New work and digitization in Germany – can we catch up with changes in the work place?

We have often described digitalization on this blog as one of the defining developments of the 21st century. The 'Zukunftsinstitut' has rightly identified it as one of the twelve megatrends of our time. As such, it is long-term, global and complex - and affects all areas of life. In the area of work in particular, it has also had a decisive influence on another megatrend with its unprecedented possibilities: New Work, the transformation of the world of work.

 

What is New Work?

 

As a concept, the term refers to all new forms of work that are emerging and establishing themselves in times of digitalization and globalization. It is characterized both by 'new' values (more self-determination and self-realization for employees) and by new ways of working remote or in teams. These include, for example, agile working, work-life blending, working in mixed teams and crowdworking. But working in coworking spaces is also a classic phenomenon of the new working world. (You can read more on the topic here).

 

Change in the world of work also means change in device use

 

Having devices at work used to be easy. Maybe not always simple, but at least straightforward. There was a stationary phone, printer, fax, a sometimes unruly desktop computer. You had to deal with annoyances like paper jams and inexplicable error messages from time to time, but at least the situation was clear. That has changed. Mobile work and work-life blending are gaining in importance as outgrowths of the New Work trend, and Corona has suddenly made home office omnipresent. Anyone who hasn't worked from home, at least temporarily, at least a few days a week is likely to have been confronted with the debate on an almost daily basis for a while.

A change in the way people work also means a change in the way employees use (professional) devices. Stationary phones and desktops are being replaced by laptops, but increasingly also tablets and smartphones - these are more compact, therefore easy to use on the move, have their own Internet connection and are much more intuitive to use.  It's no surprise, then, that the use of mobile devices with Internet access among permanent employees* increased from 44% to 60% between 2016 and 2022. (If anything, it should be more surprising that the percentage is still so small). In another study, 58% of respondents said they use private devices at home for work (i.e., as work tools), either entirely or at least in part.

Therefore, the overall trend is clearly toward the use of mobile devices. However, not all companies equip their employees with company devices. On the one hand, this can sometimes become confusing. But much more importantly, it poses a security risk to company and customer data.

 

Private devices as a security risk

 

At IOTIQ, data protection is always a topic of conversation - of both private and business data. Nevertheless, we are of course also aware that the protection of data for private individuals is subject to one's own discretion. Some take data protection very seriously, others don't see things quite so strictly.

But when it comes to business data, this lax approach can be dangerous. Particularly when one and the same device is used by employees for business and private purposes, as there is then a risk of data from both areas of life being mixed together. For example, apps used privately may then be able to read out business contacts, for example by synchronizing the contact list with the calendar - so important internal appointments quickly end up in the private calendar. Some apps require users to have extensive permissions, and granting these permissions can result in business data falling into the hands of unauthorized third parties.

 

 

Mobile devices bring nothing but trouble?

 

Privacy concerns are the most obvious and probably the most serious mobile device issue. However, there are numerous other areas where the problem can arise: If a company loses track of the mobile contracts that have been signed for employee devices, for example, or even the number of devices themselves. Different operating systems, versions, brands and models make it difficult for administrators to keep all devices up to date (and secure).

Admins often suffer from the mobile device situation in a company anyway. Manually managing all devices takes a lot of time. In addition, some employees' digital literacy may still be in its infancy and they need special help to operate their devices. In this context, administrators are also always faced with the challenge of ensuring data protection while minimizing the impact on user experience. Ongoing access management is needed to prevent employees from gaining access to data for which they have no authorization. This in turn requires that roles are assigned correctly and updated as needed. Accordingly, on-boarding and off-boarding must also be carefully managed to ensure that new employees can use their devices without interference, and that employees who leave the company no longer have access to internal data.

Mobile devices pose significant challenges for companies (or their IT admins). Still, in this age of digitalization and new work, you can't afford to do without mobile devices. And whether they belong to the company or to the employees, they must be made fit for data protection requirements.

 

How IOTIQ is shaping the transformation of the working world

 

With our mobile device management MobiVisor and our smart coworking solutions, we are your perfect partner in the changing world of work.

In this way, we were also able to help Diakonie Berlin & Schöneberg to master digitalization with confidence. One challenge here was to manage patient data securely and protect it from unauthorized access. Various measures, such as blocking the use of social media and WhatsApp, contribute to this. If apps are placed on the blocklist, they cannot be downloaded or otherwise opened. Preventing users from logging into third-party Wi-Fi networks ensures that they only use secure Internet connections. In addition, the devices can of course be locked if they are lost. Thus, MobiVisor enables the GDPR-compliant use of the devices. In addition, the exchange of files and other important documents has been simplified. The KIOSK mode ensures a simplified user interface, which reduces the susceptibility to errors and enables better orientation in the workday.

We were also able to support VIA gGmbH with their device management. The protection of client and employee data is a clear priority for the company. However, it turned out to be problematic that the overview of the operating systems used and their versions had been lost. This increases the risk of security gaps due to outdated operating systems. In general, maintenance and support for various locations in different parts of Berlin were tedious and time-consuming. Updates can now be carried out centrally via MobiVisor. All devices can be viewed remotely, apps and settings can be edited easily. In addition, our Secure Exchange ensures secure e-mail traffic.

Drews Marine can also view and manage all company devices centrally thanks to MobiVisor. Different types of devices can be easily listed and managed centrally, apps can be provided, and their respective usage can be controlled. In addition, the devices are used to document work processes. Overall, the rollout of the devices requires only a few steps, which saves time and effort.

 

New Work with IOTIQ's Coworking Solutions

 

Coworking spaces are one of the central forms of New Work. Freelancers or employees of start-ups can work flexibly side by side here. In addition to long-term leased workstations or office space, licenses can also be purchased by the day or month. This makes them suitable for young companies, self-employed people who are bogged down at home, and transients who need a place to work while on the road - or simply anyone who enjoys a collaborative and relaxed working environment. But where many people from different industries with different ways of working come together, good organization is then needed. How, for example, is it tracked who has taken which drinks from the community refrigerator or the coffee kitchen? How is the organization around and the allocation of timeslots for the meeting rooms handled?

Our coworking solutions MobiFresh and our room booking software offer modern and smart solutions for this.

In our own coworking space, Basislager Leipzig, both are used with success. MobiFresh enables the automated billing of snacks and drinks. With the help of tablets, all drinks of a company (or even an individual or a temporary guest account) are added up, which significantly simplifies the final monthly billing. Previously, the process was laborious with paper and pencil, and tally sheets were evaluated at the end of the month. This procedure was associated with enormous administrative effort and a not inconsiderable potential for error. This is now a thing of the past. (You can read more about the use of MobiFresh here).

Our room booking tool also makes working in coworking spaces infinitely more convenient. In addition to open workspaces, many coworking spaces also offer private meeting rooms that coworkers can use for meetings. This can avoid disturbing other coworkers or allowing conversation content to reach ears for which it was not intended.  The tool makes managing room occupancy seamless and easy. Uncertainty about availability of rooms becomes a thing of the past. Room availability is visualized by tablets in single-app mode. Bookings for the desired period can then be made intuitively via these tablets, but also via the corresponding web portal.

On top of that, other Spaces are already using our coworking solutions. Read more about how IOTIQ is taking the transformation of the working world to the next level here.

 

Some of the possibilities that come with New Work can seem extreme at times. The good news is: New Work is a spectrum of chances, where individual preferences and needs can be met. 

Digitization is the great enabler

 

The current transformation of the working world enables more location-independent and flexible working than ever before. Driven by digitalization, all the new forms of work come with a specific set of unbeatable benefits, but also challenges. Home office options and also work-life blending are paving the way for a better work-life balance. If you don't have to show up at the office every day, commuting time can be saved. Depending on how far you have to travel each day, you can reclaim quite a bit of time. This also makes well-paying jobs more accessible.

Coworking spaces and working from home are both outgrowths of the current developments in the work world, but they have very different specific characteristics. The home office is (unless childcare needs to be managed in parallel) a less distracting place. It is usually quieter than in the office, and concentration is not affected by telephone calls or conversations between colleagues. And at the end of the workday, it's not far to go home (at least in theory).

For others, such a work environment can be very stressful. They prefer personal contact with the team, or even strangers in the coworking space. The personal contact, and also the accompanying background noise, is stimulating for them and provides a stronger feeling of being involved in the team and visibly making a contribution. The separation between work and living areas is also needed for some people to be able to concentrate on work and switch off after work. In the wake of the Corona pandemic, it became apparent that many people would like to maintain home working for a few days each week. However, by no means everyone wants to spend their entire working hours at their desk at home. In the end, many miss social contacts and face-to-face meetings.

Some of these new ways of work may seem extreme at first glance. Teams without permanent employees (fluid teams), working from vacation or with complete strangers, company outsiders in a coworking space. The huge advantage is that all its possibilities are a spectrum, as are people's preferences. For example, the transformation of the world of work that is currently taking place also makes it possible to be in the office three days a week, and spend the remaining two in the home office for more concentrated work. Or the other way around. Or leaving early to catch the train to a vacation destination, but continuing to work while on the road. Those who take the step toward work-life blending can be even more flexible - but must accept that work will take up more space in their lives and that the boundaries between professional and private life will blur.

In the end, home office and all other concepts that come with the transformation of the working world are often a matter of taste. How useful and individually desirable one finds them depends above all on individual preferences. Some prefer to save time for the commute, others need it to gain mental distance from the day's work.

 

Conclusion

 

Digitalization brings numerous, often not fully foreseeable changes. This is also becoming increasingly apparent in the world of work. For example, the extremely ambivalent concept of New Work, which seems somewhat vague but is nevertheless pregnant with opportunities, is developing. The 'new work' promises independence of location, better compatibility of family and career, more self-fulfillment on the job, a move away from rigid hierarchies and more say. This brings solutions to important problems in today's working world. At the same time, it harbors new risks, both for employees and for companies.

The transformation of the working world can drive digitalization in companies and make its benefits accessible to employees. At the same time, such steps are also dependent on a digital mindset among people and corresponding digital skills, and not least, but quite fundamentally and first and foremost, on a digitally fit Germany.