First published

Mar 22, 2021

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What digital tools are right for my organisation?

Zoom, WhatsApp, Teams … they all have a place. But which one is right for you? We lay out six steps that will help you to understand where you’re at, and where you need to go.

By now, it’s likely that you’ve heard of Zoom. You might have used it to have a video call with your Mum, and you’ve probably used it to have a call with your colleagues. Zoom is free (in part) and easy, it runs quickly and you don’t have to download anything. There’s no wonder that it’s so popular.

Zoom, like WhatsApp, is a marvelous invention — but it isn’t right for every workplace. Although Zoom and WhatsApp use has become the covid-working-norm for many, some organisations are looking to use technology that’s a bit more joined up with their other digital tools.

For some, Microsoft Teams is becoming the preferred option. It’s marketed as being safe to use and, if you’ve used Microsoft before, it’s reasonably straightforward. There’s a free version, and it comes as standard with every Microsoft 365 bundle. That means, if you’re paying to use Word or Outlook— you’re probably already paying for Teams.

Before you start weighing up the pros and cons of each tool, it’s good to understand and articulate what technology is (and isn’t) working for your organisation already.

Here’s how:

Create a brief for a digital workplace in six steps

  1. Make a list of the tools and providers you are already using. Include as many things as possible inc. email, CRM, website, document sharing, video conferencing, communications, customer databases etc.
  2. Make a note of how your different tools work together? eg. Does your CRM and your communications automatically link together — are you able to understand what your customers are interested in, and can you send out communications that are relevant to them?
  3. Out of all of the tools you are using, note down what is and isn’t working — and why. Keep in mind that different departments could have their own ways of doing things — a tool that is unused by one team might be essential for another.
  4. Think about what your organisation is lacking, and write it down. Acknowledging what’s missing is the first step to making things better. Typical examples include team morale, internal communications and strategic direction.
  5. When you have a list of the things you’re lacking as an organisation, note down what the impact is for your employees. Pain points tend to impact different people in different ways. Something like ‘lack of internal communication’ will probably impact your management team in a different way to your marketing team.
  6. Now think about your colleagues, who could help to bring about digital change? Consider both digital natives and quick learners with transferable skills.


When you’ve created your digital workplace brief you’ll be in a better position to choose the right mix of digital tools that will work for you.

If you need help understanding your options, identifying what issues need to be solved in what order, or mapping out an achievable long-term plan — we can help.


Post by Georgina Barrett

Photo by Annie Spratt


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