The digital workplace constantly evolves – driven by endless developments in technology and enhancements in both software and hardware. We’re used to having our office in a pocket, and even use wearables to keep up to date with emails. There is no escaping the fact that we can complete tasks and do our job wherever we are – without being tied to only one location.

Companies are now rethinking traditional processes to help save money and increase efficiency, as technology can be deployed and tailored to an organisations needs, and grow organically with your business needs but what is a digital workplace?

“The digital workplace encompasses all the technologies people use to get work done in today’s workplace. It ranges from your HR applications and core business applications to e-mail, instant messaging and enterprise social media tools and virtual meeting tools”


But employees have been using the majority of the technology listed by Deloitte for many years. MS Office is a standard feature in the workplace – used to create and manage documents and provides a built-in messaging system. Online file sharing systems are becoming the norm, and the use of CRM software goes from strength to strength. As technology develops further, a virtual digital workplace is also changing the world of work by creating an equivalent of the physical workplace.

If the overall aim of the digital workplace is to streamline processes and help reduce cost, the user’s experience should sit proudly at the top of any list of requirements. For newly created companies, deploying digital concepts from the start will ensure the avoidance of needing to upgrade systems or upskill staff but according to Gartner – by 2018 most organisations will be forced to implement a digital workplace to respond to workplace trends.

blog TfL digital workplace

Thinking outside the office

Businesses are already reaping the rewards from the plethora of technology at our fingertips, and by implementing new collaborative procedures, companies can improve how they do business and save time and money. A digital workplace is not ring-fenced to a physical environment, and only available to staff based in an office – the use of mobile technology helps expand the workplace beyond traditional bricks and mortar.

Transport for London (TfL) wanted to improve the way station staff operate and move away from the mainly paper-based methodology for reporting station faults. Keytree developed a Minimum Viable Product (MVP), allowing staff working underground to record defects using a mobile device. We delivered the MVP to get a solution into the hands of the users quickly, but if there’s no planned future development, you need to ensure the MVP meets all user needs. By working in an agile way, adjustments and updates are possible throughout the development journey, which results in a Minimum Viable Product.

In the case of TfL, all station staff were issued with iPads, and through the ongoing development of the Fault Reporting (FR) app from Keytree, users can now record and monitor faults directly in the FR app and also photograph and send an image of the fault – something that was not possible previously. TfL also provides station staff with a digitalised Station Logbook, for recording all station activity, a Ticket Monitoring app to report when gates and machines need attention and an app for the reporting of unpleasant incidents in the workplace, making a huge difference to life working underground.

Using an app to streamline and improve how tasks are carried out by staff working underground demonstrates the impact of digitising the workplace. There are many other options, all adaptable to workforce needs and Keytree’s track record in delivering these business transforming projects helps companies to maintain a lead over its competitors – and improve the way employees manage their day to day tasks.