You will find here Frequently Asked Questions about digital workplace with all the answers in one place.

• An evolution of the intranet
• A user centric digital experience

The digital workplace is an overarching concept. It includes everything—from the software employees use to chat and share documents, to the platforms that integrate those tools, to the cultural processes that make work effective.

• It is not just technology, but also the way work is organized digitally.
• It enables people to stay productive no matter where they are (office, home, or on the go).
• It combines communication, collaboration, knowledge management, governance, and apps into one digital ecosystem.

Digital workplace software refers to individual applications that perform specific tasks inside the larger ecosystem. Each of these tools is powerful in its own way, but on their own, they only solve one slice of the digital workplace puzzle.

A digital workplace platform is a central hub that integrates multiple tools and capabilities into a single, unified environment. Instead of many disconnected apps, a platform reduces silos, offers consistency, and provides one go-to space for employees to get things done.

A digital workplace platform is the next level up. Instead of being one tool for one purpose, a platform is a central hub that integrates multiple tools and capabilities into a single, unified environment.

• It brings together communication, collaboration, knowledge sharing, governance, search, and apps.
• It reduces silos, so employees don’t waste time switching between 10 different tools.
• It’s extensible, meaning you can add plugins, APIs, and custom apps as your needs grow.

Think of it as the operating system for your digital office.

A digital workplace solution combines tools, platforms, and strategic services to solve specific business problems. Beyond technology, solutions include consulting, implementation, and change management to make sure the digital workplace delivers real business outcomes.

A digital workplace solution goes one step further. It is not just about providing software or a platform—it’s about packaging technology with strategy, services, and implementation to solve a specific business problem.

• A solution may combine a platform, several integrated software tools, and professional services like training or change management.
• Solutions are often designed around use cases: frontline communication kits, hybrid onboarding portals, service desk knowledge hubs, or HR collaboration spaces.

In short: A digital workplace solution is a solution about achieving business outcomes, not just deploying tools.

The digital workplace experience is the human side. It reflects how employees actually feel when using the digital workplace—how easy it is, how fast it works, how well it supports their needs, and whether it makes their day-to-day work smoother or more frustrating. A positive DEX means higher engagement, productivity, and retention.

Finally, there is the digital workplace experience (DEX)—a critical, human-centered perspective.

• DEX is all about the employee’s lived experience of using the digital workplace.
• It’s not just about features, but about findability, speed, personalization, and ease of use.

A good DEX means tools are intuitive, friction is reduced, and employees feel empowered rather than frustrated.

Think of these four layers as different pieces of the same puzzle:

• Software → The building blocks. Small, focused tools designed to perform specific tasks.
• Platform → The foundation. A central hub that brings those tools together into one coherent system.
• Solutions → The blueprint in action. A tailored combination of technology and services aimed at solving a concrete business challenge.
• Experience (DEX) → The outcome. How employees actually perceive and use everything above—the “human” side that determines adoption, satisfaction, and success.

👉 In simple terms:

• Software gives you pieces.
• Platforms give you the structure.
• Solutions give you the strategy.
• Experience defines the success.

The digital workplace is the virtual, digital equivalent of the physical workplace. It is a holistic user-centered solution used to connect, engage, and empower employees. Through an employee-centered hub, it encompasses a set of tools, applications, and platforms for a complete work experience.

➝ Find out some definitions of the digital workplace

The digital workplace is no longer just a “nice-to-have” — it has become a strategic necessity for organizations of all sizes. Work is hybrid, distributed, and fast-changing, and employee expectations are higher than ever. A modern digital workplace ensures productivity, engagement, and resilience.

Here are the main reasons why it matters today:

• Productivity + Satisfaction: Happy employees are more productive when they have the right tools.
• Hybrid Work Ready: Keeps teams connected anywhere, anytime.
• Consumer-Grade Tech: Employees expect smooth, modern digital experiences.
• Collaboration: Breaks down silos and fosters teamwork.
• Data & Wellbeing: Provides insights to prevent burnout.
• Innovation & Efficiency: Cuts app-switching, boosts focus.
• Culture & Engagement: Strengthens company culture.
• Agility & Flexibility: Helps organizations adapt quickly.
• Stability: Protects against vendor changes.

➝ See the full explanation of why the digital workplace matters

The digital workplace isn’t a single app but an ecosystem of platforms that together support communication, collaboration, and productivity. Each category plays a unique role in shaping the employee experience.

Main categories include:

• Intranet & Employee Experience: Modern hubs for news, resources, and culture.
• Collaboration Hubs: Real-time chat, video, and teamwork spaces.
• Productivity Suites: Core apps (docs, email, spreadsheets) enhanced with AI.
• Knowledge & Search: Wikis, semantic search, and AI-powered recommendations.
• Work Orchestration: Task, project, and goal alignment platforms.
• All-in-One Platforms: Unified environments reducing app fragmentation.

➝ See the full breakdown of digital workplace tools

A well-designed digital workplace goes beyond apps — it’s the foundation of modern work. It improves productivity, culture, and resilience while reducing friction for employees.

Key benefits include:

• Productivity: Reduces app-switching and keeps employees in flow.
• Communication: Delivers clear, targeted, and role-based updates.
• Collaboration: Enables seamless teamwork across locations.
• Knowledge Retention: Captures and shares expertise effectively.
• Data-Driven Insights: Improves employee experience (DEX) and reduces burnout.
• Governance & Security: Protects data and ensures compliance.
• Culture & Connection: Builds engagement and belonging.
• Onboarding & Agility: Speeds up hiring integration and adaptation.
• Resilience: Ensures stability in a shifting tech landscape.

➝ See the full list of digital workplace benefits

1. Understand users’ needs
2. Identify your digital workplace ambassadors
3. Build the digital workplace brand
4. Training and onboarding
5. Plan the big day

• Analytical skills and approach
• Focus on employees
• Communication and strategic vision

➝ The success of a digital workplace project depends on a number of factors

When first deploying a digital workplace, businesses often look to integrate it with legacy systems and third-party applications. This results from the growing willingness of employees to use their own devices and apps at work.

According to an intel study, 61% of Gen Y employees and 50% of employees over the age of 30 believe that the technology tools they use in their everyday lives are more effective than those provided by their employers’ IT departments. To counter the phenomenon known as “shadow IT” and to ensure the security of personal information and sensitive data, IT teams have progressively leaned towards holistic digital workplace solutions that can group a host of features and that are easily integrated and securely accessible through two-factor authentication and single sign-on.

➝ Discover the importance of digital workplace security

Here are some best practices to minimise security threats in digital workplaces:

1. Develop a cybersecurity policy
2. Continuous training
3. Control access to information
4. Be sure to update regularly

➝ Find out how to secure your Digital Workplace