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Using Modern Technology to Create Better Workplaces [Podcast: Part 2]

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Organizations are heeding the call to transform their work culture in the new remote-first world. They are taking immediate action to better serve employees, and finding ways to maintain a sense of community while working hybrid or remote. To no surprise, embracing modern technology solutions is often the first big step to staying connected.

With that being said, when it comes to maintaining a healthy workplace balance, there is still a disconnect between managers and employees. According to McKinsey, more than three quarters of C-suite executives expect employees to return to the office for the majority of their work week. Yet, most employees prefer to work from home for the majority of their work week. Embracing new technology can offer an alternative, hybrid work balance that suits both employers and employees alike. 

Maribel Lopez and Christian Reilly on Workplace Technology Innovation

On the latest episode of the #WorkTrends podcast, we welcome returning guests, Citrix’s Christian Reilly and Maribel Lopez to discuss modern technology in the workplace.

When asked how organizations could best adopt digital transformation to keep up with the changes in work culture, Christian highlights that the succession of digital transformation in the workplace is dependent on a company’s lifespan and modernity:

“When you’re thinking about hybrid or full-time remote work, it becomes extremely cumbersome to pretend that the technology platform you use inside an office is the same as what you would use outside an office.” 

Making the move to cloud services and software as a service (SaaS), and digital workplaces are all strategies to ramp up IT modernization. Christian shares a new discovery of Citrix research, “The Era of Hyper Innovation,” and discusses the knock-on effects modern technology can have on employees.

“93% believe that increased digital collaboration has led to more diverse voices from across the organization being heard and a greater range of ideas for innovation actually being surfaced.”

Accessible and Individualized Technology will Empower Employees

In this new era of work, many organizations have quickly embraced change. Others are a bit slower to act. According to Christian and Maribel: If your organization isn’t agile, your competitors will eat your lunch. Fortunately, Maribel believes that technology can provide a powerful opportunity to level the playing field among organizations of all sizes.

“Every organization on the planet has access to amazing technology at a fairly affordable price,” says Maribel. “If you’re willing to adopt technology, then it becomes more about your product, your servicing, and your ability to understand customer needs.”

We’re also seeing greater democratization via technology. Maribel says today’s employees enter the workplace with fewer constraints. At one point in time, employees relied on their expert colleagues to help them do their job (such as typing pools – for those old enough to remember them). Now, technology empowers employees to do this themselves.

“Now every individual is empowered to take control of how they work and they have the tools to do so,” Maribel comments. “We have a tremendous opportunity ahead of us to use technology for good.”

I hope you enjoyed this 2-part discussion on #WorkTrends, sponsored by Citrix. To learn more about using modern technology in the workplace, contact  Maribel Lopez and Christian Reilly on LinkedIn.

And, in case you missed it, check out Part One of this podcast here.

Using Modern Technology to Create Better Workplaces [Podcast]

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The workplace is becoming more diverse as organizations offer remote and hybrid work options and build a global workforce. With these big changes comes a call for a change in work culture. Employers need to ask themselves how they can create an inclusive, productive, and social atmosphere without the convenience of an in-office environment. The answer to this conundrum? Embracing modern technology.

By staying agile and open to the technological tools available, organizations can not only increase communication and collaboration across teams but promote a healthy and inclusive workplace for everyone, no matter where they are in the world.

Our Guests: Maribel Lopez and Christian Reilly, Workplace Technology Innovation Experts

On the latest #WorkTrends podcast, I spoke with workplace technology innovation experts Maribel Lopez and Christian Reilly. Maribel founded Lopez Research, a market research and strategy consulting firm that researches artificial intelligence, mobile, and hybrid work transformation. Maribel is also the author of John Wiley & Sons book Right-Time Experiences, a contributor to Forbes, and host of the podcast Reimagine Hybrid Work. Christian Reilly serves as VP of technology strategy at Citrix. He leads the organization’s long-term strategic technology decisions across the business and ecosystem. He is also a global keynote speaker and is widely recognized as a technology industry thought leader.

On the podcast, I asked them to share advice on how to help hybrid and remote employees feel more connected at work. The trick to achieving this, Maribel says, is using modern technology to remove communication boundaries.

“On a technology level, people need to be able to seamlessly communicate,” Maribel says. “They have to be able to connect with everybody in the organization and figure out who those people are. Basically, boundary-less communication and collaboration are key.”

Also, Maribel adds, organizations need to understand that if there’s an issue with communication, it may not be an employee’s fault. This is especially true if the tools are counter-intuitive. If organizations want to get employees excited to adopt modern technology, they need to make the tech user-friendly.

“When organizations make workplace tools more intuitive and easy to use, employees see value in them,” Maribel says. “If tech makes their jobs easier, they’re much more willing to embrace it. The biggest mistake organizations make is to hang on to legacy tools that aren’t modern.”

Getting Creative with Modern Technology Adoption

When it comes to employee adoption of technology, it’s different strokes for different folks. Some organizations are going to thrive with simple modern technology adoption, while others may thrive with something more complex.

“If we make modern technology simpler to use, then, of course, we’re going to see adoption rates increase. However, that’s not always the case,” Christian says. “For example, one organization used gamification, where employees tried to win badges for using the tech. I think there’s a fun element to that.”

When designing these systems, creativity in thinking around DEI should be a priority. Organizations must keep in mind the cultural sensitivities of employees from different backgrounds and locations, especially as the workforce becomes global thanks to remote work. Organizations can really shine here by thinking outside the box with how they show employees they care and want them included. Technology can help organizations adjust to individual working styles by offering translation transcription services, recorded meetings, and more.

“Not everybody is a native English speaker. When we think about different teams in different parts of an organization, giving them the opportunity to watch video recordings rather than be present at a live meeting allows them to work at their own speed,” Christian says. “This technology is simple to implement, but very impactful because organizations are recognizing cultural differences and that people thrive at work differently.”

I hope you enjoy this episode of #WorkTrends, sponsored by Citrix. You can learn more about using modern technology to create better workplaces by reaching out to Maribel Lopez and Christian Reilly on LinkedIn. Also, this podcast is part one of a two-part series, with the next episode coming December 3rd, 2021. So stay tuned!

 

3 Hybrid Workforce Variations: Choosing the One That’s Right for You

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Many use hybrid as an umbrella term to indicate a mix of remote and in-office employees. They also use the term blended employees. These are employees who work in-office some of the time and remotely the rest of the time. This group of employees is distinct from those who work full-time in the office and those who are full-time remote. (Note: Full-time remote employees sometimes meet with other employees for team retreats or other special events during the year. But they do not go into the office to do their usual work for any meaningful amount of time.)

There are three hybrid workforce variations to consider as an employer. Each variation has advantages and challenges.

General Challenges with Blended or Remote Employees

There are two general challenges with any of the hybrid workforce variations that are important to address, including:

  • Biases | Remote employees are likely to be disadvantaged by being “out of sight” more frequently. It requires more work to create trust and belonging with and among remote workers. Leaders who are in-person may inadvertently give more attention and perks to employees they see in person. Meanwhile, remote employees may be less likely to speak up or question decisions.
  • Equity | Employees who work remotely more of the time may be in less equitable work situations than their in-office counterparts. Their Internet service may be relatively slow and their workstations may cause pain or discomfort. Additionally, their immediate working environments may be more distracting (e.g., noise, light, temperature), and they probably won’t have access to free office supplies (e.g., printers, a dedicated work phone, etc.).

Here are examples of three hybrid workforce variations.

Hybrid 1: Full-Time Mix

One of the hybrid workforce variations is a mix of employees being either full-time in-office or full-time remote. This variation requires enough office space for all full-time employees.

  • Advantages:
    • It’s easy to know where each employee is on a given day or week.
    • Working groups/teams can develop communication and collaboration patterns for this stable configuration.
    • You need less office space when some employees are remote.
  • Challenges:
    • Communication | To the extent that working groups contain both types of employees—or remote only employees—clear and concise communication is critical. You want attendees to be able to pull out the important points of communication quickly and easily. Social time and hard conversations should definitely happen over video.
    • Collaboration | If everyone who is collaborating on a given project is in the office, there aren’t any special hybrid challenges. However, when collaboration happens among individuals who are not co-located, care should be taken to implement best practices for that situation: Use the appropriate communication channels or apps (e.g., collaborative real-time whiteboards that live in the cloud, Slack channels, polls for voting). Trust among team members is important and needs to be built and maintained. Respectful behavior is even more critical.
    • Biases | All of the general challenges above are true with this variation. In-office employees may develop deeper bonds. Thus, they may unintentionally marginalize remote employees.

Hybrid 2: Come Together

Another hybrid variation is when employees spend some time in-office and sometimes remotely. Also, they do so in a concerted way at regular intervals, so that every working group is in-office together and remote together. Everyone in the group is a blended employee. For instance, a given working group may be in the office on Tuesdays and Thursdays and work remotely the other days of the week. (Or one week in the office each month, etc.)

  • Advantages:
    • Organizations require less office space when different working groups use the office on different days.
    • All working group members experience similar working conditions at the same time. So the problem of remote workers becoming disadvantaged isn’t an issue.
    • In-office time can focus on collaboration, team-building, trust-building and engagement. Remote time can be for focused individual work.
  • Challenges:
    • Communication | Best practices for communication hold. When working group members are remote, it’s particularly important.
    • Collaboration | Time in office should be for work best done collaboratively or using resources that are in office.
    • Bias | In-office time helps create and deepen belonging and trust (when the culture and the leaders promote those qualities). In turn when employees are remote they are more likely to give colleagues the benefit of the doubt. Because all working group members have the same in-person/remote schedule, differential treatment based on in-office status is non-existent.

Hybrid 3: Employee Flex Plan

Finally, sometimes employees are blended, full-time in an office, and/or full-time remote. For some hybrid workforce variations such as this one, you can set times when everyone—or most everyone—is expected to be in office, such as collaborating on projects.

  • Advantages
    • This variation provides more flexibility to employees, hopefully minimizing attrition and making hiring easier.
    • The schedule provides working groups and organizations predictability. It also gives them the ability to make maximal use of their in-office space. There may be some opportunities to take advantage of co-location, but the people who need to collaborate on a given day may not necessarily be in the office at the same time.
    • To the extent that all or most employees come into the office at least some of the time, a sense of culture, trust, and engagement can develop. However, this doesn’t necessarily include teammates who may be on a different in-person schedule.
    • Blended employees may welcome more flexibility and control over their commuting schedules.
  • Challenges
    • Communication | Although there is a predictable pattern to who is in the office on a given day, the pattern differs for each employee. Therefore, it can be hard to track in-office employees day-to-day. In turn, this doesn’t capitalize on many of the return-to-office advantages. Because working groups may not be co-located together, communicate clearly and concisely. Best practices for communication hold.
    • Collaboration | This variation does not help in-office collaboration unless relevant employees are co-located at the same time. Thus, best practices for collaborating with mixed co-located/remote groups hold.
    • Biases | Those who spend more time in-office develop deeper connections and trust and may be more likely to receive high-status assignments compared to remote workers.

Tending The Leadership Pipeline: It’s All About Engagement

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Workplace lore has it that a manager who hires a millennial is facing a number of challenges. Among them: how to engage and retain a generation marked as me-centric, fickle, not versed in social or business etiquette and prone to jumping ship six months after utilizing an expensive bout of training. Yet millennials are now the majority of the workforce — and they’re not kids anymore. And I’m growing tired of everyone placing labels on this generation vs that generation. It’s We Generation after all. They’re, we’re already rising up through the ranks to positions of leadership, in some cases they’re, we’re building credible and thriving organizations. It’s time to start tending our talent pipelines with a sense of their maturity and potential — which means deepening your commitment to employee engagement in ways that fully embrace our new skills and mindsets. Nothing could be more important right about now.

Here are four ways to push for more real employee engagement and optimize your leadership and talent pipeline:

  1. Pay attention to their ambitions.According to Deloitte’s fourth annual Millennial Survey, which includes 7,800 future leaders from 29 countries. The bottom line is that there’s a compelling skills gap: just 28 percent of Millennials feel that their current organization is making full use of their skills. But more than half (53 percent) aspire to become the leader or most senior executive within their current organization. To keep them ambitious about their current organization takes a commitment to engage them, providing them with the increasing training and challenges needed to grow.
  1. Mind the gender/confidence gap. Combine the success of women in leadership roles and the mistaken assumption that millennials are somehow immune to the gender gap, and you wind up with a potentially damaging disconnect that may cost you future leaders. As it turns out, women millennials are still lacking parity in terms of ambition with their male counterparts. The Deloitte survey found that 59 % of men aspire to the top job in their organization, versus 47% of women. Yet they’re not lacking self-awareness of their aptitudes, and in this regard, women are actually ahead: in terms of professionalism, hard work, time keeping and discipline, woman actually rated themselves higher (45%) than men (37%). Again, it’s a question of engagement.
  1. Encourage cross-mentoring. despite any sense of intergenerational attitude gaps, enabling the cross-mentoring of generations in the workplace has obvious advantages, including a broader span of knowledge and expertise, and clear exchange of social, emotional and leadership intelligence. Create opportunities where Gen-Xers and boomers can mentor millennials, and you’re creating a pipeline of future leaders that will sort itself out: those who rise to the top in many organizations are those who will be able to leverage the wisdom of experience into their own skill set, and apply it to leadership roles.
  1. Fully merge the company culture with social and mobile. We are now all digital citizens, as my friend Kevin W. Grossman noted recently, and in order to fully engage the very generations that are going to lead us (let’s not forget about Generation Z), there can’t be any gaps in a company’s social and mobile presence. That folds back, as well to that Deloitte statistic that only 28 percent of Millennials feel that their current organization is making full use of their skills. And let’s not forget who is going to make up the bulk of consumers.

The presence of this generation has already changed the workplace, but now it’s beginning to change the face of leadership as well. Ground people in the values and mission of the organization, but let them leverage their de-facto mobile and social culture as they begin to reshape the workplace as well, or you’ll hamper the growth of the business.

And each generation of leaders has had their own communication style — so here’s one thing to remember. You may not feel comfortable getting a text or tweet instead of an email, or an IM instead of a phone call. But it’s the same business, and if you’ve aligned your future leaders with the mission of the organization, there’s nothing to worry about. Trust me on this.

A version of this was first posted on Forbes.