Anyone who has anything to do with the Modern Digital Workplace knows that it’s so much more than just simply installing a new operating system. The benefits can only be fully realised when it is introduced as part of a wider digitalisation strategy, and this often throws up strategic questions about how future-proof existing infrastructures are. We discuss these points at both IT and management level and use a 5-day workshop to make sure everyone is on the same page about the Modern Digital Workplace project. We frequently see that the introduction not only marks a transition to a modern IT infrastructure, but also requires a paradigm shift and cultural changes to be made at the company. Every single employee is affected by the changes and it is therefore crucial that they are informed in plenty of time about the plans, kept up-to-date on what is happening and also involved in the process.
- 2. Define needs.
- Once a mutual understanding of the importance of the project has been achieved, it’s time to take analyse the status quo. We discuss the following questions in a workshop:
- How does the company work and how efficient are its processes?
- Where does the Workplace play a decisive role for value creation in the company?
- Does the IT equipment help the employees achieve their goals?
- Are employees happy with their devices and apps?
- Are there one-off solutions and multiple logins?
Based on the answers, we define potential sub-projects and what they need to achieve.
- 3. Analyse IT architecture and develop solutions.
As soon as we know what is needed, there’s only one thing for us to do— analyse. We take an in-depth look at the IT architecture and use a variety of tools to check which systems and processes require optimisation and how. For example, a cloud readiness assessment throws light on how developed and transparent the IT environment is. We also carry out interviews with employees, which provide us with some very useful details regarding collaboration, helping us to understand to what extent a potential shadow IT could restrict communication. After an initial analysis, we can develop a draft solution to be presented to the customer.
- 4. Define IT solutions.
- After presenting the initial draft, we work together with our customer on concrete IT solutions and set up suitable sub-projects. We generally have two projects—the deployment of the required cloud and security framework conditions, and the technical implementation of Windows 10.
- 5. Plan migration.
If the solutions are in place, we move on to the migration phase. We don’t want our users to notice what is going on so that they can continue to work without interruptions. The migration phase has the following steps:
- Prioritise sub-projects
- Conduct a risk-benefit assessment
- Synchronise with business processes
- Resource planning
- Data backup
- Flesh out the roadmap
- 6. Monitor and adjust.
Once the project has been realised, the foundations of a Modern Digital Workplace are in place and we can start making any necessary adjustments. We monitor the company’s collaborations and optimise processes as required. More often than not, we recognise that the employees would benefit from additional training on the new tools. It’s at this point that the employees’ mindset becomes critical—are they ready to accept changes and try out new things? How can the mindset within a company be changed? This is very different depending on the company’s size and culture. It is, however, definitely worth confronting the issue as the Modern Workplace is faster, more flexible, simpler, and above all, fun.