What is a digital office? Benefits of setting up a digital office
The strong development of science and technology has changed the way we work, especially during and after the Covid-19 pandemic. This has promoted the growing development of the digital office - a smart, modern working model. However, not every business can build a working environment based on a high-tech platform if they do not truly understand the benefits and potential of a digital office. So let's explore with 1C Vietnam what a digital office is as well as the utilities needed when operating a digital office.
1. What is a digital office?
Digital office is a term that describes a working environment that relies on information technology and the internet to perform office work, document management, communication, etc., which in the past was often only carried out by Use paper documents and communicate directly.
Digital offices often include software and technology to manage digitized documents, electronic storage, information processing and allow remote working through an internet connection. Tools and services available through the digital office can include email, document management systems, online collaboration applications, video meetings, and more to facilitate more efficient and flexible working conditions. .
Typical features of a digital office include:
- Consolidation: Digital office centralized management on a single platform, helping users save time and increase work efficiency.
- Rationality: Users can easily store, look up, and share information through an intuitive interface and modern technology.
- Security: Ability to monitor content change history and access rights for each individual, helping businesses secure business data.
- Streamlined, convenient: Allows employees to work remotely, reduce travel time and costs, receive notifications and instant access.
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2. The difference between digital office and traditional office
Digital offices have truly become a revolutionary change for businesses. Nowadays, many companies are moving towards managing operations in a paperless way, so cabinets, files, etc. are no longer popular. To understand why there is such a change, we first consider the differences between digital offices and traditional offices.
Criteria | Office no | Traditional office |
Working process |
|
|
Receive information | The information is updated promptly and 100% accurate by the direct manager. | The internal communication process takes a long time, sometimes the recipient can misunderstand the meaning because it goes through many other levels. |
Data management | Store and manage data centrally on a single online platform. | Data from different departments will be stored sporadically, making it difficult to retrieve, search and share. |
Updating data | The digital office automatically synthesizes data and updates it publicly on the system. | Documents are entered and exported manually so errors are inevitable. |
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3. Benefits of digital offices for businesses
Many businesses are also considering investing in building digital offices to improve the working experience for employees as well as contribute to improving business efficiency. So what are the benefits of a digital office for businesses? Let's find out below.
3.1. Cut excess costs and save time
Compared to the past, digital offices allow businesses to not have to carry out manual processes, direct signing or much approval, thereby helping businesses save time. In addition, the process of storing, retrieving, searching and sharing data is also done quickly because it is centrally managed on a single platform. Businesses can cut operating costs and optimize human resources.
3.2. Increase flexibility
In the digital working model, flexibility in schedules and ways of working are enhanced. With high technology, employees can work remotely without restrictions on time and location. This helps balance work and personal life for employees, and the process of cooperation and recruitment of personnel from abroad is also maximally supported.
3.3. Improve the performance
Storing information on cloud platforms allows employees to quickly search, access, and share. This helps reduce waiting times, increase morale and contribute to improved productivity.
3.4. Improve employee satisfaction
The digital office has created conditions for employees to be more flexible in the way they work, thereby increasing satisfaction and experience. In addition, the application of smart technologies helps employees proactively research and learn to further develop and perfect relevant skills and knowledge.
3.5. Reduce approval and signing time
As mentioned above, the outstanding difference between a digital office and a traditional office is the ability to quickly support the creation of invoices, electronic contracts, and remote digital signatures based on available templates. . This allows for easy authorization of access and direct approval across platforms, saving time.
3.6. Contribute to increasing revenue for businesses
With traditional working methods, businesses have to handle discrete and complex processes. This can easily lead to delays in progress, costly costs and resources, thereby negatively affecting revenue.
In contrast, a digital office allows businesses to automate and synchronize processes on one platform, helping employees easily track progress and promptly provide solutions if errors occur. This helps the company cut costs and deliver stronger revenue growth.
4. Modern, superior Office Solution No. 1C:Document Management for businesses
Realizing the power of technology platforms in solving work management and administration problems, many businesses today are wishing to convert to using digital office software in their organizations. The comprehensive digital office solution 1C:Document Management was born and developed based on an advanced technology platform, helping businesses easily do that. 1C:Document Management is an automation solution for managing documents, documents, processes and work administration, helping individuals and organizations handle remote work anytime, anywhere on devices. mobile.
The solution is built on a low-code platform application - a software development direction that allows users to write the least amount of code, flexibly combining detailed code lines and features that are supported on the platform. When building a business's management system on a low-code platform, businesses will also receive benefits from a software "ecosystem", which is the speed in evaluating and making decisions. Determine software applications as well as allocate resources appropriately at different times.
1C:Document Management solution provides all the necessary features in building and managing a digital office including:
- Document management: 1C:Document Management allows managing all types of incoming and outgoing documents, internal documents, contracts and all other documents in the business on the same centralized platform. At the same time, the advanced search feature uses metadata to support quick access to related documents, helping users continue their work smoothly, without interruption due to spending too much time searching for documents. handmade.
- Process management, task assignment and project management: Automate workflow, task assignment management, project management, opening up a "virtual" workspace that encourages collaboration between all departments and individuals within the company.
- Create a flexible and effective remote working environment: All emails, notes, reports, and discussions are recorded and implemented on a single platform, convenient for handling work. In addition, the work schedule management system helps leaders easily control and motivate employees to be proactive in their work. 1C:Document Management also integrates electronic signatures in accordance with Vietnamese legal standards, helping management easily sign and approve anytime, anywhere.
5. Some frequently asked questions in digital office applications
5.1. Are digital office solutions only suitable for large businesses?
The answer is no. Digital office can be applied flexibly to any business regardless of size and business industry.
5.2. Is the investment cost for a digital office high?
Initially, businesses need to spend a sum of money on developing software and building systems. However, in the long run, digital offices will improve work productivity, thereby cutting budgets for businesses.
5.3. Is technology a mandatory condition to set up a digital office?
Because the core of a digital office is to build a working environment based on a digital platform, technology is a must-have factor when businesses decide to transform their working model to digital by applying technology. advanced.
Hopefully the above article has helped businesses properly understand digital offices and the important benefits that this office brings to businesses. Working based on technology is not only a future trend but also a factor that helps businesses gain a competitive advantage. Therefore, applying a digital working model is a development strategy for many businesses today. For consulting support on digital office solutions suitable for each business's unique characteristics, please contact 1C Vietnam immediately.
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