Providing a good digital experience
for employees: the guide

In the context of the"War for Talent"and the "Great Resignation", improving the employee experience is a crucial issue for organizations.

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And for good reason, the way employees perceive and experience their jobs throughout their time with the company directly impacts not only their commitment and loyalty, but also the attractiveness of their employer in the eyes of potential recruits.

In a period marked by digital transformation and the rise of hybrid work, one dimension of the employee experience is becoming essential: the digital experience .

Employees are surrounded by technology on a daily basis, which plays a key role in the employee experience.

In this article, Mozzaik365 draws the archetype of a digital workspace that offers a good digital experience to employees.

Follow the guide to understand everything about the digital employee experience and discover what makes a good digital experience.

A good digital employee experience: why is it essential?

Before going any further, let's briefly review whatemployee experience is and what are the virtues of a good digital employee experience .

Employee experience: definition and challenges

Theemployee experience refers to the emotions and feelings felt by an employee throughout his or her career with the company, from application to Offboarding (separation process when an employee leaves a company).

This concept stems from that ofcustomer experience. It is part of a logic of symmetry of attention that consists of giving as much consideration to the needs of employees as to those of customers.

For the organization, treating its employees as internal customers and meeting their expectations has several notable advantages. This approach makes it possible to :

Strengthen employee engagement;
Retain employees;
And attract new talent .

Recognizing these benefits, more and more employers are concerned abouttheir employees' experience.

According to the Employee Experience Barometer 2022 published by ParlonsRH, 50% of companies have implemented a policy to improve the employee experience, compared to only 25% three years ago.

A winning strategy since, according to the same survey, companies that take care of theemployee experience are more resilient to change:

Twenty-one percent of these organizations reported an increase in employee engagement at the time of the Covid pandemic, compared to 6% of other organizations.

In addition, 89% have "moved their organization in the direction of hybrid work"compared to 67% for other companies.

The benefits of a positive digital experience

In a context of digital transformation, digital tools play a key role in theemployee experience .

And for good reason, employees use different software and applications every day. These can be irritants or, on the contrary, facilitators.

This second assumption must of course be a priority objective since it is important to offer a good digital experience to employees:

Saves employees time when searching for documents, tools, information or contacts;

Facilitates the access of employees to their business applications, thus making the licenses paid by the company profitable;

Enables teams to better collaborate in a hybrid environment, mixing on-site presence and telecommuting;

To go further https://www.mozzaik365.com/blog-posts/manager-equipe-teletravail

Increases productivity while limiting the risk of knowledge loss and ensuring security of data;

Accelerate the adoption of IT tools and the development of a true digital culture at the scale of the company;

Improves working conditions for employees and, as a result, contributes to talent retention and lower turnover;

Fosters the emergence of internal technology advocates and publicambassadors of the employer brand (also known as Employee Advocacy).

As we can see, the benefits of a positive digital experience are numerous.

So how do you provide a good digital experience for your employees? That's what we're going to see now.

A unique environment, fluid and pleasant to use

The first lever forproviding a good digital experience to employees is the implementation of a single, fluid and user-friendly Digital Work Environment (DWE ).

To guarantee an optimal user experience , this ENT must have different characteristics:

100% integrated digital tools

The ENT must first of all integrate the software and applications already used by the employees, especially their business tools.

It must also articulate all the tools with each other in order to create a continuity of use .

For example, employees should be able to share and co-edit documents directly on the page dedicated to a project they are working on.
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**A hub with a functional organization**

The ENT must also centralize all the information, resources and tools that are useful to employees to accomplish their missions.

Better yet, it must allow all these elements to be organized in a functional way.

All the items related to the progress of a project (organization chart, retroplanning, list of tasks, follow-up tools, contacts, conversations, etc.) must be able to be gathered on a single project site.

A unified digital workspace

Finally, to satisfy employees, the use of the ENT must be intuitive and navigation must be easy and seamless.

The goal: to allow users to move from one tool to another or from one space to another without friction and without wasting time.

For example, an employee must be able to switch from the HR intranet intranet to the internal knowledge base without any effort, or from a project site to the corporate social network in one click and without having the impression of changing environment.

In addition, employees must be able to log into their digital workspace and access all of their work tools using a single password and login.

In a word: a Digital Workplace

In a nutshell, in order for the digital experience of employees to be optimal, it is therefore necessary to set up a large unified digital workspace, in other words, a Digital Workplace .

To do this, you can use integrated Digital Workplace solutions such as Microsoft 365 or Google Workspace as well as their collaborative platforms (Microsoft Teams for example), which are real levers for internal communication .

These products have the advantage of being well known by employees, which further facilitates their adoption and contributes to the quality of the digital experience of employees .

💡To go further, discover our guide on how to transform your intranet into a Digital Workplace.

A workspace tailored to each employee

As we have seen, in order to create a sense of satisfaction and well-being among employees, the technological environment should preferably take the form of a true Digital Workplace .

However, not all solutions are created equal.

To fully play its role in improving the employee experience, the digital workspace must include different functionalities.

First and foremost, it must offer a workspace tailored to each employee.

🚀 Taking it a step further, 6 concrete ideas for improving the employees'digital experience

A personalized workspace: what for?

The provision of a personalized workspace for each employee contributes greatly to employee satisfaction.

And for good reason: in their personal lives, employees are used to using "customizable" digital products (their Smartphone, their pages on social networks, targeted ads, e-commerce sites, etc.).

These daily uses naturally influence the expectations of employees in terms of digital uses at work .

How, for example, can we not feel frustrated by a complex, austere and slow digital ecosystem when, in our daily lives, we go from a blog post to the messaging system of our favorite social network and then to our banking application with a simple thumb gesture?

From a functional point of view, a user who uses specific tools during the day wants to see them appear in the Digital Workplace, and does not want to be "drowned" with several tools they never use.

In order to satisfy employees, the Digital Workplace must therefore also adapt to the needs of each individual and provide them with a personalized space.

A personalizeddashboard for each employee

Thepersonalized workspace of each employee must be presented as a real Dashboard.

The latter should centralize everything the employee needs for their daily duties:

Shortcuts to business tools (applications and software) and to the internal communication platforms they use every day;

Their personal agenda, To Do List and the shortcuts needed to join a videoconference meeting or schedule an appointment;

Shortcuts to the sites related to the projects which they contribute to as well as to his working documents;

Notifications about their various projects, conversations or internal news that concern them;

An overview of important internal news from internal communication or from feeds the employee has subscribed to.

How to provide your Digital Workspace with personalized workspaces?

Mozzaik365 allows you to create a Digital Workplace in Microsoft 365 and to set up a personal Dashboard for each user.

A true personal productivityhub , this dashboard can be customized at the company and employee level to perfectly match the needs of this internal client .

Features always on the cutting edge

In addition to a personalDashboard , to enable employees to have a positive digital experience, thedigital workspace must also offer features that are always up to date.

Why opt for a scalable digital workspace?

The technology environment plays a major role in theemployee experience within the company.

Regularly changing platforms because they no longer meet the need or are obsolete can be detrimental to employee satisfaction and well-being . In this case, employees have to get used to a new digital work environment, which can lead to stress, reduced motivation and loss of productivity.

To guarantee a good digital experience for employees, it is therefore necessary to rely on a modern tool, which responds to the reality of their job and the changes in the world of work. The platform must evolve along with the company's digital maturity: the Digital Workplace, capable of evolving and adapting continuously to the needs of the organization and its employees, is the solution to adopt.

Portrait of an evolving Digital Workplace

A scalable Digital Workplace is simply a platform that offers modern tools that are in line with the reality of employees' jobs.

But that's not all. It is also a platform that changes with the demands, business challenges , technological innovations and changes in the world of work.

For example, it is a digital workspace adapted to hybrid work that allows a conference to be held simultaneously in physical and remote mode, on different media.

It is also a Digital Workspace that can easily be enriched by adding the latest applications on the market.

Such is the case with the Microsoft Digital Workplace fromMozzaik365. Since Mozzaik365 is a natural extension of SharePoint, the resulting Digital Workplace can be enhanced with many of the innovations offered by Microsoft and is updated regularly to stay on the cutting edge of functionality and design .

📢 To take it a step further, find out how agility is the key to a Digital Workplace built to last.

A safe and secure work environment

Customizable and scalable, a Digital Workplace must also be secure and safe to provide a good digital experience for employees .

The need for a safe and secure digital workspace

IT security is a key issue for all organizations.

And for good reason, according to the 7th annual CESIN barometer, in 2021, more than one out of two French companies say they have suffered between one and three cyber attacks with a business impactin 6 out of 10 cases.

Employees are aware of the IT risks associated with digitalization. The use of digital tools can become a source of stress for them.

How many employees are anxious about "doing the wrong thing" by "catching" a computer virus via a malicious email, accidentally spreading confidential information or just accidentally deleting a key resource?

As we can see, a secure digital work environment is necessary to optimize theemployee experience and protect the organization's interests.

💡 To go further, find out how to secure workstations.

What is a safe and secure Digital Workplace?

A safe and secure Digital Workplace has two main characteristics.

First, it allows administrators to manage access rights to the various spaces and resources made available by the company.

The objective: to set up restricted accesses so that employees cannot make compromising actions, especially inadvertently.

But that's not all. A secure collaborative intranet must also be secure, i.e. resistant to cyber attacks.

The Mozzaik365 Digital Workplace, integrated with Microsoft 365, meets these requirements. It does not host any data and is ISO 27001 certified.

Turn your intranet into a Digital Workplace

Free guide

An accessible and inclusive digital workspace

Finally, to satisfy employees and contribute to their well-being at work, a Digital Workplace must be accessible and inclusive.

Inclusiveness and accessibility of the Digital Workspace: a priority

Inclusivity and accessibility of the digital workspace is a priority.

To have a positive employee experience, all employees must be able to enjoy the same benefits as their peers, and therefore the same technological environment.

It is therefore essential to ensure that all talents can benefit from the digital workspace, regardless of the nature of their functions or their particularities.

What is an inclusive and accessible Digital Workplace?

In order to avoid any breach of equality or sense of injustice, the Digital Workplace must include the following features:

It must be Mobile Friendly to allow employees in the field or those who travel frequently to enjoy an optimal digital environment.

It should allow users to navigate, work and communicate in different languages. For example, Microsoft 365 allows instant translation of messages posted in a Teams conversation. A real plus for international teams!

It must adapt to the needs of disabled talent, for example by offering audio reading to visually impaired employees. Here again, Microsoft is leading the way in accessibility.

🚀 To take it a step further, find out how to facilitate communication with field teams.

Support: a must

By now, you will have understood that offering a good digital experience to your employees requires the adoption of a Digital Workplace that is customizable, scalable, secure, accessible and inclusive.

But technology isn't everything. To get the most out of your digital workspace and improve the way your teams feel about your organization, support is essential.

Employee training: a must

In order for them to acclimatize to their technological environment and take advantage of all its benefits, employees must be trained to use it.

As soon as your Digital Workplace is set up, it is therefore essential to provide training for users.

These can take the form of face-to-face courses, video tutorials or mentoring.

In the latter case, employees (Early Adopters) can evangelize their peers by conveying their interest in the new solution and explaining its use. They are also the people to contact in case of questions or difficulties.

Finally, the company's ambition must be regularly reiterated through internal communication campaigns aimed at promoting the collaborative intranet.

The key role of the manager in technology adoption

Managers are a pillar of digital transformation, and more specifically of the adoption of a digital work environment.

In order for the Digital Workplace to be embraced by all employees and contribute to their overall well-being and satisfaction, the manager must create a positive and encouraging dynamic.

In this perspective, the supervisors themselves must be accompanied.

They must first be trained to use the technology and learn to communicate about it.

Better still, managers must be converted to management in a hybrid work situation in order to adapt their own managerial practices to the technological environment.

💫 To take it a step further, find out how to implement a true Change Management campaign can be conducted within the organization .

Optimizing the digital experience of employees: what you need to remember.

As we have seen, the digital experience is an important facet of the employee experience. And for good reason, the technological environment is one of the three pillars of the employee experience, alongside the corporate culture and the workspace. To provide a satisfying digital experience to your employees, the best solution is to offer them a unified and easy-to-use digital work environment, in other words: a Digital Workplace. But beware, to deliver on all its promises and contribute to your employees' sense of satisfaction and well-being, the Digital Workplace must :

- To be able to adapt to the needs of each internal customer, thanks to a personal Dashboard for example;

- Be safe and secure;

- Be scalable;

- And be inclusive and accessible to all employees.

Finally, to be successful, the digital environment must be adopted by employees. Its ease of use or the fact that it is already partly known by employees contributes to it being adopted. But this is not enough. Employees, and especially managers, need to be trained to use the technology. The key is to create a digital work environment that is conducive to employee development, which is a real lever for commitment, loyalty and attractiveness.

FAQ

Guide : Providing good digital experience for employees

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