Your workplace platform evaluation checklist

Confused about how to pick a workplace platform that fits your needs? Learn how to evaluate your current tech stack and find a workplace platform that helps your organization.

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Technology in the workplace can be overwhelming—especially when there are too many tools to keep track of. A workplace platform can be the answer to the looming tool fatigue that both employees and IT specialists feel every day. But how do you know what to look for when shopping for the platform for your business?

You’ll want to begin by taking stock of your current tools and processes before you jump into something new. Follow along with our workplace platform evaluation checklist to help you map out your pain points, take inventory of your current tools, and decide which workplace platform is right for you.

Remember, when choosing a workplace platform, make sure you choose one that has an open platform, is mobile-first, and provides data analytics. These key elements will ensure you’re choosing a platform that is future-proof and can adapt as your organization adapts.

Workplace platform evaluation checklist


Understand your organization's current state

Consider your company size

You’ll want to start by first thinking about the size of your organization. How many offices or locations do you have? How many employees in each location?

Evaluate your current tools

Think about what tools your org is currently using in the workplace. How many key tools do your employees use on any given day? What about the tools they use when they’re at home?

Pro tip: The average employee uses 9 tools a day and they’re overwhelmed. If your employees use more than that to get work done, you may want to think about consolidating to a platform.

Calculate the cost of each tool

List out the tools that you depend on and how much they cost. This will help you determine your total investment – and eventually the costs you could save by switching to a platform.

Identify your stakeholders

Understand who is using each of your workplace tools

Think about who all will directly or indirectly use these tools. How will they interact with them?

Consider who will be impacted by a new workplace platform

Which teams will benefit from a workplace platform? Which teams might take longer to adjust?

Pin down their pain points

Break down what’s working and what’s not

Think through the implementation, maintenance, and day-to-day usage of each tool. How are they helping or holding your team back?

Gather feedback from employees

Your employees should be contributors to this process. Ask them what problems they face with your tools with a simple survey. Ask questions like, “On a scale of 1-5 how useful is the following tool?”

Gather feedback from leadership

Your leadership team also cares about how workplace tools affect organizational success. Ask them what their priorities are for the coming quarter or year and find opportunities to align on shared pain points.

Map out your requirements

Establish your non-negotiables

Map out what you want your workplace platform to do for you. What are the areas that are most important to you?

Select your core products

Think about what your core tooling needs are. Desks? Meeting rooms? Vaccine verification? Jot down what main tools you’ll absolutely need to include.

Don’t forget about integrations

What integration or third-party apps do you need to connect with your platform? Maybe you rely heavily on Slack for internal communication or want your access control solution to work with employee registration. Make sure you look for a workplace platform that integrates with the technology that you rely on to run your business.

Research your options

List out the vendors you’re considering

If you’ve gotten this far, then you’re doing great! You’re ready to start listing out potential vendors. Conduct your research and set up demos to find one that meets your needs from above.

Set up free trials

When you’re doing your research on potential vendors, identify ones that offer a free trial. This could be a great way to get a taste of what a new workplace platform might be like and gather feedback without spending a penny.

Prepare a proposal

Create a proposal for which tool you think is best for your organization. Provide cost estimates, benefits, timeline, and other useful information for your executive team and key stakeholders involved in the decision-making process.

Create a roll-out plan

When your proposal is complete and approved by others at the organization, create a plan on how you’ll roll out these tools to your employees. You’ll want to consider your timeline and resources.

Best practices

Invest in mobile-first technology

Since many employees use a smartphone, it’s key to invest in a workplace solution that can be accessed through a mobile phone. Empowering your workplace with a mobile-first solution will make your employees’ workday more seamless.

Use an open platform

Technology is ever-evolving. You don’t want to risk being stuck with legacy tools that you’ll have to eventually replace. Not only is that costly, but it’s also inefficient. By prioritizing an open platform that lets you make modifications as your company’s tech needs evolve, you can stay on top of new technologies in the most cost-effective and useful way.

Look for data capabilities

Look for a workplace platform solution that provides robust data analytics. Having workplace analytics gives you a birds-eye view of how you can improve the workplace. It also allows your to make data-driven decisions as you forecast, plan, and invest in workplace resources.

Review your tech stack

Be sure to regularly review and update your existing tech stack. Since workplace platforms are always adding new features and addressing bugs, be sure to frequently run software updates to get the newest version of tools.

Survey your employees

Employees interact with the tools in your workplace platform everyday. Send out a feedback survey every quarter that allows them to share their thoughts and suggestions for improvement.

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Bring your team back to a safe, flexible workplace

Enhancing your workplace technology can improve the workplace experience for everyone. When it comes to finding a future-proof workplace platform, keep in mind that it all comes down to the employee experience.

If the technology is easy to use and convenient for employees, then you’re bound to see more success getting your folks to use it long-term. What is certain nowadays is uncertainty. Expect more changes to come. Center your workplace technology around the employee experience and you will future-proof it with success.

Ready to talk to our team about how a workplace platform can help your organization?

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