Digital workplace management software provides a wide range of useful functions, including facilitating document management, collaboration tools integration, task tracking, and improving communication channels. Centralization is a hallmark of these platforms; they aim to bring all work tools and communications into a single, unified space, eliminating the need to juggle multiple applications. This streamlining processes increases collaboration and improves efficiency.
Today’s workforces are not confined to the four walls of an office anymore; thanks to technology and widespread adoption of remote working, our work lives have expanded into the virtual realm.
The market for digital workplace management platforms is more competitive than ever before. There are numerous providers offering unique features and approaches to improving the ways that businesses operate. With all this choice, finding the right fit for your organization’s needs can be challenging. We’ve put together a list of the top digital workplace management platforms to aid your decision-making process. This guide will provide background information to the top digital workplace management solutions and their standout features, this should make choosing the right solution for your organization easier.
Airtable is a versatile platform that aids organizations in efficiently managing their workflows and data. Founded in 2013 with its headquarters situated in San Francisco, the company has been utilized by more than 300,000 organizations globally, including a significant portion of Fortune 100 companies. The platform facilitates the creation of apps that teams can use to synchronize data, thereby assisting them in achieving their primary objectives.
Airtable is highly adaptable and caters to various needs within an organization. It has additional features for marketing, financial planning, and human resources teams. The platform provides a flexible and customizable workspace where data such as customer feedback, project roadmaps, and sprint schedules can be interconnected, thereby streamlining operations and allowing more effective planning. The platform also offers a range of view options, a drag-and-drop interface designer, and tools to automate processes, enhancing the efficiency and coordination within teams.
Airtable’s core strength lies in its adaptability and centralization capabilities. The platform allows users to easily design custom apps, drawing from existing data and can dynamically align with organizational goals by providing a single source of truth for initiatives across various departments. Its new AI integration transforms workflows, offering innovative features for product specification generation, meeting summarization, and feedback categorization. Airable is a comprehensive solution that aims to improve alignment and visibility across teams, promoting collaboration, and fostering a data-driven approach to achieving organizational goals.
Box is a cloud content management company established in 2005, offering a secure platform for content collaboration and management. Based in Redwood City, California, with several other offices globally, Box has become a vital tool for over 87,000 businesses. The product integrates with various popular apps and emphasizes secure data handling, fostering a connected workforce regardless of the industry sector.
Box centralizes all enterprise content on a singular platform, offering features that facilitate storing, sharing, and managing diverse types of documents ranging from sales contracts to marketing materials. Users can benefit from the Content Cloud, a cohesive system that incorporates AI technology, e-signature capabilities, workflow automation, and enterprise-level security. It further supports real-time collaboration through tools like Box Notes and Box Canvas, enabling structured project planning and virtual whiteboarding, fostering teamwork and enhancing productivity across various devices.
The solution’s strengths lie in its security and compliance measures that are built into the system, reducing the need for additional tools to protect critical data. The Box Shield feature, for instance, employs advanced machine learning tools for native data leak protection and threat detection. Moreover, the platform offers customization options through developer tools and APIs, allowing organizations to tailor Box to suit their specific requirements. Furthermore, Box strives to facilitate digital transformation by offering native e-signature capabilities within the Content Cloud, streamlining digital workflows like contract management and employee onboarding, thereby offering a cost-effective and efficient alternative to traditional processes.
Dropbox is a cloud-based file management solution provides secure and organized storing, sharing, and management of files and documents. It offers a suite of products that cater to various needs such as file backup, electronic signatures, and document collaboration. The platform streamlines workflows by providing a centralized location where users can manage a broad array of content, from traditional files to cloud content and web shortcuts.
Key features of the Dropbox platform include the ability to securely store and organize a wide variety of file types, with individual file size support up to 2 TB. Dropbox enables users to share large files quickly, generate collaborative documents, to forward projects, and streamline document workflows with legally-binding eSignatures. Additionally, users can capture and convey messages through screenshots, GIFs, or videos recorded directly on their screen. The platform also offers a password management system where users can securely store unlimited passwords in a central location.
Dropbox stands out as a solution with significant emphasis on security and ease of use. It assures users that their data remains private, with no resale of user data. The platform is massively popular worldwide, with over 700 million registered users and utilized by over 600,000 teams globally, including 56% of Fortune 500 companies.
Google Workspace Business is a comprehensive cloud productivity and collaboration suite that includes a variety of popular enterprise apps created by Google. It is designed to assist teams of varying sizes in connecting, creating, and collaborating more efficiently. it allows them to consolidate key functionalities into a singular platform which includes a professional email service with custom domains.
Google Workspace for Business includes a range of well-integrated business applications such as Google Meet, Chat, Drive, Docs, and Sheets. This is delivered under a simple subscription model with automatic updates. Users take advantage of enhanced collaboration capabilities, enabling work from any location and on any device. Google Drive offers comprehensive and secure file storage capacities that are easily manageable and implement a robust degree of security.
Built upon a reliable cloud infrastructure, Google Workspace prioritizes the safety of information, identities, applications, and devices. Its browser-based nature results in continual updates, removing the necessity for localized devices or native apps, and eschewing traditional email attachments. The system operates on a zero-trust approach, encompassing built-in controls, encryption, and verification processes to safeguard organizational information on a global scale, making it a dependable choice for businesses looking for a secure, collaborative, and productive workspace solution.
Jira Software is a widely utilized project management tool that facilitates agile project management methodologies for software development teams. Established in 2002, it offers a platform where numerous teams such as DevOps, product management, and software development can plan, track, and manage their projects.
The key features of Jira Software assist teams in efficiently moving forward with their projects while maintaining alignment with their business objectives. It allows for the management of work through robust Scrum and Kanban boards, facilitating the precise planning and tracking of tasks. Additionally, the timeline view enables teams to stay synchronized and manage dependencies effectively.
Jira offers statistical insights and reports, helping teams to stay informed and prepared. To enhance its functionality, Jira Software can be enhanced through its compatibility with over 3,000 apps and integrations, allowing for a customizable approach to project management based on individual team needs and frameworks. Jira is a market leading project management tool, with adoption by over 65,000 companies globally, signifying its flexible nature in supporting various project types and its compatibility with a multitude of apps and integrations.
Microsoft 365, previously known as Office 365, is a cloud-powered enterprise productivity platform developed by Microsoft. It encompasses a range of Microsoft’s business apps and services such as the Microsoft Office suite and Outlook, coupled with intelligent cloud services and high-level security features. Users can access data remotely, collaborate in real-time, and utilize an extensive array of pre-designed templates to streamline business communication and operations, with the assurance of robust security measures that protect data and devices.
The platform offers different subscription packages, including Microsoft 365 E3 and E5, each with its own set of features and pricing. The platform includes various applications such as Microsoft Teams, Word, Excel, PowerPoint, and OneDrive, among others, available for installation on PCs, Macs, tablets, and phones with real-time collaboration across all of your devices. Depending on the subscription, users can also benefit from additional services such as advanced security options, scalable business analytics with Power BI, and audio-conferencing capabilities.
Microsoft 365 aims to facilitate seamless connectivity across all levels of an enterprise, fostering innovation and enhancing productivity. Microsoft Defender for Business (available as part of the Business Premium package or as a standalone product) provides an endpoint security solution, safeguarding businesses with up to 300 employees from cybersecurity threats including malware and ransomware, all in a user-friendly and streamlined package.
Miro is a digital workspace platform designed to facilitate collaboration and innovation among teams, regardless of their size. The platform is a global leader, with users including a significant portion of Fortune 100 companies, used to streamline complex ideas and accelerate the process of product and service development.
Miro offers an impressive array of functionalities that are useful across a range of business operations. It allows for the creation of wireframes, dependency maps, and enables scaled product planning through its product development workflows with a customizable, easy-to-use drag and drop interface. The platform assists in facilitating workshops and asynchronous collaboration through advanced tools for quick feedback cycles and interactive presentation experiences. Users can create flowcharts, journey maps, and other diagrammatic representations with the help of intelligent formatting and an extensive shapes library. Miro AI is another feature that aids in generating auto-created mind maps, diagrams, and codes, easing the completion of repetitive tasks.
Miro stands is a comprehensive unified workspace where documents, designs, videos, and live data can be brought together. It integrates with over 130 apps to foster a united workflow within a scalable and secure workspace, promoting efficiency and smooth administration with granular permissions and controls.
Monday.com enables organizations to develop work management tools and software applications tailored to their specific requirements without coding. The platform aims to facilitate the connection of individuals with processes and systems to foster a collaborative and transparent working environment. A global brand, Monday.com has offices situated in various cities around the world including Tel Aviv, New York, and Tokyo. It caters to over 186,000 customers from around 200 different industries.
Monday.com provides a variety of management tools designed to streamline business operations and improve team efficiency. For project coordination, it offers features that allow users to plan, manage, and collaborate on projects from a centralized location. Teams can also manage tasks more efficiently, from assigning priorities to overseeing their completion. Furthermore, it assists in resource management by helping allocate and balance workloads proficiently.
For sales and customer engagement teams, Monday.com provides a range of functionality that includes pipeline management where leads and opportunities can be tracked. It enables an organized recording and management of contact and account information. In addition, the platform offers email synchronization capabilities, assisting teams in tracking and managing sales communications directly through the platform. The platform facilitates lead capturing and management and provides performance tracking tools to monitor team outputs and strategies. The platform also caters to development and product teams with features for sprint management, bug tracking, release planning, and feedback management. This results in a smoother product development process from conception to launch.
Slack is a global enterprise communication, file sharing, and productivity platform designed to streamline work communication and enhance collaboration within and between teams. As a part of Salesforce, it is deeply integrated into Salesforce Customer 360, aiming to facilitate improved performance across sales, service, and marketing sectors.
Slack offers an array of features that facilitate easier and more efficient teamwork. It encompasses functionalities including Slack Connect, which allows for seamless collaboration with external partners by centralizing conversations, as an alternative to the email channel. It also delivers ‘team chat’ for organized business communication, and ‘huddles’ to simulate a virtual workspace where teams can collaborate and co-create in real-time. Additional tools such as ‘clips’ provide options for recording and sending audio or video messages, offer a flexible method of sharing information within remote teams, without scheduling meetings.
To enhance work productivity, Slack accommodates features for collaborative file and document sharing, where conversations and files are integrated to enable smoother workflow. Its knowledge sharing component allows teams to access and contribute to shared information, promoting intelligent and faster decision-making. The platform supports integrations with various industry-leading software and custom apps, facilitating a centralized hub for all your essential tools. Slack prioritizes data security with encryption for data at rest and in transit, complemented by governance and risk-management capabilities tailored to meet organizational requirements.
Atlassian Trello is a visual collaboration tool designed to facilitate project management and organization through its unique system of boards, lists, and cards. This structure aids teams in navigating various projects in a streamlined manner, allowing for a clearer view of tasks and objectives. New users can start by signing up and creating a board to initiate their project management journey.
The platform offers a variety of view options including Board, Timeline, Table, Calendar, Dashboard, Map, and Workspace to enhance project visualization and analysis. This approach enables users to explore different perspectives of their ongoing projects, aiding in comprehensive task management. While boards are accessible to all users, additional view options are exclusive to Premium or Enterprise account holders.
To further optimize workflow, Trello incorporates Butler, a built-in no-code automation feature. This function permits the automation of repetitive tasks, letting teams concentrate on prioritized work. Trello supports integration with several other tools such as Jira, Slack, Google Drive, and InVision, facilitating seamless connectivity and extended functionality in project handling. These integrations allow for a more interconnected and efficient workflow, adapting to various team needs and project requirements.
Everything You Need To Know About Digital Workplace Management Platforms (FAQs)
What Are Digital Workplace Management Platforms?
A digital workplace is a set of tools and technologies that combine to allow remote employees to collaborate and improve productivity. A digital workplace management platform or tool provider users with a central point of control over their entire working environments, making the process of executing tasks, responding to issues, and scaling to support new services or users quicker and more streamlined.
A digital workplace management platform is designed to build a unified digital workspace where employees can more effectively collaborate on shared projects, access necessary resources, and perform their role to their fullest potential regardless of their physical location. These solutions promote better communication, understanding, sharing, and increase overall productivity within an organization, making them an excellent tool for those organizations looking to offer superior support to their remote and hybrid workforce.
How Do Digital Workplace Management Platforms Work?
A digital workplace is essentially an ecosystem of workplace technologies that work in harmony to facilitate companies effectively collaborating and communicating – whether employees are working out of an office, remotely from their own homes, or operating on a hybrid model of working.
By implementing digital workplace components, organizations can accelerate the success of flexible working and reap the benefits that come along with that. This includes higher rates of productivity and a boost in employees’ satisfaction and retention. It also opens the door for organizations to expand and globalize their workforce, with broader hiring pools leading to the acquiring of talent from further afield.
When considering the ROI of digital workplace technology there are a number of great benefits to be aware of, including:
- An improvement in overall productivity
- An increase in revenue
- The customer experience is improved
- Employees experience greater work/life balance and satisfaction
- There are opportunities for cost saving
What Features Should You Look For In Digital Workplace Management Platforms?
Different digital workplace management software solutions may come with different capabilities, but typically any solution you consider should be able to offer you the following:
- Usability. There are multiple options available today; ensuring that yours is simple to use means that you can reduce training time and start experiencing the platform’s benefits straight away. It should include user-friendly features like automatic notification, an integrated workflow, and straightforward task management.
- Scalability. An important goal for most businesses is to have steady growth that stimulates an increase revenue. To achieve this, you’re going to need a digital workplace management solution that has the flexibility to grow as you do. It should have the capacity to add additional users and network areas as necessary.
- Collaboration. In order to facilitate workers being able to carry out tasks that require collaboration between them, a good digital workplace management solution should provide tools designed to make communicating and collaborating easier. Collaboration tools might include real-time chat and messaging systems for quick communication, video and audio conferencing capabilities to run meetings remotely, as well as collaboration and file sharing tools to ensure important documents can be shared easily.
- Tracking. Collaboration is made much easier when milestones and upcoming tasks are easily trackable. This is why it is valuable for digital workplace management platforms to provide users with tools designed to help them create, assign, and follow the progress of tasks and projects, as well as provide tools for timeline and project planning to help with scheduling and resource management.
- IT Service Management. When workers are distributed across multiple locations, it becomes more difficult to offer them support with the technical issues. Tools like IT support ticketing systems are a great way to organize and keep on top of managing technical problems and requests. It is also important to track and manage company assets, including hardware and software.
- Access Control. Remote working, unfortunately, opens up additional avenues for attackers to try and breach. It’s important to take steps to mitigate risk as much as possible. A great way to do this is to have strong access control and security features. Role-based access controls result in better data security and privacy, thereby protecting your entire network.
- Integration And compatibility. It is important that any digital workplace management solutions you choose is compatible and able to readily integrate with exiting tools in your technology stack. This may well include other workplace software, work calendars, and email accounts.
