee 2	Employee 3
“A workspace that is characterized by the extensive usage of technology.”	“Using Technologies to improve productivity.”	“Different technologies are used to help the working sector.”

Q2. What is your opinion about the implementation of digital workspace in your organization? 

Employee 1	Employee 2	Employee 3
“I think it is a good idea as it can make the working life of the employees relatively easier.”	“Well according to my opinion, it should be implemented in every organization. As it can help in producing efficient results.”	“I do not think it is a good idea as it will make individuals reliant more on technologies rather than believing in their own abilities.”

 

Q3. According to you, what does an innovative digital workspace look like?

Employee 1	Employee 2	Employee 3
“Well to be honest I have not experienced such an environment before. Therefore, I do not have a clear idea.”	“Digital workspace will contain employees that communicate and connect well with each other”	“Digital workspace will increase the speed and efficiency of work”

 

Q.4. What will be your suggestions in the process?

Employee 1	Employee 2	Employee 3
“I would suggest building a learning culture within the organization.”	“Providing training to employees will be beneficial in the process”	“Employees being effective in the adoption process will be helpful.”

Q.4. what features of digital software have?

Employee 1	Employee 2	Employee 3
The integration process is completely stress free	No stress in workflow and mange mental people	Contextual conversation is the best features of this process. Smart reporting process as well as access control are happens in this type of process.

 

Q.4. What are the example of digital workplace?

Employee 1	Employee 2	Employee 3
Emailing process and other innovative tools are the part of digital workplace.	Cloud meeting helps to make the virtual process easier and distance meeting happens without obstruction.	Various virtual tools and innovative technologies are used to remove the distance between various countries. The remote work in multinational companies is mainly made with the help of these digital technologies.

 

Q.4. What are traits of digital organization?

Employee 1	Employee 2	Employee 3
Unreasonably inspirational as well as cultivate talents are the main trait of digital platform.	Being quick about data collection and gather various knowledge related to data are the features of digital organization.	Acquire various capabilities as well as skills related to digital marketing help to increase productivity rate of digital company.

 

Research two organizations to understand their digital transformation

Digital transformation (DT) is a process that helps organizations to increase their strategy powered by advanced technology. It allows companies to compete better in a financial atmosphere that is rapidly changing its way every day in response to technological evolution. here we can mention the names of two famous companies, Shell and Vodafone, which have taken the path of digital transformation and have been leading the graph of success in the world now (Coiro, 2021). These companies help clients to build a digital strategy that increases the results they achieve in their marketing, advertising, and SEO drives. 

Shell has always been a pathfinder in the history of the development and deployment of digital technologies for years.

Digitalization is also modifying the energy industry by developing efficiency and safety and by forwarding the use of inexhaustible energy. Shell is an international energy company spread over 70 countries that have taken the way of digital transformation to increase its growth rapidly (Haddad et al. 2019). To implement the digital modification Shell conducted organizational and technological changes in the company through rapid iteration and experimentation, developed ways of working, data lucidity, ceaseless learning and action-oriented resolution making and others. They worked in teams and with other experts around the world to combine commercial acumen with technological and information expertise. Shell has developed practical solutions, allowing us to learn and improve all time. Today Shell has over 100 AI applications in different stages of the formation of the business (Birch et al. 2020). At Shell, they have advanced infrastructure and partners with some of the world’s best technology and cloud providers to regulate and pursue digitalization across the business. 

On the other hand, Vodafone’s worldwide regulating model by being Digital ‘First’ has been delivering a fundamentally developed consumer experience, energized by modern technologies by structurally lowering the cost base. Digital modification in Vodafone has developed its strategy from market to market differently by doing the deals directly with technology givers to create one stack for all. The move helped the company to upgrade efficiencies across the teams and better understand data internally (lumapps.com, 2022). According to the statistics of the last two years Vodafone has created over 3500 FTE role efficiencies through robotics, artificial intelligence, and process optimization. The larger the organization, the more effort, time, and capital it will take to bring productive change. It is the famous ‘turning the tanker’ analogy means if Vodafone is a tanker, it will be a boundless one. 

The Advantage of using innovative digital tools

Digital transformation is the exercise of utilizing digital technologies to build new and modify existing business operations, culture, and customer experiences to touch the transforming business and consumers' requirements (Alzghoul et al. 2018). A digital transformation tool is a type of software that helps in modifying the business to the digital world, it can be utilized to regulate tasks and improve customer experiences. The main objective of this tool is to help companies to compete with their market rivals and meet the graph of new success rates. It includes chasing the company’s purpose, within the context of its main values. Digital modification is the procedure by which companies embed technologies across their businesses to bring a change in their fundamental structure and progress. Technologies help organizations to increase their efficiency of services, systems, and quality of products. In fact, this has enlarged the productivity in operating the business which is helping the company to reduce its costs as well as the business to grow rapidly (Bonfield et al. 2020). In the way of digital transformation in a business institution, the business process and the structure of that organization must go through some changes to meet a new rate of success. The main purpose of digital modification in companies is to enable automation, upliftment of data quality, and collect and structure all the information so that the regulatory body can apply advanced technologies such as better and more sophisticated software. 

The significance of upgrading technology in business cannot be realized if we do not describe it as follows,

Communication: The upgradation of digital modification in companies enables a wider, faster and more efficient means of communication between the sellers and the consumers.

Security: Nowadays all business-related information is mostly stored in the cloud or in endpoints, which has led the company to take strict measures to store its data as well as its customer security (Beltagui et al. 2020).

Efficiency: Digital technologies help to enlarge the capability of services, products, and systems. It, in fact, increased productivity in operation helps to reduce costs as well as enable the business to grow rapidly.

Time and money: We cannot deny the fact that technological advancement has led modern companies to assist companies to achieve more success in less time by reducing the core organizational cost.

On the other hand, technological advancement also assists the modern organization to increase their satisfaction, allows high-quality consumer experience, increases agility, and encourages an atmosphere of employee excellence as well.

Areas of good practice

The organization can maintain good habits to have smooth functioning in the business workspace. These practices can be held in different strategic places in an organization that can help improve productivity and affect the growth of the company (Haddud and McAllen, 2018). Here Hibo Company can implement good practices in different areas within their organization. Some of the good practices are as follows.

Define the business problem: Different workplaces require the use of innovative technologies in the production optimization stage, to provide customer satisfaction, and to provide sustainability. All these places require the use of innovative technologies to implement different strategies. Modern technology can be used to identify the exact area of the problem that is affecting the business (Mcgill et al. 2020). The excessive use of modern technology can also lead to the loss of resources. Hibo organization can set clear goals and KPIs if they are able to understand their business problem as it also helps to formulate a particular strategy. Organizations can benefit a lot if are able to inculcate habits of clearly understanding the area of the business problem as it will help to rectify those mistakes for the betterment of the company.

To give importance to various team collaborations: A business is mainly set up by team collaboration. It is the efforts of various teams within an organization that help to achieve the desired outcome set by the company. A team consists of members that are equipped with different skills, and talents. The working of a team together as a unit can be helpful in various ways that will affect the eventual outcome of an organization like Hibo. The work of digital transformation requires a team to be able to adapt to multidisciplinary work. Therefore, channelization of the efforts put in by the team becomes even more critical.

Encouraging change in culture: Digital transformation can be successful in an organization if the organization allows change in culture. Culture is identified as one of the most important pillars for successful digital transformation (Meske and Junglas, 2021). The use of technology involves risk-taking and experimentation at various stages and that can be efficiently dealt with by allowing a change in culture within the organization. A culture needs to adopt different values that can help in successful digital transformation within the organization. These values include giving importance to hypothesizing, testing, and proceeding with positive results. To give importance to a sense of community to increase worker contribution. Hibo organization needs to give importance to open-minded searching to produce effective methods.

Step 3: Present findings

Analysis of Findings

Three employees of the Hibo organization involved in the interview are seen to provide their perspectives on different questions asked to them that were related to Digital transformation in the workspace. Based on the analysis of the answers to different questions asked in the interview it is mostly found that digital transformation can make a positive impact on the overall growth of an organization like Hibo. The conducted interview also shows how essential it is to have a digital workspace within an organization. This makes digital transformation an important factor that can influence the effective functioning of an organization. 

Analysis of the first question

In the first question the employees were asked about their knowledge of innovative digital workspace. From the initial analysis, it is seen that all the employees have some idea about the innovative digital workspace. All of them were seen to answer very confidently to the question and the answers were also seen to be correct (Meyer von Wolff et al. 2019). Therefore, it can be understood that innovative digital workspace is quite popular among employees. Their answers also show the fact that digital transformation can be applied to various areas of an organization like Hibo. It also shows the benefits of implementing innovative digital workspace in an organization.

Analysis of the second question

In the second question, they were asked about their opinion on implementing innovative digital workspace in their organization. After the analysis, it is seen that two of the three employees were rooting for innovative digital workspace as they were seen to state different advantages of implementing it in their organization which can be helpful to them while they work in the organization. This shows that there are various benefits related to the perspective of employees as they seem to be quite excited with the fact of introducing it in their organization. 

Analysis of the third question

Employees of the Hibo organization were asked about their perspective on how an innovative digital workspace would look in an organization. After the analysis, it is seen that two of the three employees involved in the interview have a general idea of the fact on how an organization would look like when innovative digital transformation is implemented (Ahmad et al. 2019). Therefore, it can be understood that the employees have worked in such an environment and have experienced benefits from it. Their answers show the fact that innovative digital workspaces connect employees with each other in different ways and it also helps in efficient work in an organization.

Analysis of the final question

The final and fourth question asks the employees to provide their suggestion in the process of building an efficient innovative digital workspace that can help to improve the management of the overall workspace. All the employees provide different suggestions to improve the workspace. The first employee suggests having a learning culture, the second one thinks providing training to the employees can be helpful, and the third one thinks that adapting to changes will be beneficial in the process. It is understood that all the employees have a good idea of what is to be implemented in the process.

Formal research report

Digitalization is the current trending factor of success in the world. Visionary statements are a very strong base that motivates employees to excel, even in tough periods. The purpose of the interview of the employees from different departments is to understand the impact of resisting the digital modification of enterprises from the discern proportion of the employees of the company. Moving the employees around resourceful and meaningful objectives always helps them feel like they are also creating a big difference in a company's rapid growth. The survey was taken from three employees from Hibo’s IT, Management, and administrative departments on the digitalization of technologies and infrastructure of the organization for analyzing the current situation and satisfaction of the workmen and the consumers as well. They were asked to provide suggestions on the topics like what they know about innovative digitalization, what an innovative digital workspace should be, and their opinion about the implementation of digital workspace in the organization. The employees provide their thoughts and insights over these and that has helped the regulatory body immensely to determine the future visions of the organization towards digitalization. It has provided a lucid picture and clearly describes what Hibo, will be like in upcoming years.

Goals for Interview

An innovative digital workplace is transforming continuously. Employees need to be accustomed to the workplace. The goal of the interview is to analyze the efficiency of the employee. The interviewer can speculate on the knowledge of the employees about the digital workplace. The interviewer aims to find the right skill of the employee. Passion for innovation is an important factor. Only a proper interview can evaluate the passion. An employee needs to be a cultural fit in the digital workplace. The aim is to find the ability of the employees to transform innovative ideas into problem-solving skills. The employee must have the ability to assess creativity and form an innovative approach. 

Interview questions can achieve this goal. An interviewer can check the capacity of the employee to respond to the crisis. Employers can assess the leadership and teamwork skills of the employee. The ability to balance creativity and functionality is a required criterion for the employee. The interview is important to assess the research knowledge and application skills. Employers can check the determination for applying innovation. The interviewer can find the situation when the employee applies innovation the most. An employer can find the experimental quality of an employee with innovative ideas. 

Impact of the interview

The findings from the interview are that most of the employees are supporting such projects associated with digital transformation in the company. Some of them, are not taking this incorporation that positively. Most of the employees understand the purpose of the project. For employees who are not welcoming the project, the company needed to put extra care and guidance for such employees. Proper training is needed before transforming the workspace. The support from the employees will encourage the transformation and the fear of the employees will modify the process. 

Recommendation 

There are several ways by which an organization can improve its digital workspace. A digital workspace is useful to introduce technology in every sector of the work environment. Here are three important recommendations that help organizations like Hibo to create better digital workspaces within their organization. Firstly, it is recommended to encourage and promote a culture of learning within the organization. New technologies arrive every day in the market so to be able to use those technologies one must be able to adapt to changes in technology efficiently (Liu et al. 2021). To be able to adapt to such changes one must be able to learn quickly. Therefore, organizations like Hibo must promote a culture of learning that will directly help individuals to adapt to new changes in technology.

It is recommended to create training and development plans for the employees as it will help them to be efficient at work and will also significantly improve their productivity. Employees being aware of their job role will be able to adapt to different technologies quickly and easily. It can also help them to retain a lot of skilled employees as it can not only help in the growth of the organization but also help in providing financial advice to their higher authorities.

It is finally recommended to engage employees in the decision-making process as it can help employees to provide their suggestions and ideas and make them understand that their opinion matters a lot (Sutherland and Jarrahi, 2018). Collaboration of employees can help employees to improve their creativity skills, and boost teamwork. Employee engagement can also help to raise a culture of self-reliance as individuals working in an organization like Hibo will be able to solve their own problems in critical situations and not be dependent on others to bail them out of trouble.  

Steps 4 & 5: Reflective practice

This present study is helpful for gaining experiences in the context of project management and its different aspects. Project planning and its several steps and methods in the case of digital transformation in the workspace remain a great learning for me. I found a structured way of formulating planning programs while I was doing the assignment. According to my assumptions, I got detailed learning about the key things that needed to be put more emphasis. I got to know that the primary thing in planning a project is to concentrate on the scope and opportunities of the project. The three major steps or methods to structuring a project are initiation, planning, and execution. I got to know about what are the key things to observe and encounter to initiate a project plan. In project planning, I have great learning of the planning items such as the budget, investment, expected possibility, and many other relevant aspects related to the project. Another important key component execution of the planning is the vital step in planning a project. I got great learning on the execution that it is solely concentrated on team building, setting and understanding goals to the team members, and several other aspects regarding the stakeholders of the project. Another effective learning was detailed information about the risk management of a project. Digital transformation in the workplace is a comparatively new demand in organizations (Kashiwagiet al. 2019). There are many new risks also associated with this digitalization. I have elaborative insight from the study of different processes of anticipating risks. The other activities related to the planning of the project were a great knowledge for me. It is quite effective for me for my future practice planning projects. 

A lot of things I encountered during this assignment like the primary and secondary data analysis. Especially the interview segment was so interesting and a great experience for me. I have direct interaction with the employees of Hibo and it helps me to understand the perception of the employees about digital innovation in the workspace. The excitement, fear, complexes such things are encountered very well. The interview session and the analysis according to their responses was the most productive part of this assignment as per my assumption. I got an overall idea about the cause and effects of digital transformation in the workspace as I compared the two other organization’s approaches toward the incorporation of digital innovation in the workplace. 

Conclusion

The usage of Innovative tools in a workspace helps an organization in various ways. It provides various advantages in the overall working of the organization. This study helps to understand the ways by which an organization is benefited from the use of innovative technologies. Different interview questions to various managers of the organization give a general idea of the reasons behind the success of using innovative technologies to help boost the productivity and quality of the organization. In the present finding part of the study, the usage of the correct tools and the statistics help to understand the influence of innovative technologies in the organization.  

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