Time is gold – for your consultancy firm

You’re probably familiar with it. You’ve hired a consultancy firm to develop your new IT solution. The consultant starts with a blank whiteboard and begins drawing a lot of boxes and lines on the board. Many workshops later, the consultant comes back with the result of your collective efforts – a solution specification. And now the “real” work can begin with setting up the solution. To ensure the consultant is on the right track, you may be presented with a series of prototypes along the way in the project. It’s right out of the book and the classic way of running IT projects.

The problem, however, is that the consultancy method is both time-consuming, expensive, and places great demands on your company. Often, the solution also does not turn out quite as you had hoped. This is often due to solutions being backward-looking. When customers are involved in the project from the first boxes and lines being drawn on the whiteboard, it’s only natural to start from their current system and current workflows. And how could you do otherwise – when you don’t know the new system? So often, you end up with a copy of your old system without embracing all the new possibilities and benefits that the new system offers.

It must be possible to do it smarter, you might think, and yes it can – it can be done both smarter and better – and at a fraction of the cost.

Standard solutions in Microsoft 365

At Simplitize, we have organized the solutions. We have configured a range of standard solutions in WorkPoint and Microsoft 365. The standard solutions are designed to cover 90% of the company’s needs from the start. We customize the remaining 10% to fit your specific needs. We call this “one fit one”. With the standard solutions, you skip the boxes and lines on the whiteboard and get a standard solution based on best practices in project management, customers, employees, contracts, cases, suppliers, and/or quality.

The benefits of the standard solution path are obvious:

1. Get off to the right start – you shorten the internal clarification process and ensure the final result – all at a fraction of the cost of a similar solution.

2. Short delivery time – you get started quickly. The standard solution is configured and installed on your Microsoft 365 tenant in under 30 days.

3. Security & peace of mind throughout the process – you get no surprises or hidden costs. You know what you get and what it costs. Well-defined and transparent solution and delivery concept.

4. Easy to customize – the standard solution can be used as it is or as a good starting point for a more complex business solution.

5. Future-proof platform – possibility to grow in the solution. Start in one corner and expand and add on with additional business modules and features.

What’s not to like 😊

Read more about our standard solutions in Microsoft 365 and learn how we can deliver a standard “one fit one” solution for your company.

You can also read more about our standard business solutions here:

• Project Management
• Case Management
• Contract Management
• HR Management
• CRM – Sales Management
• Supplier Management
• QMS Management System
• NIS2-compliance

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You may be considering joining the trend and moving all your files from the desktop to the cloud, but you hesitate due to the complexity and uncertainty involved.

We understand that. Therefore, our primary task is to show you all the benefits of the cloud and help you easily and securely achieve your project goals. At digitalworkspace365, we are experts in data migration to Microsoft Cloud.

Why you should move to the cloud

digitalworkspace365’s migration to the cloud is relevant for users of an on-premise document management system, such as DocuNote, who wish to access all their files online to streamline daily workflows.

We can mention many advantages of moving files from an on-premise system to the cloud in Microsoft 365, and here are the three most significant ones:

digitalworkspace365’s migration process is unique due to our user-friendly mapping tool that we have designed ourselves. It helps define a folder and file architecture that best fits your company’s needs.

After the migration, you will have tools and benefits that enable you and your company to work smarter and more efficiently in the future.

What you should consider

During data migration, there are several things to consider, as shown in the migration process diagram below:

Before the migration:

• Are all important files available for migration in usable formats?

• Who should have access to the different files?

• Which folder and file architecture best suits the company’s needs?

After the migration:

• How can the user adoption of the new solution be ensured?

If you keep these questions in mind for the migration process, you are ready for your cloud journey.

The Migration Process – Step by Step

The migration project consists of five steps, all contributing to achieving successful data migration, as described below:

You can learn more about how we can assist you in the migration process here.

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The Ten Commandments

Throughout history, humans have always had a need to share their knowledge and experiences with others. We see evidence of this in the earliest figurative cave paintings created by our ancestors more than 45,000 years ago. 

One could argue that our need to share knowledge has had a decisive influence on our development, and the invention of writing has been the greatest accelerator of development in human history. 

With writing came the need to record, organize, and share our knowledge. This makes knowledge reusable, increases accessibility, and raises the level of information within the group. 

A good example is Moses, who made his knowledge reusable by inscribing his messages on two stone tablets, organizing the text into the ten Commandments, and sharing the Commandments among his followers. It has undoubtedly been highly effective as we still live by those Commandments today. 

Why fix it if it ain’t broken

One could say that we are fundamentally doing the same thing as Moses to this day. We have simply replaced the stone tablets with paper and binders. And in the digital age, paper and binders have been replaced by files and folders. But fundamentally, we are doing the same as Moses. 

One might ask why we should change an approach that has brought us so much success. We should do so because our environment and circumstances have changed. 

If information was the key, we would all be billionaires with perfect abs.

– Derek Sievers

Knowledge and information are not goals nor solutions in themselves. The solution lies in our behavior; in the way we acquire, process, and apply our knowledge. 

Today, we have the opposite problem of our ancestors. The difference lies in the amount of information we have to process and the way we consume information. 

We are drowning in knowledge and bombarded with information from all sides. This places new demands on our ability to sort knowledge, ensuring that it is correct, updated, and relevant. 

Metadata tagging: The path to dynamic search

We still do the same as Moses, but we can no longer settle for organizing information on stone tablets, in binders, or folders. Our needs are far too complex for that. 

We need to access information in so many different contexts that it is necessary to filter and display information from various perspectives. In modern document management systems, this is done by enriching documents, emails, cases, projects, and customers with metadata. 

Knowledge is more complex, and the group of stakeholders is larger. We can no longer be content with sharing knowledge only on request or accessing knowledge through cryptic folder structures or random file names. 

Knowledge must be available at all times, in the correct context, and targeted to the right users. Knowledge should find its way to users in the context they are in, and not the other way around. 

Automated processes provide a solid foundation

We cannot leave it to chance whether our knowledge is used correctly and in the right contexts. Therefore, it is important to incorporate our knowledge as a natural part of our work processes. This can be done through automatic approval workflows, control processes, or task management. It can also be done by providing instructions in the appropriate work contexts, rather than burying them in passive reference materials. 

Data collection and measuring effectiveness

Data collection from system inputs, emails, documents, actions, and reports is recorded and categorized, enriching the company with information that enables informed decision-making and activity planning. Measuring effectiveness allows the company to assess the impact of initiatives and activities. These are all necessary to ensure that the ship is sailing in the right direction. In a modern document management system, data collection occurs automatically or semi-automatically through features such as automatic email journalizing, document version control, action logging, and incident reporting forms. Effectiveness is measured through business intelligence reports, portfolio management overviews, and parameter-driven notifications. 

It’s really difficult to run a business with stone tablets. Are you also carrying around heavy “stone tablets”? 

Then contact us for a non-binding conversation about the possibilities of streamlining processes and accessing critical information. At digitalworkspace365, we deliver simple solutions to complex problems. You can also learn more about our standard document management solutions here: 

• Project Management
• Case Management
• Contract Management
• HR Management
• CRM
• Supplier Management
• Quality Management System (QMS)
• Board Portal

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Technology and People

Many people use technological aids in their daily lives, and several of the technological tools we use have become so integrated into our lives that we no longer notice them. Technological development is growing at such a rapid pace that new possibilities, tools, and aids are constantly emerging. The constant progress in technology, and the opportunities it brings, shape us both as individuals and as a society. Analogue processes are being replaced by technological and systematic ones, often lifting efficiency to new heights. The interaction between people and technology is more important than ever before. Where interactions were previously “just” a smart feature, they are now more of a prerequisite for new technology.

”It is when we as humans interact with technology that the magic happens.”

– Jesper Kjærsgaard, Managing Partner

Digital Transformation

Analogue processes are outdated – digitalization is in. Technology is here to stay, and with it comes an increasing streamlining of both work and everyday processes. Digital transformation is about technology and evolving, opening the door for companies and organizations to advance technologically. Heavy, time-consuming, and resource-intensive processes that are manually performed and archived in an old-fashioned manner are craving digital transformation.

Digital transformation is an organizational and development project, and a key factor to succeed can be found in the leadership of the transformation towards the goal of involving all employees.

Digital Interaction

The synergy between people and technology is found in digital interaction, where interactivity is a capability of technology that allows for interaction in a different way. Digital interaction can help companies create interaction between employees, tasks, and technology. Digital meeting places open up the possibility for employees to interact with each other about specific tasks and cases. Tasks can be assigned to specific individuals in the company, important comments can be attached, and ongoing follow-ups and updates on the processes and individual phases can be made. This way, the company itself can contribute to shaping and developing digital interaction.

Microsoft 365

New technologies can enhance efficiency, increase quality, and drive innovation within a business area. If your company wants to gain a better overview of its customer database or document management or optimize work processes – internally and externally – there are effective tools available from Microsoft 365. Digital interaction is a recurring theme in all of Microsoft 365’s tools, creating new possibilities for both your employees and the company as a whole.

Read more about Microsoft 365 or have a look at our tool catalogue.

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What does the NIS2 EU Directive entail?

NIS2 is a revised version of the EU’s requirements for network and information security, which imposes measures on selected sectors to manage cybersecurity risks. The new directive aims to make European companies better equipped to deal with future cybercrime.

In general, the new and amended security requirements include:

1. Requirements for encryption, as well as risk assessment and mapping of internal processes and those of subcontractors.
2. Requirements for reporting IT security incidents to supervisory authorities.
3. Requirements for management’s awareness of the directive’s requirements and the company’s implemented risk management.
4. Sanctions directly targeting top executives in companies that fail to meet these requirements.

Many companies will therefore need to invest both resources and time in order to meet the requirements, and recommendations suggest getting started as soon as possible, as the deadline for implementation is mid-October 2024.

Who is affected by the new changes?

Previously, the requirements only applied to critical sectors, such as health, transportation, finance, IT infrastructure, energy, and digital service providers.

With the new changes, other socially essential and important sectors and entities are also covered by the requirements, including:

• Public authorities
• Providers of electronic communication networks and digital services
• Water, wastewater, and waste sorting services
• Manufacturers of certain critical products (such as medicine, medical equipment, and chemicals)
• Postal and parcel services
• Food producers

However, micro and small companies that are not deemed critical are exempted.

How should your company respond in practical terms?

digitalworkspace365 can support your company systemically through our Quality Management System, which can support NIS2 compliance in the following ways:

• Risk management of processes and suppliers
• Development and management of policies and instructions
• Management, planning, and execution of audits
• Reporting and handling of deviations
• Approval processes and change management
• Advisories, alarms, and notifications
• Automation of processes for reporting incidents to supervisory authorities within 24 hours (NIS2 requirement), as well as processes ensuring that you prepare a report within 30 days (NIS2 requirement), criteria for risk assessment, etc.

Read more about our QMS solution here.

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User adoption

When implementing a new system or new technology, it is important to focus on user adoption. An essential part of the process lies in directing attention towards how employees adopt the new implementation. Ultimately, they determine the outcome of whether the new technology will benefit the company or not. User adoption can be facilitated through several strategies. Therefore, it is important for a company to consider this before launching new software.

More than an IT system – Employees come first

User adoption is about much more than helping the company’s employees use new technology. It largely depends on the employees for successful user adoption. Employees need to be adaptable and invested in becoming familiar with the new system. Therefore, it is crucial for the company to develop a strategy for user adoption. Transparency and ownership of the process and new systems can counteract the feeling among employees that the changes are being imposed on them. It is essential to invite employees to join the journey of change. The advantage of involving employees early in the process is that they take ownership of the process. They often become frontrunners in implementing the change. Thus, the perception that only management promotes the change can be reduced or eliminated.

“If you want your employees to love their current IT system, flaws and all, just introduce them to a new one.”

A key term here is change management. Implementing a new system or technology can seem intangible and too disruptive for employees who are already comfortable with the original system used in the organization. Implementation can therefore face resistance and insecurity. This can be minimized or avoided altogether by leading a successful change process that gains support within the organization.

Strategies for user adoption

Implementation of a new system can be done in several different ways, and not all strategies work for all companies. It is therefore essential to get an overview of the strategies and select the one that best fits your organization.

Gradual adoption

Gradual adoption is ideal if changes need to be implemented gradually over a period of time. Gradual adoption ensures that no more than one part is implemented at a time, which must function smoothly and without issues before implementing the next part of the system. The advantage lies in the gradual adaptation and functionality. Implementation continues only when the first part is working. A disadvantage is that it can result in a very lengthy process, as implementation occurs in small increments.

Merging adoption

Merging adoption works in practice by not immediately transitioning employees from one system to another overnight. Instead, they have a transition period where they gradually access the new system and gradually phase out the old one. The advantage lies in the transition period, which allows time to get used to the new system while gradually weaning off the old one. The disadvantage here is having to juggle between two systems until the implementation of the new system is complete.

Abrupt adoption

Abrupt adoption is the most disruptive strategy to use. In practice, a date is set for the transition to the new system, without any milestones along the way. The change happens from one moment to the next. The strategy assumes that employees are well-prepared for the change that is about to occur. They need to be informed about the process, how it will take place, and what impact it will have on their workflow. If employees are adequately equipped before the transition, the advantage of this strategy is the short implementation period. Conversely, if employees are not well-prepared for the significant change, it can be a major drawback during implementation.

At digitalworkspace365, it is our experience that regardless of the desired strategy, employees must be involved in the process to achieve the best outcome in adopting the new system. The transition from one system to another can be both short and long. The crucial success factor is that the users are part of the journey and can provide input, criticism, and praise while also serving as the critical pieces when testing the new system.

User adoption in practice

digitalworkspace365 plans and develops tools that fit customers like a glove. A thorough introduction to the new system is provided to make the adoption feel natural and manageable. We strive to achieve clear and effective communication with our customers throughout the process, aiming to address and specify all needs, both hidden and visible.

Customer Case:

Port of Aarhus

At Port of Aarhus, the strategy has been to designate some super users who first learn to use the new system and then take charge of the adoption process for the rest of the employees. In the case of Port of Aarhus, they have tackled one area at a time since they deal with multiple different areas of work. The tools are developed to be easy to navigate, with a simple homepage and a “help center” where users can search for information and learn how to navigate. At Port of Aarhus, courses and workshops have been held to introduce the use of the system and its tools. The adoption process works like a wave; new people come on board continuously, and employees become better and better at using the system.

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By Michael Buades 

Time for a change?

We are often asked: What should we consider when replacing our document management system?

In addition to the tool meeting your functional requirements as much as possible, the answer can be boiled down to three main considerations:

1. Does the system follow a well-defined path that leads towards the future?

2. Is the system future-proof?

3. Will the users be happy with the system?

Clearly, these are difficult questions to answer. How do you ensure that you are on the right track while laying down the tracks as you go? And how can you ensure that users will be happy with the system when they resist change?

The answer is WorkPoint 365 document management.

Below, we have listed six good reasons why we recommend WorkPoint 365 for your document management system:

Reason #2: Evergreen 

Microsoft develops new features at a rapid pace. That is just one of the advantages of riding on the tracks laid by Microsoft. The challenge is to implement and adopt all the new features at the same pace as they are released by Microsoft. WorkPoint 365 is an evergreen solution that incorporates new Microsoft features as they are released. If we stick with the railway analogy, Microsoft lays the tracks, and WorkPoint is the locomotive pulling the train of solutions behind it.

With WorkPoint 365, you reap all the benefits of Microsoft’s development work without having to deal with when and how new Microsoft features are incorporated into your solution!

Reason #3: Customized Needs Support 

Needs change over time, and new needs arise that require system support. When working with document management, there is often a need to customize the solution to different business needs. The workflows in HR are not the same as those in legal or the project department. WorkPoint is highly flexible.

WorkPoint 365 can be customized and modeled to support the organization’s workflows and functions!

Reason #4: Standard, standard, standard 

WorkPoint is a cloud-based standard tool built on Best Practice Microsoft 365 technology. This means that WorkPoint 365 utilizes open standards and APIs, and the solution can be modeled and scaled infinitely.

With WorkPoint 365, you don’t paint yourself into a corner!

Reason #5: Accessible

You can build the world’s best IT system, but if users find it cumbersome to use, it will never be a success. WorkPoint 365 brings document management out to the users instead of bringing users into the system. This means that users can perform 80% of the work from Office programs such as Outlook, Word, Excel, PowerPoint, and Teams.

It’s easy to understand, and users love it!

Reason #6: Easy User Adoption

It can be challenging for users to adopt a new document management system. Therefore, it is important to introduce users to as little change as possible. This applies to both existing employees and new hires. WorkPoint 365 activates the entire Microsoft 365 toolbox, which becomes a natural part of document management.

Users work in a familiar user interface and with tools they already know. This facilitates user adoption!

To learn more about WorkPoint 365, you can read more here.

Read about how we help businesses manage projects, contracts, and HR.