Workshifting: How to implement it thanks to technology

The workplace landscape has undergone a significant transformation in recent years, with workshifting becoming increasingly popular.  Workshifting refers to the...
12 July 2023

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Workshifting: How to implement it thanks to technology

The workplace landscape has undergone a significant transformation in recent years, with workshifting becoming increasingly popular. 

Workshifting refers to the practice of allowing employees to work from different locations, enabling greater flexibility and work-life balance. 

This article explores how technology plays a crucial role in implementing workshifting successfully and provides valuable insights into making the transition seamless.

Understanding workshifting

In today’s fast-paced world, organizations are recognizing the benefits of workshifting. By embracing this approach, businesses can tap into a global talent pool, enhance employee satisfaction, and increase productivity. 

However, implementing workshifting requires careful planning, especially when it comes to leveraging technology effectively.

What is workshifting?

Workshifting involves allowing employees to work from locations other than the traditional office environment. It enables individuals to choose their workspace based on their preferences and needs, whether it’s their home, a coworking space, or a coffee shop.

It offers numerous advantages to both employees and organizations. It promotes a better work-life balance, reduces commuting time and expenses, boosts employee morale and satisfaction, and allows organizations to tap into a broader talent pool.

Workshifting: How to implement it thanks to technology

Technology’s role in workshifting

Technology acts as the backbone of successful workshifting initiatives. It provides the necessary tools and infrastructure to facilitate seamless communication, collaboration, and productivity. Here are three key areas where technology plays a crucial role:

Remote communication tools

With the advent of modern communication tools, teams can stay connected regardless of their physical location. Platforms like video conferencing, instant messaging, and virtual meeting software enable real-time communication, fostering collaboration and teamwork.

Cloud computing

Cloud computing allows employees to access work documents, files, and applications from anywhere, anytime. This eliminates the need for physical storage and facilitates seamless collaboration, as team members can work on shared documents simultaneously.

Project management software

Project management software provides a centralized platform for managing tasks, deadlines, and team assignments. It helps track progress, delegate responsibilities, and ensure effective coordination among team members.

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Workshifting vs. Remote Work

While often used interchangeably, it is important to understand the difference between workshifting and remote work.

Remote work involves working from any location outside of the office, whereas workshifting focuses on location and schedule flexibility. Both options have their own advantages and challenges.

On the other hand, the term “workation” can be somewhat similar. In this case, it refers to working remotely while enjoying a vacation-like environment. Instead of doing work from the usual office or home, people choose to work from tourist destinations or places of relaxation.

Furthermore, hybrid work has also gained popularity, which is a work approach that combines elements of in-office work and remote work. In this model, employees have the flexibility to alternate between working from the office and working from home or any other location outside of the office.

Workshifting involves allowing employees to work from locations other than the traditional office.

Implementing workshifting with technology

To successfully implement workshifting, organizations must consider several factors and take proactive measures to ensure a smooth transition. Here are key steps to follow:

Assessing organizational readiness

Before embarking on workshifting, organizations should assess their readiness for implementing such a shift. This involves evaluating the company culture, infrastructure, and employee preferences. 

Conducting surveys or interviews can provide valuable insights into employee attitudes towards workshifting and identify any potential challenges that need to be addressed.

Providing necessary resources

For workshifting to be successful, organizations need to provide employees with the necessary resources and tools. This includes ensuring access to reliable internet connectivity, providing laptops or mobile devices, and offering technical support. 

Additionally, organizations should invest in training programs to enhance employees’ digital literacy skills.

Establishing clear guidelines and policies

Clear guidelines and policies are essential to ensure consistency and maintain productivity in a workshifting environment. Organizations should establish policies related to work hours, communication expectations, data security, and performance evaluation. 

Communicating these guidelines effectively to all employees will help set expectations and promote accountability.

Ensuring effective communication

Communication is vital in workshifting scenarios to maintain collaboration and transparency. Organizations should encourage the use of various communication channels, such as video conferences, instant messaging, and email, to facilitate efficient information exchange. 

Regular check-ins, team meetings, and virtual town halls can help foster a sense of connection and alignment among team members.

Monitoring and evaluating performance

Implementing workshifting requires organizations to develop performance metrics that accurately measure productivity and success. This may involve setting clear goals, establishing key performance indicators (KPIs), and implementing performance management systems. 

Regular evaluations and feedback sessions can help identify areas of improvement and ensure alignment with organizational objectives.

Overcoming challenges

While workshifting offers numerous benefits, it also presents some challenges that organizations need to address proactively. 

Here are three common challenges and strategies to overcome them:

Maintaining team collaboration

With team members spread across different locations, maintaining collaboration can be challenging. Organizations can overcome this by leveraging collaborative tools, fostering a culture of trust and teamwork, and organizing virtual team-building activities. 

Encouraging regular communication and creating opportunities for knowledge sharing can strengthen team cohesion.

Addressing security concerns

Workshifting introduces new security risks, such as data breaches and unauthorized access. To mitigate these risks, organizations should implement robust security measures, including encryption, multi-factor authentication, and regular data backups. 

Providing cybersecurity training to employees and enforcing strict security protocols can minimize the chances of security breaches.

Managing work-life Balance

While workshifting offers flexibility, it can blur the boundaries between work and personal life. Organizations should emphasize the importance of maintaining a healthy work-life balance and encourage employees to set clear boundaries. 

Promoting self-care, offering flexible scheduling options, and providing support for mental well-being can help employees manage their work and personal responsibilities effectively.

Trabajar de forma remota puede resultar desafiante en términos de motivación y productividad.

Workshifting case studies

Several companies have successfully adopted workshifting (along with HR digital transformation) and have experienced the associated benefits. Here are some inspiring examples:

  1. Automattic: Automattic, the company behind WordPress, allows its employees to work from anywhere in the world. The company fosters online collaboration and autonomy, leading to a highly engaged team and a culture of flexible work.
  1. Buffer: Buffer, a well-known social media management company, has embraced a 100% remote work model. Its employees work from different locations, enabling them to recruit talents from all over the world and promote a balance between work and personal life.
  1. Zapier: Zapier is an automation platform that enables users to connect different applications and create automated workflows. The company operates fully remotely, and all its employees have the freedom to work from anywhere.

These companies serve as inspiring examples of how workshifting, combined with effective strategies and tools, can create a productive and flexible work environment, benefiting both employees and the organization.

The future of workshifting

Workshifting, enabled by technology, offers organizations the opportunity to enhance flexibility, productivity, and employee satisfaction

By carefully assessing organizational readiness, providing necessary resources, establishing clear guidelines, and addressing challenges, organizations can successfully implement workshifting and unlock its benefits. 

Remember, effective communication, regular performance evaluations, and a focus on collaboration are key to a thriving workshifting environment.

In any case, proctoring can help you train, certify, or assess the progress of your employees and teams integrated into a workshifting system.

Check out our proctoring products – they are flexible, innovative, and adaptable to the technological requirements your institution may have.

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