Digitalization

Digital Workspace Blog: agorum

A little while ago, we introduced you to what we think are the „Best German-Language Blogs about the Topic Digital Workspace“. Many of these bloggers agreed to answer our questions, so that now, we and you can learn more about the respective blogs and the topic digital workspace.

 

One of the blogs that we recommended last time is the Dokumentenmanagement Blog, a blog by the agorum Software GmbH, the producer of an open source document management system. The blog deals with, as the name already implies, everything surrounding the topic document management. The blog contains valuable information about the topic digital workspace and how documents can be saved, edited and shared in this new work environment.

 

The blog is recommended for anybody that wants to dive deeper into the topic – beginners, but also readers that already know the topic a little better. Mr. Oliver Schulze, manager at the agorum Software GmbH, took the time to answer our questions. 

 

Since when do you run the blog?

We run the blog actively since 2014.  

 

Who is blogging? A team, one person?

A team. Usually, multiple people contribute their ideas and draft an article which is then edited by 1-2 people from the team before it is published. 

 

Which topics are covered on your blog? 

It is all about the topic document management. This is a wide field. We research in this context what could be helpful to our readers. That is, which questions are our readers posing to themselves, which we can then answer. We divide the topic document management into many sub-categories, like for example:

    • Archival in general
    • Archival of emails
    • Digital workplace (digital collaboration) 
    • Processes/workflows 
    • Invoice processing 
    • Receipt of emails 
    • and much more… 

 

Which article is the most popular article on your blog?

Die 6 interessantesten Funktionen eines Dokumentenmanagement-Systems [in German] 

 

Which article about the topic Digital Workspace would you recommend to our readers and why?

I enjoyed our 3-part post in which we described how we implemented the digital workplace at our own company: Digital Workplace bei agorum [in German]. 

 

Based on your experience, what is often the reason why companies struggle with the introduction and implementation of the digital workspace? What should companies keep in mind about the digital workspace when they do so?

In our experience, there are various reasons: 

  • The individual employees are not always included in the process and are presented with something that doesn’t really help them or, even worse, makes work more difficult for them. 
    • Many individual systems are used that don’t work well together. You can easily be working in 5 different programs at the same time to actually be able to work. 
    • Oftentimes, systems in use are too rigid and demand a complete change of working procedures and complicate them. Based on our projects, we know that a common wish is to configure the system in question to the requirements of the user.  
    • Often it is also about the attitude. How often have I heard the sentence „Why should we change something that we have been doing this way forever…“. In our experience, there are always a few people in the company that would like to work in a modern and digital way, and that want to push the topic forward. These are the kinds of people that should be involved in such a project. The „grumblers“ will eventually go along when they see how work can be done digitally. 
  • Such a project also has to be looked at on a company-wide level. You don’t have to change the whole company all at once, but a company-wide implementation should at least be present as a „big picture“ plan. And for this, it is necessary for the topic to be supported by the higher levels of management. 

 

In your opinion, what is the most important trend in the Digital Workspace area? What should companies be prepared for?

    • The hottest topic right now is the shortage of employees. A company that still works in an old-fashioned way has a harder time to get skilled labor excited about working for them than companies that move with the times. This is true especially when thinking about the home office: it isn’t even possible without working digitally. 
    • Other than that, we see a growing problem in companies that don’t react quickly enough to the demands of their users. In this case, the users use workarounds that enable them to work digitally regardless. For example, popular programs like WhatsApp, Dropbox & Co. are used to work outside the bounds of the company. This isn’t just worrisome due to privacy concerns, but also because it causes company data to slip outside the company’s grasp as it could be stored on servers in foreign countries. Trends in these cases are to offer useful alternatives. For example: 
      • In-house modern communication systems
      • Exchange of documents with external stakeholders without having to leave the corporate structure 

 

Many thanks for your explanations and tips, Mr. Schulze! We are already looking forward to new articles on your blog, the Dokumentenmanagement Blog, and suggest for our readers to follow you there.

 

Oliver Schulzeagorum

 

 

 

 

 

 

 

 

 

Want to read more about Digital Workspaces? You can find further articles related to this topic here: Digital Workspace Article

Leave a Reply

Your email address will not be published. Required fields are marked *