How to Create a Digital Workplace: Tools, Strategies, and Tips

Whether you run a team of remote and hybrid workers or you are an independent professional yourself, creating a digital workplace is the deciding factor about how work gets done today.

It’s where projects will take shape, ideas flow, and goals will be accomplished. 

But building an effective digital workplace isn’t just about stacking up tools; it’s about choosing the right ones, setting up simple systems, and creating habits that help people actually enjoy working together online.

In this blog, we will break down exactly how to form a digital workplace strategy, from choosing the right tools to setting clear expectations, maintaining productivity, and keeping real-time collaboration going.

What Is a Digital Workplace?

A digital workplace is a virtual environment that brings together communication, collaboration, and work management systems into a single, unified space. A well-structured digital workplace with the right remote work tools improves efficiency, flexibility, and collaboration across distributed teams.

At its core, a digital workplace solution replaces or supports traditional in-office functions with cloud-based platforms and software for a smooth digital transformation. It supports flexible working hours, enables remote workers to stay fully engaged, and allows teams to adapt quickly to changing needs. 

However, for a successful transition, you must focus on more than just the tools; following digital workplace best practices is key. These include setting clear communication norms, managing expectations, and creating a strong culture of accountability.

When done right, the digital workplace becomes a space where remote workers thrive, projects move faster, and collaboration feels seamless, even from miles apart.

Essential Elements of a Successful Digital Workplace

A successful digital workplace supports communication, simplifies collaboration, and removes friction from everyday workflows.

But the key is knowing what to include in your digital workplace platform and how it all fits together. 

Here are the must-have elements for creating a digital workspace that supports work management, a decent work-life balance, and employee engagement and satisfaction. 

Communication and collaboration tools

Without clear, consistent ways to exchange ideas, share updates, and stay aligned, even the most skilled digital teams can fall out of sync. That’s why digital workplaces need tools that support both real-time and asynchronous communication, like chat apps, video conferencing platforms, and more.

But communication alone isn’t enough. Teams also need collaboration tools that let them co-edit documents, brainstorm ideas, manage shared tasks, and keep track of progress without endless email chains or scattered files.

When you could use separate tools for each, it’s just more tabs for your teams to manage. The result? toggle tax, increased context switching, and hours lost searching for conversation threads.

Cloud storage and document management

In a digital workplace, quick, secure, and organized access to documents is critical for smooth operations. Cloud storage acts as the central hub for all files, ensuring they are accessible from any device with an internet connection.

More than just storage, a strong document management system helps teams structure their digital assets in a way that’s easy to search, sort, and retrieve.

Features like version control, permission settings, real-time collaboration, and activity tracking prevent duplication, protect sensitive information, and allow multiple team members to work on the same file simultaneously without conflict.

Some important qualities to look for while choosing a cloud storage are:

Project and task management

Whether you work in an office or remotely, project management is often exhausting, given the sheer number of steps involved.

The right task management tool enhances the overall digital employee experience by keeping them focused on organizational goals without requiring them to scramble for context. It gives remote workers clarity, supports collaboration, and helps everyone stay aligned.

When teams feel in control of their work, this often leads to increased employee satisfaction and better outcomes overall.

Here are some key features to look for in project and task management software:

Automation and AI integration

If your employees have to click around, search for files, and update the same thing in five different places, it will lower their morale and waste valuable time. In fact, switching between tasks can cost employees up to 40% of their productive time!

That’s why your digital platforms and business applications must have AI workflow automation tools that take care of the repetitive tasks. That way, your employees have more time to focus on core strategies and improve business processes.

Here’s what to look for in automation and AI tools:

How to Create a Digital Workplace Step-by-Step

Your digital workspace should bring all the digital tools together in one place, from communication and collaboration to task management and documentation.

Here is a step-by-step guide on how you can do that.

Assess your current work environment

Before you start building a digital workplace, take a step back and ask: what’s actually going on in your current setup? Talk to people across your company to understand how they work day-to-day. Ask questions like:

• Which tools do you use most, and what frustrates you about them?
• Where do you see communication gaps?
• What takes too long or gets overlooked, like status checks, file searches, or version confusion?

Maybe your marketing team is juggling five different apps just to track campaign progress. Or maybe your developers can’t keep track of feedback because it’s buried in endless chat threads. These are the gaps you will want to fix first with your digital transformation strategy.

Use Forms to collect employee feedback, outline existing workflows, and document team needs.

Let’s say your HR team keeps losing track of onboarding steps. You could create a Doc called “Current Onboarding Process,” tag each step, and let the team comment directly on what’s unclear or outdated. Now everyone’s input is organized, visible, and easy to act on.

Choose the right digital tools 

Once you know what’s missing in your current setup, it’s time to choose tools that fit your team’s needs.

The goal isn’t to pick the flashiest apps or stack your tech just for the sake of it. It’s about finding tools that are easy to adopt, work well together, and solve the problems your team deals with every day, so people don’t have to keep switching tabs.

With Project Management, you get a platform that’s flexible enough to fit different workflows without needing five other tools to fill the gaps. You can manage set goals, break them down into taskstrack progress, and even handle docs and team chat.

Let’s say you are leading a product team working on a new feature rollout. Instead of juggling updates across chat apps, spreadsheets, and email threads, you can build a workspace that tracks the entire process. 

Create tasks for each development stage, add due dates, assign team members, and drop checklists and subtasks right inside the task itself. This way, everyone knows what’s happening, who’s doing what, and where things stand without having to ask.

You also get Chat, which can help bring everything into focus. For example, if your team is discussing a deadline or reviewing feedback on a task, everyone sees the full context in the built-in chat and can easily discuss steps. It’s simple and direct and saves you from chasing updates across platforms.

Moreover, Brain can instantly summarize your project goals, progress, and action items across tasks and docs, so you don’t have to dig through pages of notes or updates. Even better, it can suggest ways to improve your workflows based on how your team is working.

You can identify blockers, highlight missed deadlines, and spot where tasks are piling up. Brain gives you smart, actionable insights without the manual effort. Brain can also dig out digital transformation trends to help you create a digital workspace that meets all your remote workforce’s needs. 

Establish automated  digital workflows

Whether it’s launching a campaign, onboarding a new hire, or closing a support ticket, having clear digital workflows for each business process saves time and keeps everyone aligned. 

Here are a few simple tips to get started:

✔ Start small by picking one common process at a time and mapping out the key steps

✔ Assign clear owners and track their activity 

✔ Set realistic deadlines to give enough time for quality work, but keep things moving

✔ Use visual tools like timelines, boards, and calendars to make workflows easier to follow

✔ Build a standard communication process with communication plan templates to help teams stay in sync from start to finish

Once you have got the structure, set up workflows with Automations. For example, here is how your remote developer team can use Automations:

• When a bug is marked as ‘Ready for Review’, automatically assign it to QA and set a due date two days out, or whatever timeline fits your workflow
• As soon as a high-priority bug is added, label it as ‘Urgent’, drop it into the current sprint, and alert your code editors
• When a task is created in the ‘Frontend Sprint’ list, auto-assign it to the Lead Developer and tag it with ‘Needs Spec’
• Once a sprint is closed, kick off the next one automatically to keep momentum going without delays
• After a pull request is approved, update the related task to ‘Ready to Deploy’ and send a Slack notification to the release manager

Ensure security and compliance

With remote access, cloud storage, and multiple tools involved, there is a greater surface area for risks to your sensitive client data, internal documents, and project information.

And if your business operates in regulated industries, such as healthcare, finance, or law, taking proper data security precautions and ensuring compliance is even more essential. 

Establish clear access controls, define who can view or edit what, and regularly review your systems for potential security gaps. Simple mistakes, such as sharing the wrong document or granting broad permissions, can lead to serious consequences.

helps you stay in control with flexible permissions and privacy settings. You can manage access at every level: Workspaces, Spaces, Folders, Lists, and even individual tasks.

For example, you can allow managers to edit a sprint plan while giving the rest of the team view-only access. also lets you manage guests and external collaborators safely, so you can loop in clients or vendors without exposing sensitive internal information. 

Overcoming Common Challenges in Digital Workplaces

Even with the right tools and setup, digital workplaces come with their own set of challenges. Things like poor communication, tool overload, and unclear expectations can slow teams down. If you are not careful, the flexibility of remote work can start to feel a bit scattered. 

But these problems aren’t unusual, and they aren’t impossible to fix. The key is knowing what to look out for and tackling them early.

Managing remote teams effectively

When people aren’t sharing the same physical space, small issues can easily turn into bigger problems: missed deadlines, duplicate work, or simply feeling out of the loop. But with the right habits and tools in place, remote teams can actually be more focused, flexible, and productive than traditional ones.

Here are a few simple ways to keep things running smoothly:

✅ Set clear expectations for tasks, deadlines, and communication

✅ Use a free project management software to keep updates, files, and tasks  in one place

✅ Hold short, regular check-ins to stay connected and catch blockers early

✅ Focus on results, not online hours, and trust your team to manage their time

✅ Use shared calendars and dashboards for visibility across projects

✅ Document processes so people can find what they need without waiting

✅ Encourage async communication to give everyone time to think and respond

✅ Use productivity templates to simplify workflows for your digital team

Avoiding SaaS Sprawl + AI Sprawl to ensure smoother workflows

One of the biggest mistakes teams make when going digital is adding too many tools too quickly. Suddenly, people are jumping between five apps just to complete a single task, and no one’s quite sure where anything lives.

Instead of helping, the tech starts to slow everyone down. The key is to simplify your stack and focus on tools that cover multiple needs. Just as important: make sure your team actually knows how to use them and feels comfortable doing so.

Here’s how to avoid tool overload and get your team on board smoothly:

👀 Audit your current tools and cut what’s rarely used or overlaps

👀 Choose flexible platforms that combine features like docs, tasks, chat, and goals

👀 Limit new tools to one or two at a time to reduce confusion

👀 Offer hands-on training or walkthroughs instead of just sending guides

👀 Create an internal knowledge base tailored to your team’s actual workflow

👀 Encourage questions early so people don’t get stuck or frustrated

👀 Regularly review usage and drop tools that don’t deliver clear value

Why Is the Best Solution for a Digital Workplace

As you can see from Brain MAX above ⬆️, our goal is to help you save time and be more productive!

 offers a smarter way to manage work without constant tab-hopping. Our platform brings together docs, chat, AI, and task management in a single, unified workspace.

You can plan, assign, collaborate, and follow up with your remote team, track their progress, and even get improvement suggestions within the workflow. 

And with its built-in AI-powered workflows, helps you move faster, stay organized, and make better decisions.

As Bazza Gilbert, Product Manager at AccuWeather, puts it:

All-in-one platform for project management, collaboration, and automation

One of the biggest advantages of using for Remote Work is how seamlessly it brings automation and collaboration together. You can automate repetitive actions, such as assigning tasks, updating statuses, sending reminders, or moving items between lists, saving your team from manual follow-ups. 

Collaboration is just as smooth. Teams can comment directly on tasks, tag teammates, share docs, and chat without ever leaving the platform. Whether you’re reviewing feedback, handing off work, or keeping everyone updated, everything stays in one place and moves faster with less friction.

Tasks give you the structure and flexibility to handle just about anything. Each task will include details like descriptions, due dates, priorities, and assignees.

You can break larger projects into subtasks, add checklists, and even link tasks together with dependencies. This makes it easy to see what needs to happen first and where things might get stuck.

also lets you customize tasks with Custom Fields, tags, and statuses that match your team’s workflow. With multiple views, like List, Board, Calendar, Gantt, and the Everything View, you can keep track of work from any angle. Everyone sees what they need without digging around. 

Plus, our built-in AI, Brain, can even help summarize task updates, suggest next steps, and optimize how you schedule your day.

Customizable dashboards and integrations for seamless workflows

Dashboards gives you full control over how you view and manage work. You can track everything from project timelines and team workloads to goals and time tracking, all in one place. Simply add the widgets you need, such as task lists, charts, calendars, or sprint burndown charts, to see exactly what matters to you and your team.

It also connects smoothly with other tools in your digital workplace. With 1000+ integrations for tools like Slack, GitHub, Zoom, Google Drive, and more, pulls updates into your workspace so you don’t have to chase information across apps.

For example, a GitHub commit can automatically update a task, and you can add a Zoom meeting link directly to a calendar view. It’s all about keeping your workflow connected, clear, and efficient.

AI-powered features to enhance productivity

’s AI suite is designed to transform the way you work, making your digital workspace smarter and more efficient.

At the heart of this suite are Autopilot Agents—intelligent assistants that automate repetitive tasks and keep your projects running smoothly. With Agents, you can delegate routine actions and free up your team to focus on what really matters.

But Agents are just the beginning. ’s AI features work together to streamline every aspect of your workflow, from communication to project management. Here’s how AI can elevate your productivity:

🤖 Agents: Automate repetitive tasks like assigning work, updating statuses, sending reminders, and moving tasks between lists—so your team can focus on high-impact work

🤖 Smart process automation: Agents can trigger actions based on task updates, such as notifying the next team member or kicking off the next project phase, ensuring seamless handoffs and fewer manual steps

🤖 Brain: Instantly summarize updates, generate action items, and help you prioritize your day, reducing the need for constant check-ins

🤖 AI-powered writing assistance: Draft emails, meeting notes, and documents faster with intelligent suggestions and content generation

🤖 AI Notetaker: Automatically capture meeting transcripts, highlight key points, and suggest follow-up actions, so nothing falls through the cracks

🤖 Smart search & insights: Quickly find information, surface relevant tasks, and get data-driven insights to make better decisions

Whether you’re automating workflows or gaining instant insights, AI is your partner in productivity.

Build a Smarter Digital Workplace with

A well-built digital workspace creates clarity, reduces busywork, makes it easier to stay focused and aligned, and improves workplace flexibility. With the right setup, teams can collaborate from anywhere, access what they need in seconds, and keep projects moving without constant check-ins or confusion.

With , you can manage tasks, streamline communication, document processes, automate repetitive work, and track goals, all within a single platform. Whether you are onboarding new hires, launching campaigns, or managing day-to-day operations, our platform gives your team the structure and visibility to move faster and work better.

✅ Sign up with today and start building a digital workplace that keeps your team aligned, focused, and ready to move faster, no matter where they work.

Frequently asked questions

How to create a digital workplace?

Creating a digital workplace starts with identifying the tools and technologies your team needs to collaborate, communicate, and manage work online. Begin by choosing a unified platform—like —that brings together project management, document sharing, chat, and automation. Next, set up clear processes for communication, task tracking, and file storage to ensure everyone knows where to find information and how to work together efficiently. Provide training and support to help your team adapt to new tools, and regularly review your setup to make improvements as your needs evolve.

What is an example of a digital workplace?

A digital workplace is any virtual environment where employees can work, collaborate, and communicate from anywhere. For example, a marketing team using to manage campaigns, Google Workspace for document collaboration, and Slack for instant messaging is operating in a digital workplace. All essential work—planning, meetings, file sharing, and updates—happens online, making it easy for team members to stay connected and productive, whether they’re in the office or remote.

How do I create a digital office?

To create a digital office, start by digitizing your core business processes and moving them to cloud-based platforms. Choose tools that support your team’s daily activities, such as project management, document storage, video conferencing, and internal communication. Integrate these tools to create a seamless workflow, and establish digital policies for security, collaboration, and data management. Encourage a culture of transparency and flexibility, so your team can thrive in a virtual environment that mirrors the efficiency and connectivity of a physical office.

What is a digital workplace strategy?

A digital workplace strategy is a plan that outlines how an organization will use digital tools and technologies to support its employees, improve collaboration, and achieve business goals. This strategy covers everything from selecting the right software and setting up workflows to fostering a culture of digital adoption and continuous improvement. A strong digital workplace strategy ensures that technology enhances productivity, supports remote or hybrid work, and aligns with the organization’s long-term vision.

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