Workforce mobility is becoming more and more prominent with 61 percent of employees reporting work outside the office for at least part of the time. The trend is gaining so much prominence because it leads to a 30 percent better process and a 23 percent increase in productivity, the latest statistics quoted by Forbes magazine suggest.
Creating a culture of workforce mobility depends on several things. Here are the best ways to accomplish the goal in an attempt to give employees more freedom and to streamline corporate processes.
Choose the Right Digital Document Management System
Apart from helping your company become a lot greener, a document management system will also enable the workforce to become mobile. Digital files instead of printed documents can be accessed from just about every location. On top of that, using a digital document management solution increases security and reduces the risk of a confidence breach. Your existing archives also can be digitized efficiently through the selection of a solution that comes with the necessary features.
Having access to a unified document archive will enable people to work more efficiently and provide the ability to access, modify and collaborate on files from just about every location. Needless to say, the quality of the chosen system will be of paramount importance for success. Always look for scalability because the needs of your organization are not going to be the same a few years from now.
Ensure Access to Technology
In order to deal with their responsibilities, employees should be given access to all the necessary technology. Training people how to leverage and rely on such tools for the remote completion of tasks will also be important.
A company that invests in hardware and software that people can utilize to work remotely is setting up the right culture to support the new tech-savvy generations who have entered the workforce. The initial investment will quickly pay itself off in the form of increased productivity.
Some companies may worry that the amount needed for the acquisition of new tech is going to be a massive one, but this doesn’t have to be the case. There are numerous cloud-based solutions that can eliminate the requirement for this type of investment. These solutions usually come with a monthly subscription that varies from one company to another. The best aspect of such cloud-based solutions is that the companies will be paying solely for the features and the tools that they use. If hosting your organization applications in the cloud is not part of your IT strategy, some premise-based solutions are available a la carte, so you only have to pay for the futures you need to get started. You can then add the features and user licenses that you need over time as the system expands to support new documents, workflows and departments.
The Importance of Feedback and Employee Management
While the right technology is the absolute key to successful workforce mobility, coming up with a communication strategy is going to be equally crucial.
Providing feedback communications channels is a prerequisite for engagement and a high level of motivation in a remotely-managed team. In fact, 65 percent of employees who participated in employee engagement surveys reported that they yearn for more feedback from managers and team leaders.
There are some rules of thumb for providing communication to remote team members. This communication could be in the form of emails, phone conversations and even video calls. The frequency of these will interactions will depend on the overall work process and the amount of time that a worker is dedicating to remote activity. Regular team meetups in the office are also needed. These will help to get everyone on the same page. They can be used to provide information about progress, challenges and the work that still has to be done.
The most important thing to remember is that one-size-fits-all recommendations for encouraging workforce mobility don’t exist. Every company has its culture and its specific technology needs. A bit of preliminary planning will be required to identify the necessary equipment and the procedures that will enhance communication and boost productivity. Contact CASNET today and we can help you plan and implement a document capture and management system that will help your organization run and grow.