In-person events are an important part of any industry. Connecting with new people, networking, and sharing knowledge is important for the growth of our industry. With that said, we want to share with you the knowledge and insights we gained from the most recent edition of the Digital Workplace Conference.
The annual event, run by Share the Point, took place on 1-2 March 2023 in Auckland, New Zealand. It brings together industry experts, thought leaders and professionals to share insights and discuss the latest trends in digital workplace technologies.
The main star of the event is it’s conference which provides information managers with valuable insights on how to leverage digital technologies to improve information management, enhance information protection, collaboration, and communication.
Our team flew from different countries to all meet in this one place. Jacqueline Stockwell our CEO & Founder flew from the UK, Narelle Carnovale (Business Development Manager) and Irina Winsley (Brand Ambassador) both flew from Australia.
While Jacqueline was busy giving a talk on the benefits of training, and Narelle was busy manning our exhibition stand, we asked Irina to take note of the information being shared at the conference so we can feed the latest industry knowledge back to you. Here’s her top 10 takeaways from the conference.
1. The only constant is change
With the emergence of new technologies and communication platforms, the way we collect, store, and share information is constantly shifting. For example, in the past, physical records and paper files were the primary means of storing information. However, with the rise of digital technologies, information is now largely stored in the cloud or on remote servers. Moreover, the amount of information that organisations generate is increasing exponentially, and information managers must continually adjust their strategies to manage this influx of data.
Change is constant in the world of information management. Organisations that are able to embrace and adapt to these changes, will be better equipped to manage their information effectively and stay competitive in the digital age.
If you’re looking to learn more about information management in the digital age, any of our Microsoft 365, Records Management, or Information Governance courses would be perfect. Whether you’re looking to upskill yourself, refresh your memory, get up to speed, or comply with training requirements - our courses do the lot and are conducted in UK, US and ANZ time zones.
2. Make sure you use purpose driven digital transformation
Purpose-driven digital transformation in information management refers to the practice of using technology to achieve a specific business goal or strategic objective.
Rather than simply implementing technology for the sake of it, purpose-driven digital transformation involves identifying specific pain points or opportunities for improvement within an organisation, and then using technology to address these issues.
For example, purpose-driven digital transformation in information management might involve implementing a new content management system to improve collaboration and streamline workflows. This could be driven by a need to reduce duplication of effort, enhance security and compliance, or improve customer service by providing faster access to information.
3. Roadmap your move to the cloud
Every journey to the cloud is unique. Some of us started earlier than others, some move at different paces and our systems, processes and needs are all different! A planned approach aligned with your organisation's needs is a must.
First, define the future state, then identify work streams, align people, business and technology strategies.
Remember to take constraints into consideration and keep people informed throughout the journey. Review and finetune your roadmap as you go.
4. Minimise noise and distractions
When designing your digital workplace, minimise noise and distractions. Provide people with dedicated workspaces and tools that are designed specifically for their tasks. This might include custom dashboards, data visualisation tools, or collaboration platforms that are tailored to the needs of specific teams or departments. Do not overwhelm them with every single app available on the planet! Align the tools with their needs and provide training and support on how to use them effectively.
5. Security and information protection is an absolute must
Security and information protection are critical components of effective information management. In today's digital age, organisations generate and store vast amounts of sensitive and confidential data, including customer information, financial records, and intellectual property. Failure to protect this information can result in significant financial losses, legal liabilities, and damage to the organisation's reputation.
If you’re looking for training in this area, our Microsoft 365 Information Privacy & Protection Training Course would suit perfectly. Available in 3 different time zones, UK, US and ANZ.
In addition to technical controls, information managers must also develop policies and procedures for information handling and access. This includes defining roles and responsibilities for information management, developing clear guidelines for data classification and retention, and establishing procedures for incident response and disaster recovery.
6. Artificial Intelligence (AI) is already here
Artificial intelligence (AI) has become increasingly important in information management, as organisations seek to leverage the power of machine learning and predictive analytics to improve decision-making and gain deeper insights into their data.
One of the key applications of AI in information management is in the area of data analysis and processing. By using machine learning algorithms to automatically analyse large datasets, organisations can identify patterns and trends that might otherwise be missed. This can help to improve the accuracy of business forecasts, identify areas for process improvement, and even uncover new opportunities for innovation and growth.
Another area where AI is making a significant impact is in the field of information governance and compliance. By using AI-powered tools to automate data classification and retention, organisations can ensure that their sensitive data is properly managed and protected, and that they remain compliant with relevant regulations and standards.
AI is also being used to automate routine tasks in information management, such as data entry and indexing. By using natural language processing and machine learning algorithms to automatically extract data from unstructured sources, such as emails and social media feeds, organisations can streamline their workflows and free up valuable time for more strategic tasks.
7. The difference between governance and guardrails for Microsoft Teams
As organisations increasingly adopt Microsoft Teams as a platform for collaboration and communication, it's essential to establish governance and guardrails to ensure that the platform is used effectively and securely.
What is Governance in Microsoft Teams
Governance refers to the policies and procedures that govern the use of Microsoft Teams within an organisation. This might include defining roles and responsibilities for Teams administrators, establishing guidelines for creating and managing Teams and channels, and setting policies for data retention and archiving.
What are Guardrails in Microsoft Teams
Guardrails, on the other hand, are automated controls that help enforce governance policies and prevent misuse of the Teams platform. This might include setting restrictions on who can create Teams and channels, setting limits on file storage and sharing, and configuring alerts and notifications for specific events or activities.
In order to establish effective governance and guardrails for Microsoft Teams, information managers must have a deep understanding of the platform's features and capabilities, as well as the unique needs and requirements of their organisation.
Looking for training on Microsoft Teams? Here’s our Microsoft 365 Teams Information Governance & Protection training course.
8. Ecosystem wide compliance
At the time of information explosion we are living in, we need a holistic approach, catering for a wide range of information types and the ability to control and protect documents anywhere in our environment, not just in the formal records management system.
Information management is increasingly complex in today's digital landscape, as organisations must manage vast amounts of data across a range of systems and platforms. This data can include sensitive personal information, financial data, and confidential business information, all of which must be protected to ensure compliance with relevant regulations and standards.
To ensure ecosystem wide compliance in information management, organisations must establish clear policies and procedures for data protection and privacy, and must communicate these policies effectively to all stakeholders. This might involve:
- Providing training and support to employees and partners
- Implementing data governance frameworks to manage data across the organisation
- Establishing partnerships with suppliers and vendors who share the organisation's commitment to data protection and privacy.
9. Focus on uplifting employee experience
Make sure you simplify your processes and systems in order to uplift user experience. Complex and cumbersome information management systems can be frustrating for employees to use, leading to decreased productivity and engagement. By simplifying processes and systems, organisations can make it easier for employees to access and manage information and reduce the likelihood of errors or data breaches.
Provide training and support to help people develop the skills and knowledge needed to effectively manage information. This might involve providing training on data governance frameworks, security protocols, and best practices for managing information.
Foster a culture of collaboration. Collaboration is essential for effective information management, as it allows people to share knowledge and expertise, and work together to solve problems.
10. Never stop learning
Continuous learning is essential for professionals working in the field of information management, as it is a rapidly evolving field with constantly changing technologies, regulations, and best practices.