Workplace collaboration is defined as the set of processes that can enable a team to work together in a more efficient and effective way to achieve a common goal. Depending on a business-specific needs, different collaboration tools can be used to achieve this goal.
Workplace collaboration evolved over the years from traditional tools like intranet portals, emails and beepers to connect employees to a more collaborative and holistic approach known as the digital workplace.
Digital collaboration refers to the systems employees use to collaborate internally or externally to get work done. It often combines three separate functions: Enterprise social networking, content management systems as well as portals and intranet platforms.
It is becoming crucial for companies to adapt to the changes and try to find the best solution out there to get the best out of their teams. According to the 2017 state of the digital workplace report, 95% of organizations agree that a digital workplace is important and 44% stated that they already have a solution in place. A further 17% expressed their willingness to transform their workplace within two years. These numbers prove that the way we work has changed and is changing every day with advancements in technology, but the real challenge facing companies is to find the best fit for their need and to assess whether the solution they have in place is bearing results.
In this blog post we will have a look at the most important metrics to keep in mind when assessing your digital workplace. Based on numerous studies and our own experience with eXo clients, different metrics will be organized under wider areas. These areas include: Usage, engagement and efficiency.
Usage metrics help you grasp an overall view of employees’ adoption of the collaboration platform. It helps in addressing the following questions:
– How many employees are using the collaboration platform? (Number of users)
– What are the most viewed sections? (Page views)
– What is the average time spent on each section? (Average time spent)
– What is the type of device used to access the digital workplace platform? (Device Type: Pc, Mobile or tablet)
By answering these questions, you will have an idea about the usage rate and to what extent the platform is used by each department. But remember, usage metrics only answer the “what” and “how much” questions. So only examining the usage metrics can be misleading. For example, you can have a high percentage of employees on the platform who are visiting numerous pages but without using any of the features or interacting with colleagues. This means that the platform is not used properly and to its full capacity. To avoid this kind of situation you have to look at the second type of metrics: “engagement metrics”.
Engagement metrics help you get an overview of the way your employees are using the digital workplace platform. It helps you answer the following questions:
- How are employees using the platform? (number of posts per employee, shared documents, collaborative projects initiated, etc…)
- What is the percentage of likes, comments and shares?
Digging deep into these metrics will allow you to see whether your employees are engaging with the platform and using it to its full potential. If the level of engagement is low like in the example we used earlier, you can make adjustments and try to communicate the benefits of the solution to your employees.
To measure the effectiveness of the collaboration software you are using, it is crucial to measure whether it actually improved productivity and team dynamics. Efficiency metrics answer just that. They will mainly help you address these questions:
- Are we saving time performing certain tasks using the collaborative platform? (Time required to complete tasks)
- What is the task success rate within your digital workplace?
- Is your organization still heavily reliant on e-mail or any other inefficient form of internal communication to complete tasks?
Detailed efficiency metrics can help you justify your investment in a digital collaboration platform or adjust and try to figure out how to encourage your employees to embrace the solution and use it efficiently.
To conclude, every project needs quantitative and qualitative tracking to verify whether it is bearing fruit and to justify the investment made by your company in a new generation of digital workplace software. The three metrics we mentioned in this post, i.e. usage, engagement and efficiency metrics, will help you answer the “what” (usage), the “how” (engagement) as well as the “why” (efficiency) of your digital workplace solution and to adjust and make decisions based on the new insights gained from them.
What is a digital workplace?
A digital workplace is a next generation of intranet solutions or intranet 2.0 that is based on three pillars: communication, collaboration and information. In a way this definition is true but it doesn’t cover the whole spectrum of the term.
Here are some definitions of digital workplace:
- An evolution of the intranet
- A user centric digital experience
How to launch an effective Digital Workplace?
- Understand users’ needs
- Identify your digital workplace ambassadors
- Build the digital workplace brand
- Training and onboarding
- Plan the big day
What does digital workplace really mean?
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.
How to be a good digital workplace manager?
- Analytical skills and approach
- Focus on employees
- Communication and strategic vision