Digitalizing the workplace: improving internal processes using digital services : A process improvement by digitalization, emphasizing chosen quality factors

Abstract: In recent years, the number of digital services and tools available has increased rapidly. When companies want to digitalize their business, they have the opportunity to browse a large number of existing platforms and applications available on the market to find a good match for their specific needs. However, when a company wishes to digitalize a work task that already has a well-established workflow, problems may arise. Due to this, a tailored digital solution may in some cases be the better suited option, rather than the ones available on the market.  The intention of this work was to investigate the challenges that companies face in relation to digitalization of the workplace in general, and the challenges of a company’s expense management process in particular. As an example of how a workplace digitalization can take place, a collaboration with a forest industry company was conducted. An evaluation of their analog and internal expense management process was done, where the found challenges were assessed with respect to chosen quality factors. The evaluation and the found challenges regarding digitalization constituted the basis for a process mapping and a digital solution aiming to improve the company’s expense management process. The resulting work emphasizes how a digital solution can be tailored with simple means within a limited time frame, taking specific needs and existing challenges into account in order to digitalize the workplace. In addition, the work presents what challenges that exists within the concept of digitalizing the workplace and regarding expense management, and how quality factors can be used in combination with a process improvement in order to relieve and eliminate them.