Tuesday, January 26, 2021

11 Tips for Improving Your Digital Workspace's Efficiency

A digital workplace can be described as a virtual space where employees carry out their jobs. It is an always-connected work environment that offers immediate access to any resource that workers need from anywhere to get work done. Digital workplaces strive to strengthen the organization's connectivity, collaboration, content management, document management and information flow and contribute to improved productivity and performance of employees.

A digital workplace is a radical change in an organization's working mentality. Organizations have increasingly embraced the digital transformation of a workplace as they accept reality that physical office is not a location we go to anymore. It's a virtual modern counterpart to the conventional office space where work comes to us, due to advances in technology!

Organizations that were not significantly affected by COVID-19's spread are rare. Employees and managers had to discover if they are "work-at-home people," and that's assuming they've kept their employment. However, the benefits will far outweigh the obstacles for organizations that adopt digital-forward ways of working as it especially helps with workflow automation, among other things.

1. Start with your desktop

Your computer desktop is the starting point of your experience with computing and impacts your overall productivity. You need to clean it up for the sake of your sanity if you currently have an excessively cluttered desktop that can cause you stress. Furthermore, some companies complying to ISO 27001 information security management standards do have a Clean Screen Policy. 

Start by taking your desktop and everything you have and transferring it to a single folder that is not located on your desktop. Sort all of these either by transferring them to one of many folders specific to the job you're doing or make sub-folders for easier desktop filing.

A file can remain on your desktop only if it is something that you constantly need to access. Alternatively, find a spot where the file will live safely before you need it.

2.Pin frequently used applications to the taskbar

Try pinning them to the taskbar if you have a few apps that you use regularly and want to open instantly from your screen.

  1. Open that app.
  2. Right-click the icon that appears at the bottom of your screen in the taskbar.
  3. Select “Pin to taskbar” (or, for Mac, Options > Keep in ‘dock’).

3. Choose a favourite default web browser

When you buy a device it comes with its pre-installed settings and software, like a browser for example. Windows 10, for instance, comes with Microsoft Edge, Safari is the default browser for Mac, and Google Chrome defaults to Android products.

But you do have an option, be it for speed, security, or versatility, to download your preferred web browser. According to the web development blog, W3Schools, Google Chrome was the most used browser in 2017 and Mozilla's Firefox was a distant second.

To choose a default browser, go to Settings > Default apps or pick when prompted by the browser upon loading.

4. Bookmark top pages on the bookmark bar of your favourite browser

You can quickly bookmark pages on the bookmark bar of your internet browser if you regularly visit these pages. Click the star on the far right-hand side of the browser's search bar, where the URL is listed. Choose whether to bookmark this website in another folder or not. Bookmarks make it much easier to return to favourite pages, which can increase your performance and productivity at work dramatically. You can view, organize, edit, and manage all your bookmarks through your browser's bookmark manager with just a few easy clicks.

5. Name and organize folders

Usually, folders in a law firm are digitally arranged in almost the same way as they are organized in a file cabinet: by customer name. Create one folder for each active client and label sub-folders within a centralized ‘/Documents’ folder. This can include correspondence, client documentation, drafts, and notes.

You can also build folders called ‘Temporary’, ‘Closed Client Files’, ‘Billing’, ‘Declined’, and ‘Archive’ under the ‘/Document’s folder. To make it easy to remove closed files on a 10-year schedule, your Archive folder should contain subfolders for each year.

6. Create a file naming system

It is very necessary to file names, and the legal records should be sorted according to the date of existence of the document. Name the files by year, beginning with the year: yyyy-mm-dd Filename.pdf, to do this. (If you don't start filenames with the year, all of your files in a given month will be together instead of year by year in chronological order, with the latest at the top).

Keeping track of the development of a record not only allows you to locate your documents quickly but also to monitor the progress of a job from inside your filing system.

7. If all else fails, invest in a storage solution

If it takes up increasing amounts of your workday to continuously manage and organize multiple files, you may want to invest in a file hosting service such as Dropbox, which enables users to create a folder on their computer that syncs with the service automatically, making it simple to access content on any device.

You can also share folders with other users via Dropbox, which provides a central space for all shared files and eliminates bottlenecks that arise when others are forced to wait for someone to find a particular file.

8. Focus on digital upskilling

It's a challenge for 71% of employers to find professionals with the digital skills needed to execute transformation strategies and work with modern software. Being positive about upskilling will set you up for the future in a good position.

Tip: Try to keep your digital upskilling in line with your career goals, so that while increasing your professional value, you can preserve your job satisfaction.

9. Grab a Coffee Nap or a Catnap

If you're like many small business owners who are sleep-deprived, you may find that you're just too busy to get the suggested 7 to 8 hours of nightly sleep. And forget adding an afternoon nap - who's got the time? But if you're looking for an affordable and quick way to increase productivity, a midday nap of 20-30 minutes might be the response, especially if it's a coffee nap.

A coffee nap refers to drinking a cup of coffee for about 20 minutes, then sleeping. Although it's a stimulant that can boost reaction time, it takes about 20 minutes for the caffeine in coffee to reach your bloodstream. And sleeping lowers the chemical adenosine in the brain that accumulates when we're awake and can lead to brain fog. By inhibiting adenosine receptors, the caffeine starts functioning. So napping while giving your coffee time to kick in with the caffeine will make you alert, centred, and ready to work when you wake up.

 10. Drink More Water

Although you are undoubtedly aware of the health advantages of drinking more water, did you know that it could also make you more efficient by increasing your water intake?

Although extreme dehydration has long been related to diminished cognitive capacity, a surprising correlation between moderate dehydration and our ability to concentrate has been identified in more recent research, which in turn helps us function more effectively.

11. Keep updated with your team

As working from anywhere has become a norm, it is also important to keep updated with your team. To keep in line with the communication, try having a meeting to discuss the situation that you might be facing. After all, communication is key. 

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