Agility: The Modern Workforce

Agility: The Modern Workforce
 

14 April 2020, Tuesday

Evolving mindsets and circumstances have shifted focus from the fixed to the flexible. With over a third of companies expecting an increase in contractors or freelancers[1], the days of traditional office work seem to be numbered. As business models transform to support this trend, managing flexible work arrangements becomes not just important, but essential.

Only 42% of companies employ conventionally salaried staff[2]. Mobile working has thus become a linchpin for the majority of organisations, allowing employees to remain fully connected regardless of their physical locations. With increased remote correspondence, however, comes hurdles that must be overcome in order to facilitate smooth and seamless connectivity.

This article explores the challenges of mobile working, and how new technology can help to overcome them.

The Risks of Going Remote

1. Connectivity and Document Control

One of the biggest challenges associated with remote workforces is the lack of in-person communication. Without physical interaction, connectivity requires creative handling – a pain point that both digital and mobile technologies have addressed.

Between real time voice calls, updates and notifications, communication has become largely independent of physical location. Cloud servers enable the easy syncing of schedules, smartphone and tablet applications support productivity, and conferences ensure that even meetings are not compromised. Documents can be uploaded, files can be shared, and digital transformations enable the sharing of information on unprecedented levels.

The concern, then, lies in managing this abstract digital environment. Without proper document control and streamlined workflows, information governance and management can become hugely cluttered. This creates bottlenecks and hinders the efficiency of mobile working.

2. Digitisation and Information Access

When working remotely, it is essential that employees have access to all necessary documents and information to remain productive. Paper-based systems impede this process, heralding the push towards digitisation.

The potential setbacks are worth noting. Resistance from traditionally paper-bound processes aside, there is a very real issue of how exactly information is to be smoothly transmitted to employees who never set foot in the office. Security is a second point of consideration: if cloud-based systems are used as the core method of communication, it exposes sensitive documents to both internal and external risks.

Seamless Mobile Working for Businesses

Konica Minolta Managed Content Services addresses these challenges by streamlining and optimising content-based business processes.

1. Enhanced Document Control, Access and Management

Companies of all sizes use Document Management Systems (DMS) to drive better customer service, digitise paper-based data and information, and automate business processes. Targeted at creating and improving digital workflows, a DMS enables optimal document control regardless of source or format. User-friendly mobile applications and web clients allow employees to access vital documents from anywhere in the world. Permissions for key documents can be controlled at the folder level, allowing for comprehensive, flexible management.

These solutions protect businesses from data loss, improve confidentiality, and boost productivity through essential features such as search by keywords. Utilising Konica Minolta’s Document Management Systems, worker productivity and performance are magnified through innovative office automation solutions.

2. Secure Digitisation and Connectivity Tools

Through Document Processing Outsourcing (DPO) services, Konica Minolta offers the digitisation of archives such as internal personnel files or external customer files. This helps to separate vital business functions from traditional paper archives, eliminating the need for physical storage and advancing workplace flexibility. However, without appropriate tools, sorting through digitised information can be very arduous. An enterprise search is thus central to Konica Minolta’s service and product portfolio. This convenient function provides a single point of access to search all digital archives at once, reducing the time spent on document retrieval.

These solutions redirect non-essential business activities to a reliable provider, allowing for leaner operations. Leveraging Konica Minolta’s Document Processing Outsourcing services, companies are empowered to focus more on revenue generation.

These Content Services facilitate smart digitisation and centralised management of a huge and varied volume of electronic data. This improves efficiency, lowers operational costs, and supports the increased need for agility whilst minimising risks, providing you with a total visibility of the process, documents and information. Security is not compromised, with robust safeguards in place to meet compliance demands. Accessing this digital repository is made easy regardless of physical location, further driving productivity and control.

Great potential lies within creating a virtual workplace and enabling remote workers. However, even as more companies embrace the mobile environment, it remains no less crucial to foster an environment that is both efficient and well protected.

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[1] Deloitte (2018) “The changing workforce: a new type of team”, Retrieved from: https://www2.deloitte.com/us/en/pages/human-capital/articles/the-changing-workforce.html

[2] Ibid.