Software Workplace what is? Why more and more entrepreneurs searching for this solution?

In the context of the work environment of continuous change after the pandemic, math connections, collaborate internally is becoming the preferred strategy of many businesses. In particular, with the increase of the pattern work remotely (remote work), combined (hybrid work) the need to improve the experience of employees, the organization is actively looking for the tools strong support for the communication, coordination and information management. That is why software Workplace or also known with many names such as software working environment of space plus the number, office number, ... became the prominent trends.

The goal of this article Lac Viet Computing will help the business understand the concepts, values, and way of effective application software Workplace in fact. From there, may take a decision to invest properly aligned with strategy development, internal conversion goal of your organization.

1. Overview of software Workplace: Not only is the foundation internal communication

1.1. Software Workplace what is?

Software Workplace is a digital platform that allows businesses to create a space online work – where employees can communicate, share documents, coordinate the work and maintain cohesion in a seamless way. Different from traditional email capital discrete delays, software Workplace provides an eco-system consistency allows people to interact in real-time.

For example easy to imagine: instead of sending emails waiting for a response, employees can create group chat on platforms such as Microsoft Teams, share files via Slack or organization unscheduled meeting on Zoom Workplace. All actions are stored, decentralized and synchronized with other systems of the organization (such as HRM, CRM).

Difference with software HRM personnel management or ERP (enterprise management), software Workplace does not focus on data management that aim to improve the interaction between people with each other in the organization. This is the core factors that promote effective work, team spirit, retaining personnel in the long term.

1.2. The purpose core functionality of the software Workplace

A software Workplace modern typically includes the following functions:

• Communicate instant unity: direct Messaging, meeting, video call, quick responses in the group or the entire organization.
• Work remote multi-platform: Employees can access, and coordinate work from laptops, phones or tablets anytime, anywhere, especially important with the team the flexibility to work or at multiple geographic areas different.
• Share information, internal documents: all documents, instructions, processes are centralized storage, easy search access control.
• Connection related departments, multi-branch effect: elimination of barriers “silent communication” between the parts thereby increasing the speed of decision making, coordination related departments.

In particular, many platforms Workplace is now also integrated AI technology to propose appropriate content, automate recurring task or behavior analysis interaction in order to optimize productivity, team. This is a trend help medium enterprises and modernization works just save operating costs in the long term.

2. Why business should deploy software Workplace?

2.1. Solve 5 math internal typical of business

In the process of operation, most business, whether large or small are faced with the problems inherent in communicating coordinate internal. These problems, however, not always evident, but silently reduce performance, increase costs and affect the cohesion of the team. Software Workplace introduction to directly solve this:

• Lack of transparency in communication: Communication between departments or from the management level to the employee often interrupted deviation or delay. The “heard”, “read wrong” occurs frequently, especially in environment the official communication channel, which leads to errors and psychological skepticism. With Workplace and all important information is updated instantly on digital platforms, there are historical trace clear, accessible at any time.
• The status of “silos” between the parts: Each of the departments work as an “oasis,” don't share information, difficulty with coordination when there are joint projects, wasting resources and reduce the reaction speed of the organization. Workplace helps create space plus the open where people easily find the expertise, information, updates of other departments in an active way.
• Lack of tools to measure performance working group: While managing individual can easily through KPI or report it effective team work very hard to quantify without tracking tool focus. Multiple platforms Workplace modern integrated dashboard behavior analysis collaboration helps managers a clear view group, which works well, any group is in trouble.
• Multi-channel communication, but lack of synchronization: Some businesses use too many platforms: email, Zalo, Google Docs, calendar, meeting, private, software, other file sharing,... that information dispersed difficult to control. Workplace helped collect the entire flow of information, materials and schedules into a single platform, creating “work center number” clearly unified.
• Staff working remotely do not mount: After the pandemic, remote work is becoming so popular, but pull in that sense of distance, decreased motivation, lack of connection between individuals in the organization. Workplace solved this by creating interactive channel regularly, transparency does not depend on geographic location, thanks to features such as group chat, meeting, online, share, status, and organize internal events online.

2.2. 5 Benefits stand out when applying software Workplace

Applied software Workplace not only is the most trending fashion that is a sum of long-term investment to help businesses increase productivity, optimize costs and building organizational culture strong. Here are the practical benefits that businesses can achieve:

• Increase team productivity, groups of up to 25%: According to a report from Harvard Business Review (2023), the business use collaboration platform average number recorded an increase in productivity up to 25% thanks to reduced waiting time feedback, share documents more quickly, improve the availability of information.
• Reduce 35% of the cost of meetings and internal emails: Instead of organizing meetings, long lines or exchange via email it is time-consuming, the team can handle the job right on the platform. All required information are displayed clearly in the conversation thread, the document is shared focus, minimize the “omission” or “wrong”.
• Improving the experience of employees, retain talent: When employees feel connected, provided tools to work effectively and have a voice in the organization, they will be happy sticking long over. A Workplace effectively help create the workspace positive, transparent, all individuals are timely support, recognition at the right time.
• Support knowledge management, material focus: Instead of storing scattered in a personal computer or email, the entire internal documents, operating procedures, work instructions, etc. are stored centrally, can quick search. Very useful in training new personnel, or ensure continuity when there is a change of personnel.
• Mounting corporate culture in the era of hybrid: When employees no longer met every day at the office, keeping corporate culture becomes difficult. Workplace can be integrated features, such as bulletin boards, internal channel tuyen duong, events, online,... help businesses maintain the identity and cohesion between the members, whether working at any where.

3. The type of software Workplace popular today

The selection of software Workplace suitable not only based on the price factor or supplier, but also depends on the objective use and deployment model of each business. Here are common classification according to the two main viewing angle helps organizations easily identify where is the optimal solution for yourself.

3.1 Solution the office of integrated LV-DX Collaboration of Vietnam

LV-DX Collaboration is one of the cornerstones office of comprehensive due Vietnam development – platform combined management – collaborate – analysis integrated AI aims to digitize the entire process of internal work on a common space, synchronized security.

Salient features of LV-DX Collaboration:

• Fast communication via chat, call, exchange documents according to the work flow
• Integrated process electronic (e-workflow) helps approval automation
• Connect the management module, such as human resources (HRM) office (DMS), financial planning
• Customization according to specific industry and scale of the organization
• Support deployment in the form on-premise to ensure the data is not out of business
• Integrated AI access internal information, support, data analysis, corporate finance helps the administrator understand the whole information of the organization to take the right decisions in the fastest time.

Practical benefits:

• Reduced to 30-50% of the time handling administrative work internally thanks to approve automated, electronic storage.
• Help leaders track the progress of the work throughout, no need to wait for reports crafts
• Particularly suited to state-owned enterprises, financial institutions, corporations multidisciplinary – place high demands on security, internal controls, process clearly.

Customers who have deployed:

• Vietlott selected solutions office no. from Vietnam to promote the conversion of activities in operation management. The deployment LV‑DX help Vietlott digitize internal processes, improve the speed of processing work to ensure data security standard big business.
• Vsp: Lac Viet deployment “upgrade platform Core core additional features” for the system of e‑Office of Vsp. This not only improved technology platform, which adds the ability to connect data, enhance user experience and optimization of process writing internal business support, oil & gas operational efficiency focus more.
• Joint Stock company investment Eras Holdings: On the day 20/1/2025, Vietnam official launch of the project deployment system, office software, electronic LV‑DX Collaboration for Eras Holdings. This project helps automate the process of coordinating internal processing, text, track work progress. Actual results showed effective activity is improving rapidly thanks to the transparent closely linked between the parts.

Solution LV-DX Collaboration of Vietnamese support both deployment models, Cloud-based and On-premise allows businesses to flexibly choose according to the technical capabilities and budget.

3.2 software focused on communication, collaboration, instant as Slack, Microsoft Teams, Google Meet

This is a group of platform support chat, video calls, share quick information between individuals and groups. A number of prominent representatives include:

• Slack allows you to create channel of exchange according to the project, room, board, easy to integrate with many other tools.
• Microsoft Teams: a deep integration with Microsoft 365, in accordance with the organization is using Office.
• Google Chat + Meet: lightweight, optimized with organizations working on the Google platform Workspace.

Benefits: reduce time waiting for a response, increase the speed of decision making in groups, especially useful for environmental remote work.

3.3 management software, project work, Trello, Asana, ClickUp

These tools about the organization of work according to the deadline, the person responsible. Some typical software include:

• Trello: interface board Kanban intuitive, easy to use for small groups.
• Asana, ClickUp: schedule management, work-flow complex, suitable with project departments.

Benefits: increase transparency in the management work to ensure progress control, allocate resources appropriately.

3.4 communication platform comprehensive in the organization Meta Workplace, Zoom Workplace

This is the solution workplace integration from chat, video, share documents to the internal news and analysis, behavior interactive, for example:

• Meta Workplace: look like the social network, easy to use with staff not professional technology.
• Zoom Workplace: expanded from platform online meeting to collaborate internally comprehensive.

Benefits: build the workspace connect from top to bottom, promote internal communications, organizational culture.

4. Criteria for selecting software Workplace business suit

Choose a software workplace is not merely decide on the technological side. It is a strategic investment into the working efficiency, experience staff and on the ability of sustainable development of the organization. To take out the right choice, businesses need to come from the internal characteristics in his book elements aligned to the top instead of just chasing trends or brands.

4.1. Based on the scale and peculiarities organization

• Business multi-branch, operating under the model dispersion

With the organization have many branches, departments spread about geographical features, real-time connection, communication, instant, and sync data throughout the entire system is vital. Should priority platform allows meeting held fast, document sharing, instant, there decentralize branch to ensure control.

For example, a retail chain has more than 20 stores stretching from North to South could use Workplace to hold a meeting early shifts per day, fast updates, sales, work schedule, feedback from customers at each point.

• Business startups (startup), small-scale

With startup elements, flexibility, ease of deployment, cost savings is a top priority. When there is no team of internal IT strong, choosing a platform, user-friendly interface, cloud support and integration are the popular tools as Google Workspace, Slack, Zoom will help the team launch quickly, without depend too much on the technical infrastructure.

• State organization or business that requires high security

The unit in the field of financial, medical, public – private or block state agencies need special attention to data control, decentralized closely, the ability to deploy on-premise (on internal infrastructure). This is the reason why many organizations prioritize the platform as LV-DX Collaboration of Lac, which allows deep customization according to the process peculiarities and keep all the data in the enterprise system.

4.2. Factors to consider when choosing software Workplace

• Friendly interface, easy to use: This is a key factor determining the rate of actual use. A software although there are many features to it, but if employees afraid to use because the interface is confusing, difficult to manipulate, then investment efficiency will be very low.
• The ability to integrate with existing systems: Enterprises need to determine the software can also be integrated with the systems that are in use or not for example: internal email, CRM software (customer management), HRM (hrm), or system electronic document. The integration will create a working space seamless saves time switching between tools.
• The level of security, decentralization clear: A platform workplace should allow the administrator to easily decentralize role (management, employees, guests,...) and control access to documents. In addition, features such as two-step authentication, data encryption, logging activity (audit log) is very necessary especially with large organizations or activities in the environment that requires high security.
• Cost deployment – commissioning – maintenance: the Cost lies not only in the account the original purchase, which also includes operating costs, upgrades and technical support. Business should request demo trial to experience a performance review, also scheduled for the cost of long-term follow-scale personnel and expansion needs.
• Support services deployment: A good software should come with support services professional. From consultancy before deployment to training, user support, troubleshooting, after commissioning, the supplier must have a process clear, quick feedback. With enterprise, the choice of suppliers in the country is also a big advantage of language, time, feedback, understand local needs.

5. Read trending apps AI in software Workplace-modern

The combination of artificial intelligence (AI) and software workplace are creating transition strength in the business organization, operation space mining work number. No longer just a tool of communication or document sharing platforms workplace modern is to integrate AI is taking steps to become “assistant of” accompany each staff, each of the teams, even entire organizations in the journey to improve the performance quality of work.

5.1. Virtual assistant WHO helps coordinate the work, remind deadline

One of the applications most practical of AI in the workplace is the role of virtual assistant smart. Others with notification, or email reminders often, virtual assistant WHO can:

• Track the work progress of each individual, group-based, real-time data.
• Automatically prompt deadline is coming, hint the time of the meeting in accordance with empty calendar of the members.
• Proposed next action based on the level of completion of beginning work.

For example: in a project, software deployment, if the engineering team hasn status updates work schedule, ONE can automatically send an alert, gentle at the same time proposed to hold meetings quickly to defuse concerns.

Enterprise value received: Reduce the rate of late deadline, increase the autonomy in the coordinate optimization management process without increasing the burden of monitoring for management.

5.2. AI analysis, interactive data to measure performance group

In the work environment the tradition, the assessment of group performance is often dependent on sentiment, the data discrete or report manually. With AI, businesses can analyze the behavior interactive internal (frequency exchange, information flow, feedback, multi-dimensional, the level of coordination between the department...) to give the look a more objective about the performance.

For example, if group A has a frequency of interactions, but the rate of job completion, low, ONE can detect early signs of overloading or poor coordination, from which the proposed solution reorganization work.

Practical benefits: managers do not need to wait to the end of any new rate effective groups that can intervene in time. This is especially useful for organizations that have many small groups, projects run in parallel, deployment time short.

5.3. Automate repetitive tasks: handle requests internal to send notifications...

One of the waste quietly in business is the processing time of the work repeated as: notice of approval from, update form, prompt submission of the report,... WHO can learn and automate the process this way:

• Set the script to handle smart according to the conditions (if – then): for example, if the application for leave is submitted, the system will automatically sent to the manager, at the same time updates on the assigned shift.
• To send periodic notifications right time, right audience (for example: meeting notice periodically to the right team on the morning of Monday weekly).
• Content suggestions answer the questions repeat from staff (mode, holidays, submission process, access...).

Enterprise value received: Reduce the volume of administrative work, reduce errors, increase the satisfaction of employees as internal information is processed quickly, consistently.

Investing in a system of workplace suitable not only help enterprises shorten the time to coordinate the work, increase transparency in governance, but also plays an important role in the construction work culture, modern, mount, and take the human-centered.

If your business is looking for a solution to enhance the capacity to collaborate, improving the experience staff promote organizational effectiveness, this is the right time to act. Sign up consultant free demo LV-DX Collaboration now to explore the practical value that the platform workplace of bring for your business.