Outsourced Digital Workplace Services in 2024

Advancements in digital technologies, such as Artificial intelligence (AI) and the Internet of Things (IoT), are transforming the way businesses operate. Companies that implement digital transformation in their business functions earn 1.8 times higher than those that lag in implementing digitalization, and 80% of executives plan to further their attempts.¹²

Employees are having difficulty adapting to changes as digital transformation changes industries and 70% of digital transformation efforts fail due to employee resistance. 2 aspects can accelerate digital transformation:³

• Focus: Transforming the core of the business should be prioritized
• Outsourcing: Getting help from vendors in the digital transformation of non-core processes (e.g., digital workplace management) is one of the most effective ways to avoid failure

The aim of this article is to inform technology users on how business capabilities may be enhanced through workplace digitalization and to offer insights into how outsourcing digital workplace services can be used as part of an organization’s digital business strategy.

Source: BDO Digital

Figure 1. How digital workplace services work

What are outsourced digital workplace services (ODWS)?

Outsourcing digital workplace services involves hiring an external vendor to administer and deliver digital solutions for your business. By providing a comprehensive digital work environment that incorporates communication, collaboration tools, and numerous applications, the main objective of these services is to increase:

• Employee productivity
• Cooperation
• Engagement.

Enablers

Before providing various solutions, outsourced digital workspace services must ensure that they offer the following services as they lay the foundation of their operations:

Desktop as a Service (DaaS)

Desktop as a Service is a cloud-based solution that provides users with virtual desktops that can be accessed from anywhere. This enables employees to work remotely and access their applications and data from any device.

Service Desk

The service desk is a centralized support function that provides technical support to employees. A well-run service desk can help to improve employee productivity and satisfaction by providing quick and effective support when issues arise.

On-site services

On-site services provide IT support and maintenance services to employees on location. This can include everything from setting up new hardware and software to providing training and support.

License management

License management involves tracking and managing software licenses to ensure compliance and avoid unnecessary costs. This includes monitoring software usage, managing license agreements, and tracking license expiration dates.

Key components of digital workplace services

Productivity

1- Project management

Outsourced digital workplace services may include project management tools and support to help organizations manage their projects effectively. This can include everything from setting up project management software to providing project managers and other team members with the training and support they need to use it effectively. They can also help organizations stay on track and ensure that projects are completed on time and within budget.

2- Data integration

Data integration involves combining data from multiple sources into a unified view. This can include data from various systems and applications, such as CRM software, financial systems, and HR applications. Vendors may provide data integration solutions and support to help organizations achieve this goal. This can include everything from setting up data integration software to providing training and support for IT teams to use it effectively.

3- Time management

This can include everything from setting up time-tracking software to providing training and support for employees to use it effectively. Time management services can help organizations optimize schedules and ensure employees work efficiently.

4- Cloud services

Cloud storage and file-sharing services help provide a central location for users to store and access their files from anywhere. These services often include features like version control, file locking, and sharing permissions.

5- Analytics & reporting

Vendors may provide analytics and reporting tools that enable organizations to track key metrics and gain insights into their operations. This can include everything from basic reporting and dashboards to more advanced analytics capabilities that enable organizations to analyze large data sets and identify trends and patterns.

Communication & collaboration

6- Identity & access management

Outsourced digital workplace services may include access management tools and support to help organizations manage user identities and permissions across multiple systems and applications. This can include everything from setting up single sign-on (SSO) solutions to providing training and support for IT teams to manage user access more effectively.

Source: Gartner

Figure 2. Trends in identity & access management

7- Communication & collaboration tools management

Communication and collaboration tools can include a wide range of technologies, such as:

• Video conferencing (e.g., Microsoft Teams)
• Instant messaging (e.g., Slack)
• Team collaboration software (e.g., Jira)

Outsourced digital workplace services can help select the right tool that aligns with company needs and assist them in the implementation process. To ensure that the tools function properly, these services provide ongoing technical support, such as monitoring usage or making necessary updates or upgrades. 

8- Virtual Desktop Infrastructure (VDI)

Figure 3. Visualization of how VDI works.

VDI allows users to access a virtual desktop environment from any device, enabling remote work and reducing the need for physical hardware. Vendors can provide services such as setting up virtual desktop environments or providing remote access and troubleshooting support.

Top 6 benefits of outsourced digital workplace services

1. Access to specialized expertise: Outsourcing allows companies to benefit from the knowledge of experts in digital workplace services, ensuring the implementation of best practices and the latest technology.
2. Reduce costs: Outsourcing can result in cost savings by reducing the need for in-house resources, infrastructure, and maintenance. Companies can also benefit from the scalability of outsourced services by paying only for the services they need.
3. Improve employee productivity: According to a recent survey, ~90% of companies have or will have skill shortages in the future.

If you need assistance selecting the best vendor for your needs to transform your workplace digitally, don’t hesitate to contact us:

External Links

• 1. Forth, Patrick; Reichert, Tom; de Laubier, Romain; Chakraborty, Saibal (October 29, 2020). “Flipping the Odds of Digital Transformation Success” BCG. Retrieved March 23, 2023.
• 2. Chakraborty, Saibal; Charanya Tauseef; de Laubier, Romain; Mahesh, Akshaya (September 25, 2020). “The Evolving State of Digital Transformation” BCG. Retrieved March 23, 2023.
• 3. Forth, Patrick; Reichert, Tom; de Laubier, Romain; Chakraborty, Saibal (October 29, 2020). “Flipping the Odds of Digital Transformation Success” BCG. Retrieved March 23, 2023.