From project management tools to productivity and collaboration applications, organizations are increasingly investing in the tools and applications used by their employees. While these tools are designed to increase efficiency and productivity, the vast number can often produce the opposite effect, leading to technology overload.
Last year, Gartner found that around 40% of the desk workers were required to use more than 11 apps to do their jobs. With over a third of respondents reporting they missed important workplace updates because of the number of apps they use or the volume of information they receive.
It is essential that organizations put strategies in place to ensure that their applications are actually being used and leveraged to their full potential. There are several actionable steps organizations can take to achieve this:
Ensuring Technology is Helping, Not Hindering
Adopt technology strategically
In a bid to remain competitive, many organizations introduce new technologies without understanding the intended purpose or the long-term goals they will help address.
Take the case of GenAI adoption last year – there was no shortage of organizations rushing to implement AI tools in a reactive manner as opposed to thoughtfully integrating AI into their broader business strategy. Many adopted these tools simply because they were the latest trend or seen as a quick win. But the consequences of adopting tools in this manner is clear with BCG finding that 74% of companies are struggling to achieve and scale value with their AI investments.
To avoid the inefficiencies that come with introducing too many tools and applications, organizations should be intentional with their implementation. Every new app or tool should have a strategic plan in place, looking at its purpose and the intended impact to ensure it isn’t just adding unnecessary complexity.
The most successful organizations align technology implementation with their business strategy to support the long-term business goals of the organization. Resisting the urge to over-adopt takes a shift in mindset where business leaders should be asking themselves “does this tool align with our strategic goals?” and “how will it help us achieve these goals?”.
Audit existing tools regularly
In many organizations, there tends to be a discrepancy between what is thought to be used as opposed to what actually is used. In 2023, the average business used 371 SaaS apps, yet our Insights Report revealed that 50% of software seats remain unused of all installed software and licensed SaaS applications.
For SaaS applications alone, the influx into the digital workplace is not expected to slow down anytime soon. Gartner’s forecast indicates that annual SaaS expenditure will grow by more than 19%, with 25% of this software still expected to be underutilized or over deployed.
Without having the right data in place to show how their tech is being used, organizations are stuck making a loss with their applications. Organizations should ensure they are regularly carrying out tech audits to give the business a clear understanding of how and where their tools are being used. By doing so, the unnecessary tools can be cut to simplifying workflows by removing redundancies and consolidating those with overlapping functionalities.
Application audits aren’t just beneficial for optimizing workflows, they can also be a significant cost-saving measure. Looking across more than 30 popular sofware tools, our research discovered that unused software licenses cost IT departments approximately $44,743,651 per month. By revealing unused software licenses, organizations can redistribute resources effectively and reclaim licenses that are no longer needed to create substantial savings.
Focus on your employees
When managing your applications, data isn’t the only stage in the equation. To truly understands the effectiveness of your tools, you need to connect directly with the people who use them - your employees.
The success of an organization’s technology starts with the experience of its employees. The success of your technology stack should not only be measured by hard metrics or productivity gains but also by how satisfied and empowered your employees feel while using these tools. By regularly gathering feedback through surveys and check-ins, organizations can understand what’s working for their employees and what isn’t.
Organizations should aim to understand the challenges employees face with technology and proactively address them with effective solutions, such as training. Many essential applications go underused not because they lack value, but because employees aren’t confident or informed about how to use them effectively. By investing in well-designed training programs, businesses can empower their teams to make full use of the tools at their disposal.
Equipped with the skills to best leverage their technology, employees can work more efficiently, reducing frustration and enhancing productivity, whilst organizations unlock the full return of investment.
Think Long-Term
With the global workplace transformation market expected to grow to $69.9 billion by 2030, there is no doubt that tools and applications will play a big part in this transformation.
To ensure long-term success, businesses should adopt a strategic approach to their application roll out, considering both the current and future needs of the organization in a sustainable manner to address whether the outcome is worth the investment.
By strategically adopting, continuously auditing applications, and keeping employees’ needs at the forefront, organizations can foster a productive and engaged workforce that drives long-term and sustainable success.