How Can Aligning Workplace Changes with Technology Improve Business Performance?

Aligning Workplace Changes with Technology for Optimal Business Performance

When undertaking an accommodation change, project teams must ensure that the new workplace project is integrated with the overall business operations. Effective communication and alignment with the data strategy are key to developing the right operating model for the business. Larger workplaces often strive for enterprise-wide alignment of data-related initiatives while changing work premises, ensuring that new technology supports employees and enhances business performance.

A coordinated approach to creating a new workplace and refining technology improvements can significantly improve the business’s Return on Investment (ROI). For example, process changes such as moving from OneDrive to SharePoint or rolling out Office 365 can streamline operations. Conversely, companies that retain outdated technology risk inefficiencies, with teams using multiple products where one would suffice. This can result in underutilized organizational assets as staff fail to adopt available technology.

Key Considerations Before Leasing and Designing

It's essential to prioritize technology during the strategy phase of a workplace project. Executives should consider:

• What is the right technology for the business?
• What current technology isn’t being optimized?
• Who is contributing to the IT/technology requirements in the design brief?
• Does the selected building support the design brief for technology?
• Does the budget accommodate new technology costs?
• How soon should changes be implemented once technology requirements are determined?

These considerations help ensure that technology solutions are well-integrated into the new workplace, providing the necessary support for employees and aligning with the business’s overall strategy.

Adoption of New Technologies

Many companies aim to deliver a more federated operating model, but often operate with a decentralized data model due to reactive, division-specific data management functions. While emerging technologies can enable agile and flexible work environments, businesses must manage staff experiences and productivity impacts carefully.

Increasingly, businesses are incorporating advanced technologies into workplace projects to support future working styles. However, they should not assume that these technologies will be welcomed, adopted quickly, or require little effort to implement. Understanding the impact on staff and balancing the delivery of new technologies with practical, current solutions is essential.

Lessons Learned

Assess current technology usage and optimization to avoid replicating past inefficiencies. Engage employees during the process to understand why certain workspaces or technologies were underutilized, ensuring user experience is considered in the new design.

• Check Existing Technology: Review and optimize current technology before investing in new solutions.
• Engage Employees: Understand the reasons behind underutilized spaces and technologies.
• User Experience: Ensure new designs and technologies consider user experience to enhance productivity and engagement.

Ensuring Technology Outcomes

Effective technology outcomes should enhance daily interactions and ease of work. It's vital to balance smart technologies with practical solutions that address current issues while preparing for future needs. Business managers should consider both the risk and reward of new technology investments and focus on people-side factors to ensure successful adoption.

Collaboration and Consultation

Involving internal experts such as the technology team in the design process ensures that new technologies align with the business’s data strategy. This consultation helps avoid missed opportunities to align new technology with data governance activities in the business plan.

• Consult Technology Team: Engage the IT department in planning and decision-making.
• Align with Data Strategy: Ensure technology solutions support the business’s data strategy.
• Staff Input: Involve staff in discussions to understand their needs and preferences.

Building Support for Technology

Ensure the chosen building supports necessary technology. Building services such as power, broadband, and environmental controls must be adequate to support new technology. Engaging building services engineers to design electrical and data systems is crucial.

• Assess Building Services: Ensure the building can support required technology infrastructure.
• Design for Technology: Engage engineers to design electrical and data systems that meet technology needs.

Understanding Staff Impacts

Consider the impact on staff, especially those accustomed to a decentralized operating model. Changes should be introduced thoughtfully to avoid disruptions and ensure alignment with enterprise-wide data initiatives.

• Staff Impact: Understand how changes will affect staff workflows and operations.
• Enterprise Alignment: Ensure changes align with enterprise-wide data initiatives.

Engaging Staff and Pacing Technology Changes

Gather input from staff on desired changes and deliver them at a manageable pace. Proper consultation, clear communication, and investment in training are essential to avoid disconnecting people, places, and technology.

• Consult Staff: Engage employees to understand their needs and preferences.
• Manageable Pace: Introduce changes gradually to ensure smooth transitions.
• Training and Communication: Invest in training and clear communication to support adoption.

Key Recommendations

• Break Up Technology Stories: Differentiate between building efficiencies and customer experience.
• Understand Data Strategy: Collaborate with the technology department to understand the business’s data strategy.
• Consult Staff: Identify low-cost, high-yield solutions through staff consultation.
• Invest in Training: Provide comprehensive, engaging training for staff.
• Involve Experienced Teams: Include project and leadership teams in decision-making.
• Plan Early: Don’t leave technology solutions to the final stages of the workplace rollout.

Useful Table: Key Considerations for Workplace Technology Integration

Consideration	Details
Right Technology	Identify technology that aligns with business needs.
Current Technology Optimization	Assess existing technology and its usage to avoid redundancy.
Input for Design Brief	Include diverse stakeholders in the design brief to cover all technology requirements.
Building Support	Ensure the selected building can support the required technology infrastructure.
Budget Considerations	Plan for the costs associated with new technology.
Implementation Timeline	Define a clear timeline for implementing technology changes.
Data Strategy Alignment	Ensure new technology aligns with the business’s data strategy and long-term plans.
Staff Engagement	Involve staff in the process to understand their needs and concerns.
Training and Coaching	Provide comprehensive training to ensure staff can effectively use new technology.
Technology Impact on Staff	Consider the potential impacts on staff workflows and adjust strategies accordingly.
Consultation with Technology Department	Work closely with the IT department to ensure new technologies are supported and integrated into the existing business infrastructure and strategy.

By considering these factors and ensuring thorough planning and consultation, businesses can effectively integrate new technology into their workplace changes, ultimately enhancing productivity and ROI.

Conclusion

Aligning workplace changes with technology strategy is essential for businesses aiming to enhance performance and ROI. Effective communication, thorough consultation, and careful planning are key to ensuring that new technologies support employees and align with the overall business strategy. By prioritizing technology early in the process, engaging staff, and ensuring the building supports the necessary infrastructure, businesses can create a more efficient, productive, and connected workplace.