How to build a smart workspace with Filecamp
It’s no secret that we are in the middle of a workplace transformation. Billions of people have already joined the network of connected devices, and are now more willing to automate their tasks, as well as work on the move. As a matter of fact, working remotely and using a myriad of tech apps is now much more common than ever before.
At the same time, however, research shows that the rapid changes in the workplace and available software cause major productivity issues. Office workers seem to be suffering interruptions every 3 minutes, and it might take them even 30 minutes to refocus after a single distraction. Emails and social networks are often to blame, but they’re not the only productivity killers here.
Surprisingly, it’s the wide choice of software that can also have a negative impact. There’s a variety of tech tools available these days - on one hand, these tools are likely to facilitate work and boost productivity. On the other, though, using too many tools, devices, and storage spaces can easily cause major chaos. Rumour has it that employees spend even 19% of their time on finding documents, files, and resources across different tools in order to do their tasks properly.
With remote work and SaaS software being on the rise, it is important to find a way to operate effectively in the face of “the new reality”. In these circumstances, building a smart workspace becomes necessary. Here’s what smart workspace is all about, why it matters, and how to build it with Filecamp.
What is a smart workspace in the first place?
With both employees and business leaders constantly switching between applications and struggling to get work done, there’s a need for a new, smarter workspace. Just take a look at the following statistics that illustrate how difficult it is to stay productive these days:
- To start with, information workers switch windows on average 373 times per day or around every 40 seconds while completing their tasks.
- What is more, 85% of employees lose at least one to two hours of productivity a week searching for information.
- At the same time, employees are interrupted from their work 56 times a day on average.
- It’s not only office workers who suffer: 86% of corporate executives, employees, and educators say that ineffective communication is a key reason for workplace failures.
- Interestingly, 64% of global business leaders claim that flexible working has a positive impact on productivity.
- 92% of employees say having technology that helps them do their job efficiently affects their work satisfaction.
Nonetheless, 67% of employees believe it would be easier to focus on work if important information from all their apps appeared in a single window.
And here’s when a smart workspace comes in useful.
Essentially, what’s seen as a smart workspace nowadays is a digital environment that brings all the assets together along with the tools used by the whole team. This way, all applications, content, and vital pieces of information are kept in one place and can be easily managed by multiple people in a company. It might not seem like it at first, but such a solution can bring any business multiple benefits. Here’s why.
Why does smart workspace matter for your business, exactly?
- A smart workspace helps you embrace workplace changes. It is quite impossible to hide from remote work and smart workspace technology anymore - the only way to deal with the changes is to embrace them.
- A smart workspace technology connects your assets, tools, and content, making it easily accessible. Your team doesn’t have to switch between applications and platforms anymore, which saves a lot of time and effort in the long run.
- A smart workspace helps your team cut through the clutter. Your team doesn’t have to search endlessly for important files and visuals - they are all accessible and well-organized in the cloud.
- A smart workspace simply brings your whole team together. All team members, files they work on, and conversations they have, are kept in one place - which essentially makes communication and digital asset management much easier.
- A smart workspace can truly boost the productivity of your team. It is easy to see that too many apps & available data hinder productivity. Once these apps are integrated, though, they can truly make work easier for everyone involved.
- A smart workspace simply offers more flexibility. It should come as no surprise that people work differently - the exact time and location should not matter as long as they actually complete their tasks and stay in touch with the whole team. A single shared workspace makes all this possible. What’s more, it also makes your employees feel trusted, which may in turn increase their loyalty and commitment.
With so many benefits, it’s clear to see that smart workspaces are the future of work. The question remains, though:
How to build a smart workspace, then?
Since smart workspaces are a relatively new concept, there doesn’t seem to be a single best recipe for introducing them across companies. Nevertheless, there are a few things you can do to facilitate the whole process:
- Accept the workplace changes. Basically, you have to make sure you use the workplace transformation to your advantage instead of fighting it. Without such an approach, building a smart workspace might turn out to be difficult (or even impossible in some cases). It pays off to be flexible and open to new solutions, which can sometimes be better than the previous ones, even if it requires extra effort.
- Leverage the smartest asset: your team. No matter how appealing smart workspace technology is to you, it won’t get you far without the involvement of your team. In fact, when introducing any changes, it is important to have your team on board first. After all, it’s the whole team that should be using the available technology to truly make it work.
- Invest in smart workspace technology. There’s rarely a “one fits all” solution out there. Quite the contrary: there are many tech tools at your disposal, and you might end up using a few of them. However, you have to choose wisely and provide your team with the right tools that can increase productivity, not hinder it. What can also help you at this stage is to integrate systems whenever possible.
- Keep it simple. As already mentioned, too many tools cause frustration and inefficiency - which is why you should strive to make work less complex for your employees. Select only the essentials when it comes to smart workspace technology and onboard your team properly so that they can use it to the fullest.
- Facilitate communication & collaboration. In a smart workspace, it is crucial to keep everyone informed and on-track. Naturally, a single shared location for all your assets makes collaboration much easier, but you also have to be willing to keep everything transparent and accessible.
- Offer flexibility. It shouldn’t come as a surprise that employee expectations are on the rise. Your team might want to work from anywhere, in any way they choose - and a smart workspace should allow that. Remote work slowly becomes a necessity rather than an option, and many companies have learned that in the face of the COVID-19 pandemic.
Why is Filecamp THE smart workspace technology?
When building a smart workspace, dedicated technology is essential. Filecamp addresses this need by offering a cloud-based solution that facilitates digital asset management and collaboration in one central location.
In a nutshell, FIlecamp bridges the gap between over-complex, enterprise-level DAM solutions, and personal-use products like Dropbox or WeTransfer, allowing your team to store, find, and share all files and resources they need to work efficiently. Plus, since your most important content and tools are kept in one organized place, every team member can stay focused and in sync with other co-workers. What’s not to like about that?
As a matter of fact, Filecamp offers a wide range of features that can help you create your own smart workspace, including:
Digital asset management
With a professional DAM solution, you can organize, view, share, and track all of your company’s digital assets from one central hub in the cloud. There’s no need to use multiple tools - Filecamp can easily replace various internal and external systems, including Dropbox, Google Drive, FTP, Design Feedback Tools (i.e. InvisionApp), Google Sheets and Brand Guideline Pages.
Fast user onboarding (and offboarding)
To start with, there’s no need for HR or IT Operations to get involved when adding or erasing new smart workspace users - you can do it with just a few clicks. Then, immediately after onboarding, your team members will be presented with all the company's digital assets in a library format that is intuitive and searchable. This means no training sessions and lengthy documentation to go through in order to start making the most of the software.
Filecamp is a perfect platform for managing secure access to your company’s assets. You can protect your files by setting granular permissions, making sure that only specific people can view, download, or edit your content. Later on, you can keep an eye on the set permissions at all times and change them whenever necessary.
Searching & Tagging
All digital assets, including images, videos, creative files, documents, or presentations are accessible and easy to tag, browse & search. This way your team members can find exactly what they need when they need it. Not to mention that, when it comes to tagging, you can also let Filecamp help you with that. How come? The Auto Tags feature utilizes artificial intelligence to scan your image and return a set of recommended words to use as tags for the image. Simple as that.
Sharing & Distributing
What’s also important is the ability to share and distribute your assets, both within and outside your company. No more USB sticks, email attachments with certain size limits, corrupted servers, or security threats. The only thing you need to do is to give your stakeholders password-protected access to the folders you want them to access, or send a dedicated link straight from Filecamp for non-users to easily access specific files or folders.
What is more, you can enable anyone, even outside your organization, to upload files into a folder of your choosing. Essentially, upload links can be used to receive files to your Filecamp without actually asking the sender to log in. Once again - all assets will end up specifically where you want them to, within one central location in the cloud.
Actually, if you often share the assets with people outside your company (be it clients, business partners, or anyone else) - you might want to personalize your Filecamp account a little and leverage custom branding features once you’re at it. For example, you can add your company logo and specific colors, or a custom URL to make a seamless transition between your website and your Filecamp. This truly allows for creating your own smart workspace.
While on the subject of customization, there is also one more thing you could tailor to the needs of your company: your smart workspace workflow. What can help you on this occasion in Filecamp is the use of colored labels for files and folders for easier indexing. Admin level users can customize these labels by changing the text and color associated with each label, such as “Approved”, “In progress” or “In review”. This way, you can organize your files better and streamline your workflow once and for all.
Without smart workspace technology, employees might struggle with reliable and current access to certain files, which often causes frustration and the use of outdated images and documents. Filecamp makes this easier by giving all team members real-time access to assets and everyone else's comments. There’s also version control in place, which is useful when you have to go back in time and view or download previous versions of your files.
Commenting & Collaborating
Filecamp’s online proofing tools allow for commenting, receiving feedback, and keeping up with the conversations at all times. Even when your assets change regularly and need some additional work, your team will always stay updated. Especially since you can also choose to receive a notification when someone uploads a file, changes a label, or adds a comment.
Uploading & Downloading assets
Filecamp is basically a “living, cloud-based platform” that changes depending on the availability of your assets. You, as well as people within and outside your company, can upload and download all files as needed. In fact, with the drag-and-drop uploads, you can drag files and folders directly from your desktop to the Filecamp upload window. Then, you also have advanced download options at your disposal, allowing you to download a high-resolution file from Adobe Illustrator into a simple jpeg, for instance.
Filecamp uses Google Cloud Platform (GCP) for all data storage to handle even the most data-intensive work. What’s also important is that Filecamp’s data center uses independent third-party examination and audit reports across a wide range of specific compliance requirements. Everything to make sure that your assets are safe and sound.
All these features (and plenty more, for that matter) come at reasonable pricing and can scale with your company. In other words, you can start small and keep changing your plan and storage quota as your company grows.
Start using smart workspace technology right now
It’s clear to see that workplace changes have accelerated. Even though it is still uncertain what the future holds, the only way to function in the new reality is to be prepared for it. With the right approach, though, this doesn’t have to be that difficult.
We’re already in the middle of the so-called “Fourth Industrial Revolution” that’s altering the way we live, work, and communicate with each other. It might not seem like it at first, but it’s actually evolving at an unprecedented rate, mostly due to rapid technological advancement. This advancement, however, can be seen both as a blessing and a curse.
Let’s face it: having lots of tools, systems, and storage platforms at your disposal and sharing all of them with multiple people can easily get messy. Actually, a wide variety of tools and the need to switch between them constantly is also said to have a negative impact on productivity. That’s precisely why it is crucial to choose your software wisely. Luckily, smart workspace technology comes to the rescue.
With the right technology in place, you can be sure your team will not be impacted by the most recent changes and will embrace them instead. As a matter of fact, smart workspace technology can help you cut through the clutter by connecting all your assets, tools, and content, making it easily accessible. This way, your team has everything in one place and doesn’t have to switch between applications and platforms anymore.
This might not seem like much. In reality, though, keeping all your assets searchable and well-organized doesn’t only affect productivity, but also morale and even revenue in the long haul. It’s mostly because your files are not just files. They are all important pieces of the puzzle, which means that losing or misplacing any of them can easily cost you money. And the research proves that: about $10,000 a year is said to be wasted on mismanaging digital assets. You can easily save this significant amount just with the help of a well-suited tool.
Many employees struggle with finding and accessing the right information, as well as staying productive. When you think about it, having too much on one’s plate is never a desired outcome, and this also applies to available applications and their data. Make sure this doesn’t happen to your team - start building a smart workspace with Filecamp right now.
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