What is digitalization?
Digitalization means switching from scattered analog processes to connected digital workflows. It might involve replacing in-person meetings with asynchronous communication, or ditching traditional spreadsheets for more advanced data management tools.
Ultimately, the goal of digitalization is to make work more efficient and effective.
Digital workflows are easier to manage than analog workflows as they are:
More transparent: Information can be updated in real-time and accessed at any time.
More secure: Information is less likely to get lost or misplaced.
More flexible: Updates can be communicated instantly and changes can be made quickly.
As a result, you:
Save time
Improve quality and accuracy of work
Identify errors or bottlenecks faster
Collaborate more effectively as a team
Digitalization is essential to remaining competitive as an organization, no matter your industry. With the right tools and resources at your disposal, you’ll be enjoying the benefits of digitalization in no time.
When to use the digitalization template
This template is for you if you are a leader or project manager responsible for implementing digitalization in your organization. Use it to manage the entire digitalization process from start to finish.
This template streamlines the digitalization process, breaking it down into easy-to-follow steps so nothing slips through the cracks. It provides a top-level overview of key digitalization tasks, from auditing and evaluating existing offline processes, to researching digital tools and implementing new digital workflows.
Use your template to plan what needs to be done, when and by who. Delegate tasks by assigning them to key stakeholders, and set task due dates. This ensures your digitalization strategy is rolled out collaboratively, and that all project members are aligned on goals and requirements before work begins.
Use your digitalization template as a central hub from which all related projects and documents are linked. Think of this template as your central source of truth for your digitalization project. Refer to it throughout your project to ensure work progresses according to the timeline.
How to use your digitalization template
Using a digitalization template helps you to plan, organize and execute your digitalization project successfully. Here's a step-by-step guide on how to get the most out of your template:
Step 1: Adapt the template to your workflow
When you open the template, you’ll see six sections on your board: Plan, Set up, Test, Comms & Training, Monitor and Complete.
By organizing your tasks into project stages, you can work through them methodically and chronologically. For example, you’ll need to evaluate the status quo, identify opportunities and plan your project before you start setting up any new tools or processes.
Remember, this template is just a guide. You can easily edit the sections to adapt them to your specific workflow.
Step 2: Review, adjust and assign your tasks
Review the tasks in the template, working through the recommended resources and paying attention to checklist items. Fill in what you can, and feel free to edit details or add additional tasks.
Next, adjust the schedule and due date for each task according to your project timeline:
To set a task due date, open your task and click the calendar icon in the task sidebar.
To schedule your task, click the timeline icon in the task sidebar and select your task start and end date.
Assign each task to the individual team member who will be responsible. For example, you might assign communication-focused tasks to your organization’s Marketing Manager, and assign the project planning tasks to yourself. Be sure to loop in key stakeholders early to align on the timeline and action items.
Step 3: Monitor progress
Encourage task assignees to check off items as they’re completed. Once a task is done, click Complete Task and move it to the Complete section on your board.
Use the board to keep track of project progress and ensure work is delivered on time. Discuss task-related issues in task comments, using the @ function to tag and notify stakeholders directly.
An orange Overdue label will appear on any overdue task. This allows you to see what’s delayed at a glance and follow up with your team to resolve any problems or bottlenecks. You can easily update your task schedule and due date if needed.
Step 4: Report and optimize
Click the “Reports” icon on the left dashboard of your project board to evaluate team performance. You’ll be able to see key stats like project performance, task completion, time logged, and more.
You can also gather feedback from the team on ways to improve and optimize the workflow. You may find you need to allocate more time for specific tasks, or move resources from one task to another.
Not only will this help you improve your current project, but you’ll be able to apply your learnings to future digitalization projects, too.
