Building a Case for Your Digital Workspace Transformation
Problem(s): We need to digitize! There’s a lack of effective communication… team members are feeling out of the loop… employees don’t know where to go to secure job-critical information… outdated files are being accidentally accessed and used… the team feels disconnected in a remote office… we’re experiencing ineffective meetings… people are file sharing and collaborating via email! 🙄
Any of this sound familiar to you? Then it’s probably time for a digital workspace transformation, and I’ll bet that’s why you’re here. 😛
Solution: Digital Workspace Transformation
This can seem quite daunting, but it will likely be the most important decision you make this year. Building an effective digital workspace for your team not only improves collaboration and makes for happier employees, but it also helps your bottom line by making your team more effective and efficient.
Now, we’re likely preaching to the choir here. You’re already convinced this is the solution because you and your team experience these very real pain points all day, every day, but the person who decides what tools are available and how you will use them might not see things the same way you do. So, how do you get stakeholders on board with investing in a digital workspace transformation? In the words of Mr. Maguire, “Show them the money!”
So how do you prove the value of this investment? Let’s break it down…
For a quick gauge, Microsoft provides a handy calculator to help you determine how much ROI you can expect from a Microsoft 365 investment.
There are savings in the air… ☁️
Are you ready to move to the cloud? The cost to maintain existing infrastructure or legacy content is pricey! Plus, legacy platforms are losing support (i.e., SharePoint 2010, SharePoint 2013, and SharePoint 2016 to name a few), so you’re going to have to make the shift eventually. Why not now? If you’re not fully prepared for the cloud, can you start to move pieces over and save on costs? Include cost savings in your proposal, so your stakeholders see the direct correlation to the bottom-line.
Be sure to provide problem/solution-based statistics to help showcase potential cost savings and value. For example:
The problem: people are wasting time switching tools too often.
Employees switch between 35 job critical-apps more than 1,100 times a day.*
*Tuesday report from Pegasystems Inc. After studying nearly 5 million hours of live desktop activity of operational support employees, the report found that the average employee switches between 35 job-critical applications more than 1,100 times every day.
The solution: Provide a fully integrated holistic digital workspace with Microsoft 365 at its core.
The full Microsoft 365 suite is made up of over 20 applications, each with inherent value and unique features that integrate and play nicely together. Plus, with Microsoft 365 at the backbone of your digital workspace, you can integrate and extend your digital toolsets. Minimizing clicks, frustrations, and providing a more collaborative and transparent environment.
If we save every employee just 5 mins a day, with an organization of 5,000 users that amounts to 6,500,000 minutes or ~4,513 hours saved in just one year! Not to mention the frustrations that are minimized without having to click around to find the tools and resources you need.
Plan for Success
Just like any tool, if your digital workspace is not set up properly and used correctly, you won’t reap the rewards. So, when building a case to secure funding or approval for your digital workspace project, your proposal should include these three crucial elements:
1. Clearly defined requirements & goals
a. This starts with listening to your users and building a project plan that solves for their unique needs, your organization’s goals, and follows Microsoft 365’s best practices—all of which saves you time and money in the long run.
i. Solving your user’s needs will make them more productive, helping them get more done in less time with less frustration. Check out our session on the correlations between listening to your users and user adoption.
ii. Clearly defining your organization’s goals will ensure your solution reflects your cultural values and beliefs and helps you achieve what you’ve set out to do in the first place.
iii. Following Microsoft best practices ensures that you build a solution that will last and require fewer updates saving you time and money when Microsoft inevitably changes things or issues updates or new features down the road.
b. Next, review what tools you already have and confirm integration options. Is there a Microsoft 365 version of a tool or feature that you’re already paying for that could replace it? Stop tool and feature duplication and save costs! For example, are you using a third-party meeting tool like Zoom that Microsoft Teams could replace?
2. A User Adoption Campaign
a. You won’t see any ROI if your team isn’t using the tool. People are often resistant to change, so you should have a plan to build hype, roll out the solution, and teach your users how you expect them to use it. Make it fun and educational. This is your opportunity to tell them why this tool is great and how it will directly help them do their job. Your user adoption campaign should include on-going training, project champions, and really, it should have no end. Continuous engagement initiatives should be part of your long-term plans.
3. Metrics & Success Plans
a. Part of your proposal should include detailed information on how you plan to measure and track your success. This not only gives you the leverage you need to prove the value of the tool to your leadership but to celebrate your team’s successes as well, leading to continued on-going use.
i. To properly set benchmarks, you must first understand what your organizations’ productivity issues are. This means doing some solid business analysis to check in with your users, find out where the gaps are, and ensure that your digital workspace strategy directly addresses them.
ii. Establish solid key performance indicators (KPIs) and metrics that you can use throughout your digital transformation journey. These metrics should be inline with your organization’s overall mission, goals, and core values. The adoption rate is a great way to measure success, but it is only one factor. Other metrics like reach, engagement, and productivity are equally, if not, more important. Metrics should also include things like social statistics, employee retention rates, and performance indicators like sales figures, site traffic, etc. that show the true value your digital workspace brings to the bottom-line.
If you believe your organization is ready for a digital transformation, but need some help convincing your stakeholders, we’re here to help! One of our digital workspace business analysts would be happy to help you build a case for your project. Let’s chat today!