Most government leaders can agree that having a modern workplace is a good idea. But what does workplace modernization really mean?
To me, workplace modernization is about governments freeing themselves from the boat anchors that slow them down—specifically, the legacy systems, redundant software, and outdated hardware that crowd their inventories. It means on-boarding up-to-the-minute technologies and processes. And it means giving citizens the same service quality they receive from private-sector organizations. Service, after all, is the purpose of government.
As I discussed in my last post, workplace modernization needs to be a priority for most government agencies. Here are four key areas where updates need to happen.
Our present-day device market is replete with choices. From smartphones and tablets to touch laptops and convertibles, devices today are easier and more useful than ever before. While in the past, you may have rolled out a single device organization-wide, modern workplaces use a range of devices tailored to the unique roles of users or groups.
Choosing the right device starts with a detailed needs assessment. Ask about:
Input methods: Touch screen, keyboard, or both?
Sizes of screens: Two-inch, 17-inch, or something in between?
Ruggedness: Will the device be used in the office, the field, or both?
Training budgets: Is the operating system familiar or will users need to be trained?
Advanced automation tools
Everywhere you look, you find electronic devices and apps that make life easier. Take the Inspector App by Accela. It turns a phone into a mobile clipboard that field inspectors use to manage jobs from start to finish, viewing their schedules, finding addresses, contacting customers, checking off tasks, taking photos, writing comments, and emailing final reports. Incorporating modern automation tools like this into your workplace benefits everyone. Your employees work efficiently. Your costs go down. And your citizens get better service.
Sophisticated software applications
You should invest in two types of modern, productivity-enhancing software:
Office tools—The latest office tools can be accessed on the go, on any device, bringing your workforce into the modern age. Beyond that, innovations to familiar software have transformed them into business intelligence tools. For example, Microsoft Excel now works with Bing Maps to graphically display information in new ways. Communication tools—Make sure you build a single, unified platform for your email, meeting, instant messaging, and phone services. Modern workers need and expect to be able to check their email on their phones from home, handle conference calls on the way to the office, contact coworkers from the field, and be reached on one phone number instead of three.
Modern infrastructures are hosted in the cloud, so whether you choose a public, private, or hybrid cloud approach, it’s time to make the move. To see the justification for it, you may have to shift your focus from short-term cost cutting to lowering long-term total cost of ownership. After all, the initial upfront investment in devices and software is just the tip of the iceberg. The real expense hits post-purchase in infrastructure, support, and maintenance. But not if you’re in the cloud. In this new model, you outsource the operations to third parties, who reduce costs because of their scale.
By investing in these four areas, you’ll create a sustainable business model that increases productivity and reduces operating costs. More than that, you’ll stay out of the IT management business and focus instead on your core mission: providing outstanding service to citizens.
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