The New Digital Workspace the Revolution Has Just Begun
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The New Digital Workspace The revolution has just begun Nowadays companies find themselves to face new types of business, characterized by an incessant information flow that requires a faster reaction. Innovative workflows are emerging thanks to these new business models and they can redefine both internal and external efficiency requisites: it is possible, then, to work from the office, from outside of it in mobility, from home and, unfortunately, if it is necessary… also from your holiday place! There is the need of new communication and collaboration tools, to allow people to work in this type of incessant flow. The answer is the Digital Workspace, part of that ICT evolution which, since 30 years ago and with exponential rhythm, is transforming and shaping companies. At first indirectly, as operators in companies and now directly as citizens part of a globalization process, we are part of this evolution which was named as IT and now, rightly, ICT. Table of contents 3 — The Hybrid Workspace 11 — Innovation, versatility and attention Once upon a time, the workstation to client’s needs Factors to be considered when Innovation before everything choosing the right endpoint The way to virtualization A couple of examples... Partnership Reinforcement So, once all devices are chosen all problems are solved, right? 14 — Data Sharing and Security Web File Sharing 5 — Collaborative Frameworks Lacking control on shared documents Communication is the core Features to be taken into consideration Email is the beginning And what about security in Cloud sharing? Avoiding mistakes and finding a light in the mess of emails Most used Cloud sharing platforms A fast-changing world requires different tools 17 — Hybrid Workspace Management Why are these tools so good? An inevitable innovation process 8 — The New Communication About Workspace Management Demystifying Unified Workspace Management at a strategical level Communications Solutions Unified Communications Solutions Benefits and Drawbacks Benefits Drawbacks Unified Communications Solutions in Action The New Digital Workspace 2 The Hybrid Workspace Once upon a time, the managed services and, why not, mixed with some local specific apps. It is an hybrid workspace that needs to workstation... grant operativity, maximum productivity and security, independently from the device used. ...where everyone was carrying on his own Factors to be considered professional activity, by only working at that 1 workstation, which was organized by the when choosing the right company just for that specific activity. The great dissemination of digital and mobile in the endpoint consumer world is the most important element It is not easy to decide, the choice is wide, also because to keep into consideration in these last years. in this context business market and consumer market are really near. PCs, Thin Clients, Zero Clients, Notebooks, Tablets, Netbooks, Ultrabooks, Smartphones The workstation has change, it adapted itself to ...are all type of usable devices in this context. new technologies and to new processes. A lot of There are anyway some factors that can influence the elements changed: nets dissemination, Internet, 2 choice and need to be examined in order to take infrastructures, Mobile Computing, Social Media, decision that better fits your needs: Cloud,... They brought the word ‘digital’ to an always wider percentage of people. If IT was once a business Usage context support resource, now it is the essential element to Is the device used by a user that works in the company manage a lot of processes, professional and personal or outside of it, in mobility? Is it used just by a user ones. or or shared between more than one users in shared workplaces? In this evolution process, companies that want to keep Performances and applications used on working in this market need to face the so called Are simple back-office apps used or more specific 3 ‘digital processes’. Nowadays it is sure that startup born ones, for example for multimedia contents or even 99% digital, while companies already on the market since 3D graphic like CAD or UCC solutions, like Skype for some years need to implement these processes as soon Business or Cisco VXME, etc? How many screens and as possible. Cloud (public, private or hybrid) is able to what resolution is required on the fixed workstation provide the 90% of the applicative features needed for and/or on the mobile one? business. We do not use a single endpoint anymore, but we have the opportunity to offer an ‘operative ’ space, Peripheral devices that need to be supported which adopts itself to the specific activity and moment of Are there connected devices like printers, USB use. authentication devices like Smart Cards or Proximity Cards, Touch Screens, or Graphic Signature Tablets? All these technologies and the possibility to ‘put them Infrastructures that provide services and together’ and to use them based on specific necessities protocols to use applications defines the concept of workspace. Workspace can Is it enough to support a unique protocol, or is it be based on company and workers’ needs, it can be necessary to a multi-protocol support towards the provided inside or from outside the company, on infrastructures? a fixed or mobile endpoint. IT services can provide Virtual Desktops, apps, one or more Cloud services, Fundamental technologies use standard protocols public, or private ones, or mixed with on-premise like Microsoft RemoteFX, Citrix HDX, VMware PCoIP The New Digital Workspace 3 or HTML5. Access solutions that use HTML5 are fastly can prove to be complex to be managed and it can create spreading and allow access from any device equipped with various problems, it also can increase costs and risk to lose the right browser version, but they don’t always allow the control. But what and how many are the tools that form same performance level of the native dedicated clients. future workspace and that, nowadays, we find or need to support and implement. Local and ‘Cloud’ applications Are there applications that need to be available to a In the next chapters we will try to briefly explain and list subgroup of users? In this case it is necessary to evaluate the them, at least in their fundamental types, to understand how a hybrid workspace can be composed and managed. operating system compatibility with the device. A couple of examples... If we consider a user who works in the company, with back- office applications and a Unified Communications solution, a webcam support and a microphone are necessary and a dual screen would be more advisable. In this case the workstation needs to have two ports to connect specific peripheral devices and it is necessary to evaluate if the support to the Unified Communications solution is a local one of if it works through a Cloud infrastructure, a Virtual Desktop or different infrastructures. In this context also a Thin Client can be used, or a conveniently configured PC. It is highly possible that the same employee would ask at least the access to the company inbox from outside the company, so an access from his smartphone or laptop should be provided. In the case of an employee who mainly works from outside the company, as a sales agent, it is more convenient to provide a conveniently configured laptop or notebook to access all resources. A lot of companies adopted the BYOD (Bring Your Own Device) policy, so allowing some collaborators to use personal devices to access company applications, obviously conveniently configured. So, once all devices are chosen all problems are solved, right? Not exactly! In this scenario we are observing a proliferation of endpoints. Users work roaming from inside or outside the company and can use heterogeneous endpoints. Often these devices use different operating systems and graphical user interfaces can vary with them. In this context, IT administration needs to face problems connected with parks heterogeneity, security, and it needs also to grant an always higher service level to company processes. All of this, normally with limited economic resources. This context The New Digital Workspace 4 Collaborative Frameworks Communication is the core Using rules and filters which allow to categorize emails In the last decade it emerged how people are the key factor in order to speed up the retrieve of specific topic messages. for the success of a company which must to continuously It is still a good advice to limit internal communication by innovate, in particular in their capacity to give the best email, only to really important communications. performance working together as a team. Teamwork requires members’ special attitudes: listening, questioning, The email communication is really efficient if everybody is persuading, respecting, helping, sharing and participating aware of the Best Practices, but it does not exist a company are essentials skills which can lead the team to unexpected which is able to guarantee this: the email, in fact, is also the results, much more than the sum of all members’ technical best way to exchange information with other companies, skills. In consequence every company has the goal to build a which are of course outside our rules and Best Practises. The wide team feeling, even between different departments. In lack of control in email usage has led us to receive everyday this emerging new perception, communication is the kernel a sort of mail bombing, which is often very expensive to to build a solid and efficient vision. The communication manage in terms of time spent. between people has to be simple, efficient and fast: it must allow everyone to explain his own ideas, and no one in the Avoiding mistakes and finding company must feel excluded. a light in the mess of emails Email is the beginning Whenever the amount of emails grows, the possibility to make a mistake grows as a consequence.