It's Time To Prepare For The Smart Workplace

Simon Walker

We’re all increasingly interacting with smart technology at home. My four-year-old daughter learned to say “Hey, Google” before she could operate a mouse. As Amazon Echo and Google Home devices start to pervade millions of homes, consumers are growing accustomed to using Siri, Alexa, Cortana, or Google Assistant to book appointments, send emails, or check the weather. Meanwhile, social media and commerce sites like Facebook or Amazon make suggestions and recommendations to us with uncanny accuracy.

While we’re starting to see an uptake in these kinds of technologies in the enterprise, the bulk of the “smart workplace” opportunity lies ahead, as the capabilities mature and become more embedded and integrated into the workplace fabric. The smart workplace, enhanced by cloud-enabled features, will operate with technologies that not only help us perform our work but also execute tasks on our behalf, autonomously and accurately, with minimal user direction and intervention.

So the time is right to take a step back and consider how new capabilities may impact the workplace and how to ensure the benefits are realized.

What will a smart workplace look like?

A smart workplace will undoubtedly bring a range of capabilities to both employees and the enterprise that will grow exponentially as the technology takes hold:

  • Less mundane work and higher productivity. Consider the simplicity of the instruction, “Prepare the latest dashboard, send it to John, and request his team’s comments” vs. the manual and cognitive human effort that would be required to perform that task. Through various combinations of technology, such as voice UX, natural language processing (NLP), natural language understanding (NLU), machine learning, and robotic process automation, tasks such as arranging meetings, retrieving information, and creating reports could all potentially be automated. A smart workplace will unshackle users from drudgery and allow them to be more productive – not just measured by levels of output, but also by the employee’s ability to innovate and collaborate effectively with colleagues, customers, and partners, as well as their degree of engagement with their work.
  • Reduced workplace stress. Reducing routine and frustrating tasks will help users manage their more value-added workload more effectively and allay feelings of stress or being over-worked. Have you ever felt bombarded by people asking for things? Imagine instead that the smart workplace could act as your “first line” by handling requests for information, confirmations, or content. How much of your mind would that free up?
  • Faster and more accurate. Work performed by an automated system will be more accurate and predictable and can be accomplished faster. This applies easily to high-volume transactional work (e.g., customer service) but will also prove invaluable in overcoming the inertia that can overwhelm complex projects (e.g., delays in setting up meetings, communicating key information, or informing stakeholders).

Don’t hold back your users

To avoid limiting the potential benefits, businesses can’t be overly prescriptive with how, when, and where users “should” use the technology. Instead, they need to conduct a focused change-management effort to ensure users understand the capabilities available and are comfortable using them to augment their own efforts. Intelligent features, like those in modern office productivity suites, should be “on” by default, allowing users to rapidly gravitate toward those that are most effective at simplifying their work.

Enterprises should give users the freedom to explore the boundaries and derive benefits wherever they find them – even if they’re not for direct work purposes. After all, we give users access to company cars and phones; if it makes their lives easier and increases their satisfaction as an employee, then why not allow them to use the smart tools provided by the workplace?

Just the start of the journey

Our customers are seeking ways to innovate, deploy, and integrate smart-workplace solutions and drive change and adoption within their business. They want to know how to make use of digital assistants, how to leverage voice interfaces for users, and how to deploy the latest smart features of the Windows 10 modern desktop. Although the change is not happening overnight, those that have deployed such capabilities will start to see tangible benefits.

With an open-minded approach, and by continually striving to put the latest smart workplace tools and capabilities in the hands of users, enterprises will give themselves the best chance of realizing the wealth of possibilities and benefits that are opening up; soon the technology will become all-pervasive in the workplace, and those that proactively adopt will reap the greatest rewards.

Learn more about the profound effect technology is having on the workforce in “Why Your Enterprise Needs To Be Intelligent.”

This article originally appeared on Digitally Cognizant.

Simon Walker

About Simon Walker

Simon Walker is a Director in Cognizant’s Infrastructure Services Practice, focusing on working with clients and Cognizant teams across UK, Europe and APAC to promote the Digital Workplace Services portfolio. He has over 16 years’ IT industry experience working in service management, solution architecture and pre-sales roles and has spent the last 4 years at Cognizant working as an Enterprise Architect on new business opportunities with large enterprise clients.