Workplace Digitalization

Introduction
Digital workplace software is a software solution that helps teams operating in remote or virtual settings
work effectively. It offers a unified online interface that has all the data and applications team members
need to work and collaborate with other members effectively. The interface, which can be accessed
from any device or location, has features such as messaging, video conferencing, web conferencing,
document management, file sharing, calendar management, and content management.

Necessity of Workplace Digitalization

 Better collaboration
 Improved employee productivity
 Time-saving
 Cost-saving
 Centralized information:
 Remote work gaining traction
 Allows Self Service
 Reunites Workforce
 Highly Customizable

Notable Features
1. Communication tools: Connect with team members via internal communication channels, such
as instant messaging, live chat, video conferencing, and web conferencing.
2. File sharing: Share documents with different file formats (e.g., DOC, PDF, XML). You can also
share media files, including videos, audio, and photos.
3. Calendar management: Schedule, manage, and view appointments, meetings, or other events
on a calendar. You can also access your team’s calendar to ensure collaborative scheduling.
4. Employee database/directory: Maintain a centralized database to store employee information,
including names, addresses, and contact numbers.
5. Content management: Create, publish, and update content or written material that is
distributed to stakeholders.
6. Document management: Upload and store files and documents in a centralized location.
7. Activity/news feed: Keep employees updated with company news, activity, and any major
announcement.
8. Virtual desktops/virtualized apps: Access the software remotely via virtualized apps, including
mobile and desktop apps.
9. Dashboards: Use dashboards to get an overall view of tasks, activities, progress, and
performance.
10. Knowledge management: Allow employees to share knowledge, skills, and best practices in a
collaborative virtual workspace. You can also create separate groups for projects, departments,
interests, or other items.
 11.

Notable Tools
Internal Communication Tools
 Instant Chat and Communication
Social, and video conferencing features to share articles, postings, and chat with co-workers in
real-time.
 Team Discussions
Quick sharing of ideas and thoughts with team members through chats, calls, meetings, and
group conversations.
 Newsletters and Announcements
Publishing of company, department, and team-wide communication to keep your employees
always updated.
Task and Project Collaboration Tools
 Dedicated Project Workspace
Consolidated dashboard views and project portfolios with unified digital workplace.
 Real-time Sharing
A fast, simple, and seamless way of sharing with quick links to end disconnects and keep
everyone in sync.
 Task Management
Tracking of task issues, and custom tracking lists to complete all the listed tasks effectively.
 Shared Calendar
Collaboration for team events, manage appointments and meetings using customized calendar
overviews.
 Shared To-Do list
Define project teams, assign tasks, and manage entire projects with a shared overview in a
single window.
Automation and Workflow Management Tools
 Digital Forms
Pre-built electronic forms and real-time tracking of the activities related to the digital forms.
 Workflow Automation
Automation of multi-stage workflows for easy and quick reviews and approval of tasks,
documents, and more.
Document & Content Management Tools
 Secure Document Management
A single window to view, edit, co-author, share and publish documents to collaborate
seamlessly. It allows you to manage document versioning, provide role-based permissions to
users.
 Efficient Document Approvals
 Quick approval of documents with a quick, efficient, error-free, and standardized automated
system.
 Library Management
Easy access to multiple libraries for every department and project site, filter your libraries with
Document Sync features.
Employee Engagement Tools
 Rewards & Recognition
Encourage your employees by recognizing their contributions, and initiatives with employee
highlights and spotlight features of a digital workplace.
 Employee Surveys
Give your employees a platform with a rewarding user experience by putting up surveys, polls,
and contests.
 Dynamic Work Environment
Engage more, share ideas, provide feedback, respond to surveys, follow people, react to
content, news, and stories.
 Employee Directory
Quickly search for people with specific search criteria like department, location, interests, or skill
sets.
Dynamic Integrations
 Microsoft 365 Hub
Reap all the benefits of Office 365 with the productivity tools such as Outlook, OneDrive,
Microsoft Teams, Delve, Yammer, Power BI (Business Intelligence), Power Apps, and OneNote.
 eSignature Solution
Get the security, mobility, reliability, and ease-of-use you need and transform your business
with the DocuSign integration.
 Microsoft Dynamics 365
Easy CRM access to provide a connected view of data intelligence on customer records,
transactions, behaviors, and predictive insight tools.

Measuring ROI through the system

There is no single metrics to measure the ROI of the digital workplace, but evaluating the improvements
in employee engagement, customer experience, business processes, workplace collaboration, and
workflows. Here are some of the many metrics that can help measure the Digital Workplace ROI:

 Employee Engagement
 Reduced Infrastructural Cost
 Talent Attraction
 Customer Experience and Sales
Office Management System

What is Office Management?

Office Management is managing and improving the logistics within an office in order to support all the
employees within the organization. It involves design, implementation, evaluation, maintenance of the
process of work within an office or other organization, in order to sustain and improve efficiency and
productivity.

Why we need an Office Management Software?

When it comes to working on multiple tasks across various projects a robust softer is essential. You can
rely on a simple task management tool for different activities but managing on project activities like
answering emails need a powerful solution which is work management software.

Office management software is a digital tool that enables companies to plan, track, organize and review
all the tasks including project and non-project tasks with an objective of improving the outcome and
performance of a team. Here are the benefits of Office Management system:

1. Effective Time Management

2. Easy and Efficient Planning
3. Accomplish Tasks Systematically
4. Improve Collaboration and Coordination
5. Real-time Tracking of Tasks
6. Simple and Effective Platform
International Software

Clickup is a cloud based work and project management platform which is able to flex and scale to meet
the unique requirement of various teams of a project. It can be used by project management teams to
plan projects, track task progress and collaborate in real time gaining insight.

Key Features

1. Task Management: Multiple assignees can be assigned to each task and conversations can
happen via threaded comments to streamline collaboration . ClickUp allows tasks to be broken
down into different levels of subtasks. This means that no matter how granular a team’s
workflows are, ClickUp can streamline them.

2. Advanced Views: ClickUp is fully customizable, down to how organizations want to view their
tasks and projects. ClickUp offers several advanced task views, including:
 List view
 Board view
 Calendar view
 Box view
 Gantt view
 Activity view
 Timeline view
 Workload view
 Table view
 Map view
3. Goal setting & progress: ClickUp features specific tools just for setting, managing, and achieving
goals. By assigning specific tasks to goals, ClickUp can automatically track goal progress inside
the platform. In fact, ClickUp will display the percentage that relates to project completion.

4. Real-time reporting: ClickUp Dashboards is a superb tool for real-time, customized reporting on
key metrics. Teams can build custom dashboards to visualize everything from available
resources to time tracked on projects. Dashboards are developed using simple drag-and-drop
widgets such as charts, sprints, tables, and external apps. All users can easily create dashboards
regardless of skill level.
 5. Time tracking: ClickUp is different from many other project management apps due to its built-in
time tracking and management tools. Instead of requiring organizations to utilize an app
integration, ClickUp offers time tracking natively. Users can track their time automatically or
manually using a simple Chrome extension.
In addition to tracking, ClickUp also offers built-in time management. Teams can visualize
tracked time via reports and edit timesheets from within the platform.

6. Team collaboration: ClickUp houses several collaboration tools for keeping teams on the same
page. For example, ClickUp Docs allows teams to create, edit, and share documents; this makes
ClickUp a great support tool for meeting notes or brainstorming. Other features include real-
time chat, task commenting, task mentions, and real-time editing.

Pros

1. Code-free customization: ClickUp is ready to customize as soon as it’s implemented. Better yet,
no coding is required. Teams can easily recreate their workflows and use built-in templates to
get started right away.
2. Automation: Routine processes are simple to automate within ClickUp. The platform offers
teams the ability to customize automations or use built-in automation recipes. With these
automation features, teams can automatically assign tasks or archive tasks after their due dates.
3. App integrations: ClickUp offers integrations so teams can add other tools into their ClickUp
workflows. Examples include platforms such as Slack and Google Workspace.
4. On-the-go functionality: As a cloud-based tool, ClickUp can be accessed through any web
browser. The platform also offers a mobile app for managing work on the go.
5. Enhanced customer support: For paid ClickUp subscribers, the platform offers free training and
24-hour support. There are also several free resources and tutorials available on the ClickUp
website.

Cons

1. Complex features: For project management beginners, the long list of ClickUp features and
tools may be overwhelming. It could be difficult for teams to know which tools are best for their
needs, leading to analysis paralysis.
2. Complex features: For project management beginners, the long list of ClickUp features and
tools may be overwhelming. It could be difficult for teams to know which tools are best for their
needs, leading to analysis paralysis.
Pricing:
Miro is a visual collaboration platform that provides an intuitive, engaging, and in person collaboration
experience for every team. Miro offers a collaborative whiteboard platform that is designed to allow
distributed teams to work effectively together. Support includes running brainstorming sessions and
workshops to planning projects and designing new products and services.

Key Features

1. Variety of Templates: You can choose any template for any Use Cases or Categories.
 Meetings and Workshops
 Strategy and Planning
 Research and Design
 Agile Workflows
 Ideation and Brainstorming
 Mapping and Diagramming
2. Easy to use template: With just one clock you can import the template and start using it.

3. Key tools:
 Basic Text
 Sticky Note
 Custom Shapes
 Connection Lines
 Pen Tool (Custom Color)
 Add Custom Comment box
 Create Frame around your sections
 Upload your own images.
 You can use Premium Icons from IconFinder
 Create Grid
 Invite Collaborators.
 many more other tools.

4. Seamless Integrations with many software: Miro offer a wide range of apps and integrations.
e.g. You can create your app design prototypes in Adobe XD or Sketch and upload them to Miro
directly from those softwares which will saves a lot of time.
5. Miro App: Miro app can be downloaded on multiple devices starting from windows, Mac,
Android, iOS, Microsoft and Surface Hub as well.
Pricing:

Bitrix24 is a multi-component online collaboration, automation, and marketing software platform for all
kinds of organizations - from businesses to nonprofits.

On the technical side of things, Bitrix24 is an online cloud service that you can access either via browser
or via mobile/desktop app. It features several distinct components such as CRM, tasks & projects, chats,
online meetings, website builder, online documents, and others, all cross-integrated and available as
part of a single platform.
Key Features:

1. Collaboration: Bitrix24 provides virtual office for your company to work, communicate and
collaborate - at home or in the office. It includes HD video calls and conferences, Chats,
Worktime tracking.

2. CRM (Customer Relationships Management): Packed with client management, customer

support, and marketing automation features. The feature also includes:
 Lead acquisition: Generate leads via multiple channels: web forms, live chats, phone
calls, or social media, and have them added to your CRM automatically.
 Lead management: Use our built-in lead scoring tool to see which prospects your sales
reps need to focus on and assign them automatically.
 Sales automation: Dozens of sales and marketing automation rules and triggers to save
you time and money.
3. Task and Projects: Set tasks, receive work reports, and manage projects online with the ultimate
“get things done” tool from Bitrix24. Features include:

 Workload management: Monitor the project activity, receive work reports, and
distribute workload more evenly.
 Task templates & automation: Save time on recurring tasks by automating them (e.g.,
“daily SEO report”).
 Visual project management: Printable Gantt charts, customizable Kanban boards, and
plenty of other visual representations for your projects.
4. Site & Stores: A template-based website builder allowing you to create beautiful websites,
landing pages, and online stores. Features include:
 Website builder: Pick one of our industry-specific templates and build your own site on
top of it. No coding skills required whatsoever.
 Online store: Create and publish your online store. Keep track of your sales, manage
stock, and accept payments.
 SEO-ready: Your websites are pre-optimized and SEO-friendly with minimal tweaks
required from you.

5. HR and Automation: An online business automation suite to help you manage your team and
workflows in the most efficient way. The features include:
 Online time clock & reports: Track working hours, collect work reports, and manage
employee attendance.
 HR automation: Automate your business processes and workflows to save time and
human resources.
 People data and analytics: Easy and intuitive employee performance reporting
complete with employee directory.
 Pricin
g:

 Free
 Basic: USD 49/month
 Standard USD 99/month
 Professional: USD 199/month
  Enterprise: USD 399/month
This powerful system allows you to perform all of the time tracking functions that you need to without
paying a dime. You can monitor data that includes:

 Invoiced time
 Time spent on various projects
 Paid time off
 Team management statistics
If you want to take the 10,000-foot overview of how time is being spent within the organization that you
manage, there are few products that do it as well as TMetric.

Pricing

 Free: $0 per month

 Professional: $5 per month
 Business: $7 per month
Employees who use the Harvest time tracking app may enter their entire weeks’ worth of work in one
turn, or they can track time as they go along. Whichever is easiest for them and makes the most sense
based on what they are trying to accomplish is what they should aim for.

On top of this, Harvest offers some other features that are worth knowing about as well including: 

 Forecast: A sister app allowing employers to schedule employee’s entire week ahead of time

 Automatic remainders to submit a timesheet 

 Easily integrate with other tools such as Quickbooks, Google Calendar, and Slack

Pricing

 Free

 Pro: $12 per seat per month

This time tracking tool is one of the more impressive options because of its project management
software integration too. It offers features that you just don’t get with other time trackers, and you get
it all at a reasonable price. 

The more you pay for your plan, the more features will be available to you. That said, some people are
perfectly content to use the free plan for as long as possible.

It is worth noting that some of the paid plans offer features like the nTask mobile app, the simplest
timesheets for your company, and third-party integration of data from more than 100 different time
time and expense tracking apps.

Pricing

 Basic Plan: Free

 Premium Plan: $3 per user per month

 Business Plan: $8 per user per month

 Enterprise Plan: Pricing set up on a case-by-case basis

Typically, the time tracking software is best used for remote teams so they can effectively log their hours
no matter where they are working from in the world. 

One thing that some people have noted that they don’t like about the Everhour option is that they don’t
have a mobile app for Android. Also, they do not permit offline time tracking at this time.

That means some tracking may need to be done via Excel spreadsheets if it is conducted offline. Still,
there are some other pretty impressive features.

 Project budget tracking

 Managers can lock employee’s timesheets (useful when employees forget to clock out)

 Easy to schedule resources where they need to go

Pricing

 Team plan: $8.50 per user per month (starting at 5 users)

Real-time productivity monitoring is essential for resource management, tracking billable hours and
Toggl can do just that.

It is the best way to hold the entire team accountable and to get better insights into employee
performance. One of the top features for users of Toggl is the identify idle time feature, which works
more efficiently than timesheet management.

This time tracking tool gives team leads insights into what users are currently idle and not using their
computer. It can then track time through computer usage versus idle minutes to measure against total
billable hours. While this might be a bit invasive for internal teams, it could be ideal for outsourced help
where accurate time tracking is more crucial.

Pricing

 Free: Up to 5 users

 Starter: $9 per user per month

 Premium: $18 per user per month

 Enterprise: Custom pricing available

They have everything that you might want when tracking time including: 

 Distraction alerts for employees

 Screenshots and activity level monitoring

 Online payroll options

 Time tracking (online and offline)

Time Doctor can help you simplify your payroll and manage every project much more easily. If you are in
need of some help managing the employees that you have, you can’t go wrong with Time Doctor.

Pricing

 Basic: $70 per user per year

 Standard: $100 per user per year

 Premium: $200 per user per year

This time tracking app, Timely, has more than 5,000 customers using its detailed productivity reports for
seriously accurate time tracking. They can reduce the amount of time spent on actual time tracking by
up to 75%.

Measuring employee performance, tracking billable hours, other reporting features make Timely a
fantastic online time tracking tool. This app also monitors your project budgets through detailed reports.

You can reduce the amount of effort and time that you have to spend calculating things like this and
move on to the next thing. Additionally, the reports that come out of Timely make it easier for you to
see how each minute is spent so you always know how to track what you are doing.

Pricing

 Build: $20 per month (100 SMS per month included)

 Elevate: $30 per month (200 SMS per month included)

 Innovate: $35 per month (300 SMS per month included)

Bangladeshi Office Management Systems

Key Features
1. Dynamic Dahsboard
2. Customer Management
3. Office Accounting
4. Sales Management
5. Purchase and Supplier
6. Products and services
7. HRM Module
8. Especial Module
9. Report Management

BD Soft Lab Office Management Software gives you access to advanced office management tools.

 Client & Employee Management.

 Employee Task and Project Management.
 Document, Communication, and Collaboration.
 BD Soft Lab Office Management System is a fully integrated web-based office management software
application, a single application that optimizes the entire employment lifecycle. This application
provides complete employee lifecycle management along with onboarding, attendance, time
tracking, vacation, payroll, and performance management.

The target of the software to reduce the time duration of the student’s registration process,
student’s result process, availability of the information to the stake-holders, data-sharing between
all other associated faculty/departments in easy and secured way. The system is expected to
generate all the required reports to help the authority to decide on issues on time.

Key Features
 Academic Information Processing System
 Human Resource Management System
 Leave Management System
 Examination Information Processing System
 Salary Management System
 Provident Fund Management System
 Pension Management System
 Budget Management System
 Accounting Management System
 Bill Processing Management System
 Inventory Management System
 Electronic Document Management System
 System Admin & Control Management
 Office Management Benefits:
Enhancing Efficiency

1. Fast Communication
2. Efficiency through Visualized Workflow
3. Talent Acquisition
4. Optimize use of resources
5. KPI Maintaining
6. Multitasking
7. Task Allocation
8. Query Management
9. Task Prioritization

Monitoring and Transparency

1. Monitoring Decisions
2. Intra Department Collaboration
3. Privacy/Confidentiality Control
4. Real Time Reporting
5. Work Transparency
6. Statistical Progression
7. Task Reminders
8. Project Stage Navigation

Cost Reduction
1. Reduction of paperwork
2. Creating Virtual office to utilize office space
 Office Management Drawbacks:

Cost
1. Needs a decent amount of Investment

Too much reliance on technology

1. Data can be lost if a person is not good with technology
2. Fear of being hacked
3. Glitches, bugs in software
4. Server can go down anytime
5. Time lost in constant update
6. Productivity decreases with slower internet and goes zero without it

Employee Skillset
1. Operators not being skillful enough to operate
2. More Human error in work
3. Needs time to get used to new system

Danger for Idle employee

1. Employees being too lazy/ intolerant towards software’s
2. Timesheet anxiety
3. Data manipulation
4. Less Flexibility in work
5. Conflict of Interest
 Work Place Digitalization
Initial Task breakdown
1. Name of Business
2. Identifying targeted audience/users
3. Identifying and analyzing local and global competitors
4. Marking and shortlisting features
5. Copyright/Trademark/NDA
6. Fixed Cost breakdown
7. Operating Cost breakdown
8. Investment Plan
9. Marketing Plan
10. Manpower

Framework Ideation and Planning

1. Identifying Features
a. Service list
b. Setting an Objective, Mission and Vision
c. Theme Selection
d. Sub-features
e. Feasibility Study of options
2. Framework Design
a. Design stage
b. Wireframe preparation
c. Spiral Model, Waterfall Model, Object Oriented Model
d. UI/UX
e. Prototype
f. Software architecture
g. Code Implementation
3. Testing
a. Integration Testing
b. System Testing
c. User Acceptation/Beta testing
4. Maintenance
a. Corrective Software Maintenance
b. Preventative Software Maintenance
c. Perfective Software Maintenance
d. Adaptive Software Maintenance
 5. Costing
a. Operating Cost
b. Fixed Cost
c. Manpower Cost
d. Agency Cost
6. Marketing Plan
a. Pre-launch Visibility
b. Organic Content
c. Shareable Content
d. Campaign activation
e. Pitch-deck
f. Referral Program
g. Influencer Marketing
h. Email Marketing
7. Package Selection
8. Software Security
a. Protection of Database
b. Code review using tools to find bugs, vulnerabilities, and weaknesses
c. Architectural risk analysis to identify flaws
d. Penetration testing
e. Risk-based security testing
f. Abuse cases to examine how a system behaves under attack
g. Security requirements
h. Security operations

Feature Ideas
Sl. No Feature Sub-Feature
Time-sheet
Late attendance
1. HR Recruitment
Notice
Leave Management
Task List
Progress
2. Task Management
New task to assign
Work Load Management
3. General Communication File Sharing
Call (1-1)
Call (Conference)
Message (1-1)
 Message (Group)
Meeting Schedule (Calendar)
Invoice Reminder
4. Accounts Tax VAT Reminder
Invoice Reminder
*** Further will be added upon discussion and brainstorming***’

Possible Benefits
1. Faster Communication channel
2. Significant PR activities
3. Monitoring newly taken decisions and change
4. Talent acquisition
5. Employee motivation and appreciation
6. One to one suggestion from employees
7. Increased efficiency and flow of work
8. Operational cost minimization
9. KPI Monitoring
10. Intra departmental collaboration
11. Query management
12. Task prioritization, task reminder and calendar system
13. Privacy control and confidentiality
14. Multi-tasking opportunity
15. Training and mentorship via different channel and scheduling
16. Minimizing margin of error during work
17. Real time reporting
18. Transparency
19. Virtual Office
20. Increasing sales
21. CRM monitoring
22. Project stage navigation
23. Customized social feed
Question Title
1. Contact info
 Name
 Job Title
 Company Name
 Email
2. Which industry describes your company?
                                                       
3. Does your organization have an established digital workplace program or function?
 Yes
 No
If yes, please describe what features are used? And answer the question no 4 to 6.
4. Who makes digital workplace technology purchase decisions in your organization? Check all that
apply.
 Business Development Department.
 IT Department
 Human Resources (HR)
 Other (please specify)
5. Please rate the effectiveness of your organization's tools below.
Employee Portal Very Important Important Not Important
HR Portal Very Important Important Not Important
Document Management Very Important Important Not Important
Integrated Task Management Very Important Important Not Important
E-Learning /Microlearning Very Important Important Not Important
Communication Tool Very Important Important Not Important
Others:

6. please give us your feedback on the related digital platforms.

If no, please answer the following questions,

7. What are your organization’s biggest workplace challenges, that are being faced?
 Lack of Monitoring the employees.
 Time, task, and employee management.
 Limited technical staff expertise.
 Limited business staff expertise.
 Limited operational processes.
 Limited employee data accessibility.
 Lack of cross-departmental collaboration.
 Lack of strategic direction.
 Budget constraints.
 Other
8. How does the digital workplace rank in terms of your organization's priorities?
 Very Important Important Not Important
9. Have you ever done any of these things online? (Mark all that apply)
a) Searched online for information about digital workplace solution app/ website
b) Searched online for information about HR management.
c) Searched online for information about Document and file sharing management
d) Searched information regarding central communication tool system for office.
e) Searched information regarding how to track office records digitally.
f) Searched information regarding Project and Task Allocation management.
g) Posted anything online about digital workplace management.

10. How useful do you feel the online platform is in helping you in making decisions about your
companies in terms of Digital Workplace solution?
a) Very Useful b) Useful c) Unsure d) Not Useful e) Not Useful at all

11. Here are some negative thoughts and barriers in your mind about using digital platform. Do you
agree or disagree with each one?
I would be worried about the privacy of my company information
a) Strongly agree b) Somewhat agree c) Somewhat disagree d) Strongly disagree
It would take time which may loss the efficiency of company.
a) Strongly agree b) Somewhat agree c) Somewhat disagree d) Strongly disagree
This might cost too much.
a) Strongly agree b) Somewhat agree c) Somewhat disagree d) Strongly disagree

12. Here are some benefits of digital workplace. Which of them would you like to receive as a
payment basis for your company? (Mark all that applies).
a) Central communication system
b) Talent acquisition
c) KPI monitoring
d) Intra departmental collaboration
e) Query management
f) Task allocation
g) Training/ Mentorship
h) Statistical progression of task.
i) Task reminders
j) virtual office
k) Project stage navigation
l) Timesheet management
m) CRM monitoring
n) Document management.

13. What features are you interested to add along with the existing Benefits?

14. Based on the benefits, are you interested to introduce Digital Workplace Management in your
Company?
 Yes
 No
If no, then.
15. Please describe the reason.
Reason: