A digital workspace is a secure and flexible technology framework. It helps manage, control and deliver centralized company assets, whether stored in a data centre or through cloud services. These assets are essential for employees to carry out their job responsibilities. The assets include applications, desktops and data. Employees can access them on any device and location with a network connection. All they need to do is use their assigned credentials to log into the workspace and start working.
Standard features of a digital workspace
A comprehensive digital workspace includes the following features:
- Unified endpoint management (UEM)
- Virtualization of applications and user desktops
- Single sign-on (SSO)
- File sharing and collaboration
- Security features
Unified endpoint management (UEM):
This feature helps the IT team to control and secure all endpoints connected to a workspace, such as desktop computers, laptops, tablets, and smartphones, from one central place. It makes it easier for them to manage tasks such as settings, security measures and updates across different devices.
Virtualization of applications and user desktops
This feature involves virtual desktops centrally managed by the virtual desktop infrastructure (VDI) technology and accessed on remote desktops. These technologies give users remote access to their assigned applications from any location.
Single sign-on (SSO)
This feature allows users to use one login credential to access multiple applications on the workspace. They only have to log in once, using a username and password, rather than having various passwords for different applications.
File sharing and collaboration
All the files and information needed for working with team members are in the file sharing and collaboration feature, making it easy to search and share. It eliminates the need to send emails or phone calls to teammates when looking for information.
Secure access to software as a service (SaaS) apps and secure browsing
This feature allows users to safely use web-based software and browse the internet with their information kept safe and private. The workspace controls the user’s access to the clipboard, file transfer policies and printer.
How a digital workspace can help deal with competition
There are numerous benefits of digital workspaces, and companies that adopt this technology can stay ahead of the competition in their various industries. The following are some of the ways a comprehensive digital workspace solution can give a competitive edge to a company in several ways:
1. Flexibility in technology choices
Digital workspace works with various technologies on-premises and in the cloud, accessible by numerous physical devices. A digital workplace can include workstations, applications, data centres, edge, virtual desktop infrastructure (VDI), management tools, collaboration technologies, secure policies and tools and endpoints. These tools, with their different features and uses, make processes faster.
With this framework, employees can work from anywhere without compromising enterprise security. Employers can also cut costs by implementing bring-your-own-device (BYOD) policies since employees can access the workspace from any physical device. Also, adopting a remote access solution reduces the need for on-premises infrastructure, which is usually costly.
2. Increases productivity
Employees working in the office can easily access files to complete their work, but it’s different for hybrid and remote workers. Initially, companies used a virtual private network (VPN) to keep employees securely connected to the system, but one of its limitations was high network latency. They experienced delays in data transfer, especially large design files. What usually took a minute to download when working from the office now took 30 minutes. This issue reduced productivity.
Having a better network bandwidth or operating from a cloud server did not solve the problem. The best solution was to keep the data with the users and control it, which led to the introduction of virtual desktop infrastructure (VDI). VDI, a critical digital workspace feature, allows employees to access all their files and applications from any location and device through virtual desktops. It also protects data since it remains on the server and is not transferred to the endpoint user’s device.
3. Improved security and Compliance
Data security is one of the challenges companies face when operating a hybrid or remote working model. Employees working from different locations and accessing data over unidentified network connections can pose security risks to the company. The digital workspaces now offer multi-factor authentication (MFA) and other user authentication technologies to mitigate these risks. It prevents unauthorized access to files and resources irrespective of where the device is accessing the workspace.
Moreover, some workspace designs only let users access what they need to fulfil their responsibilities. They might also include connection management controls that help the IT team monitor connections. They can view where users are logging in from, the files they are accessing, and their devices. It helps them quickly spot potential threats and fix them. Companies that commit to data protection can have a competitive advantage over those who don’t bother.
4. Collaboration and communication
Digital workspaces also include collaboration features that enable employees to work together on some projects even when they’re not in the exact physical location. Facilitating the sharing of resources such as screen sharing options allows teams from other cities or other parts of the world and time zones to use the shared tools and applications to join projects and work together at the same time. Front-line employees can also get immediate responses from the technical team to help them quickly solve customer issues, which improves customer experience.
5. Attract high talent and lower turnover
Attracting high talent means employing people with high skill sets, knowledge, experience, skillsets, abilities and expertise, which helps secure the business’s future. One of the ways to attract top talents from around the world is creating an environment where people can work from wherever they want. With digital workspace, companies can tap into a broader talent pool, attract the best talent, and offer flexibility in their job. Companies without a flexible work model, such as hybrid or remote, might miss out on attracting talented individuals, which could impede their growth.
In addition, remote access can improve employee experience as it promotes productivity, flexibility, collaboration and a work-life balance. The result is a low employee turnover. It means talented team members get to work with the company for the long term. However, not all companies can adopt flexible work options. Therefore, choosing the model that aligns with operational needs is essential.
6. Lower cost
Reducing the use of computers, desk space, and other office facilities can lower a company’s operational costs. Businesses that formerly covered their employees’ transportation costs can use the funds for other business processes. Employees can now use their devices to access remote desktops and other applications seamlessly since many digital workspaces are compatible with different operating systems, browsers or device types.
Differences between a digital workspace and a workplace
Some organization believes them to be the same, but they differ significantly in the following ways:
Purpose
A digital workspace refers to the corporate apps and desktops an employee has access to that help them carry out their duties. In contrast, a digital workspace is a virtual space for communication and collaboration.
Focus
A digital workspace focuses on personalization, while a workplace focuses on collaboration. Workspaces are tailored based on the roles of the users or department, while digital workspaces are the same. Of course, workspaces include collaboration and communication features, but even those are unique to the user and vary from person to person.
Scope
A digital workspace is dynamic as it includes different applications an employee can use to manage tasks. The IT team can introduce new applications at any time to enhance productivity. The digital workplace is a fixed virtual place across departments with opportunities for teamwork while working apart.
References
- Mike Paffmann, ‘5 essential components of digital workspaces’, Agility PR Solutions LLC, Canada, 2022 https://www.agilitypr.com/pr-news/public-relations/5-essential-components-of-digital-workspaces/ (14th January, 2024).
- Carol Dunn, ‘Avoiding latency in your remote workforce infrastructure’, GRAITEC, US, 2022 https://asti.com/blog/avoiding-latency-in-your-remote-workforce-infrastructure/ (14th January, 2024).
- EBC Group, ‘The digital workspace: How to modernise your business’, EBC Group, United Kingdom, https://staging.ebcgroup.co.uk/news-insights/the-digital-workspace-how-to-modernise-your-business (13th January, 2024).
- VMware by Broadcom, ‘What is VDI (Virtual Desktop Infrastructure)?’ VMware by Broadcom, Canada, https://www.vmware.com/ca/topics/glossary/content/virtual-desktop-infrastructure-vdi.html (14th January, 2024).
- Barclay Ballard, Remote Desktop vs Virtual Desktop vs Virtual Machine: What is the difference? TechRadar, US, 2021, https://www.techradar.com/how-to/remote-desktop-vs-virtual-desktop-vs-virtual-machine-what-is-the-difference (13th January, 2024).
- Joe Berger, ‘What is the Digital Workspace?’ World Wide Technology, US, 2022, https://www.wwt.com/video/what-is-the-digital-workspace (14th January, 2022).
- CDW Expert, ‘Digital Workspace Study: What Do Employees Need to Work in the Office?’ CDW, Canada, 2023, https://www.cdw.ca/content/cdwca/en/articles/digitalworkspace/digital-workspace-study-what-do-employees-need-to-work-in-the-office.html (13th January, 2024).
