4 ways to empower digital transformation with your internal teams

4 ways to empower digital transformation with your internal teams

Ricoh Transform is no longer active. You can keep up to date with the latest thinking from Ricoh UK on our new blog, Ricoh Insights.

Following the publication of our recent report, ‘Empowering Digital Workplaces’ we’ve been investigating how companies in the UK adopt creative solutions to encourage their internal teams to use new technologies. Digital transformation is more than just a buzzword at the moment. In fact, it’s becoming an entirely new way of working. But how can you inspire your staff to adopt new technologies voluntarily, whilst feeling empowered and involved in the process?


  1. Involving your team

The companies that handle digital transformation the best don’t assume what their staff need. Instead, when implementing new technology, they ask first and save time and money later. When asked, internal staff appreciate tools such as WhatsApp and Facebook for business, or Slack, over more traditional communication tools.

Speaking to staff throughout the process of any transformation is also vital. In fact, asking staff about their preferences for technology ensures greater staff retention and job satisfaction. In businesses with high staff turnover or where the majority of employees are young, this can have a positive impact. The window for employee buy-in is small, but shouldn’t be missed. We found that often, employees wanted less tools, less complex solutions and simpler ways of working, not more complexity. As Office365 has over 8 solutions, it’s easy for employees to choose a package that best suits their needs, which may be the basic package. Surveying staff can improve retention, morale and prevent IT from over developing tools.


  1. Context

The layout of your office is important for fostering a culture of collaboration. As different employees adopt new technologies at different paces, having an open plan office with space for discussion and group working can empower peer training. Ensure that your workspace is as integrated into your new ways of working as the technology you choose. For more information on how you can transform your workplace, click here.


  1. Training

We’ve found, by speaking to our customers, that classroom training is not the best way to press ahead with new technologies. Employees feel that this form of training is more coercive, and less positive. Virtual coaching, and digital training taken at individual paces and speeds is a far more effective and long-term solution to upskilling staff.

There’s often the assumption that Baby Boomers are less happy to adopt technologies than younger generations. This isn’t strictly true. In fact, more senior people in the business were seen as more versatile than often presented. A small section, sometimes labelled ‘dinosaurs’ might be less willing to implement new technology in a hurry. But this may not be a bad thing, perhaps a more cautious approach to the pace of change might encourage thoughtful implementation of new technologies. It was agreed by many of our customers that in having senior and middle management leading new technology, there was much greater buy-in from the rest of the staff.


  1. Communication

If you’re introducing new technology, it’s important to think about how you market the change internally. Some of our clients even hire ‘ninjas’ to drip feed new technology gradually, to ensure that all employees understand. This is why it’s worth being smart about how you position changes to your internal staff. Think about short, concise and factual emails that communicate why you’re doing it. Rather than using generic communications, try using podcasts, webinars or face to face meets to train staff in new, engaging ways.

At Ricoh, we’ve developed the new Service Bar to help your business transform its processes, from a single point of contact with us. To find out more about how you can use this, and our other Business Process Services, click here.

Ricoh Transform is no longer active. You can keep up to date with the latest thinking from Ricoh UK on our new blog, Ricoh Insights.

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