Unlock Innovation with Tools You Already Have: Insights from the Modern Workplace

How can businesses leverage technology to create more efficient, collaborative workplaces? In our latest podcast, Ben Rupp, InsITe’s Modern Work & Learning Lead specializing in Microsoft Modern Workplace Transformation, offers valuable insights that directly impact your bottom line.  

We're not talking about implementing complex new systems. We’re talking about maximizing tools you likely already have, from transforming basic processes with Microsoft Forms to unlocking the full potential of platforms like Teams and Outlook that most organizations only scratch the surface of using. 

In the podcast, Ben shares real examples of how organizations like yours use these everyday tools to automate repetitive tasks, improve team collaboration, and free up valuable time for strategic thinking. 

Microsoft Modern Workplace isn't just about having the latest technology – it's a comprehensive approach to using Microsoft 365 tools in ways that transform how work gets done. At its core, it's about moving beyond the basic usage of Teams for chat or Outlook for email. Instead, it creates an interconnected digital environment where these tools work together to automate processes, enhance collaboration, and drive efficiency. This means using the full Microsoft ecosystem – from Forms and OneNote to Power Platform and Teams – in ways that eliminate manual work, improve visibility, and free up time for strategic thinking. 

The Real Cost of Manual Processes 

A client came to us with a paper-based PTO request system. Their employees would submit forms that would sit on managers' desks for days, creating uncertainty and frustration.  

Sound familiar?  

By digitizing this process through Microsoft 365, we eliminated the paper shuffle and created instant visibility. Managers could approve requests directly from their email or Teams, while employees could track their status in real-time. 

The impact went beyond just faster approvals. As Ben notes, “Having visibility is huge. Papers get lost in the shuffle, but now approvals are embedded right in your communication tools that you're using every day anyway. It's in your workflow, in your inbox. Click a button, and it's done.” This kind of automation frees up valuable time. 

Ben emphasizes, “If you spend all your time working in the business or just getting things done, you're missing opportunities to work on the business instead of in it.” And here's the key: It's not about using that saved time to book more meetings. Instead, it's about creating space for meaningful modern work transformations and innovation within your organization. 

Beyond Basic Microsoft Modern Workplace Tools 

While many organizations use Microsoft 365, most barely scratch the surface of its capabilities. As Ben points out, it's not just about having Teams for chat or Outlook for email. The real power comes from understanding how these tools work together to transform business processes. 

Take something as simple as collecting team feedback. “You might collect a bunch of different papers, but you don't really have a great way to synthesize that,” Ben explains. “With Microsoft Forms or Teams polls, you can collect that information quickly and make actionable steps from it.” This interconnectedness through Microsoft's ecosystem means your data isn't just collected – it's immediately useful for decision-making and driving improvements. 

The key is understanding what Ben calls the “modern work and learning toolbox” – knowing what tools you have and how they can address specific business challenges. From streamlining communication to automating workflows, it's about finding those opportunities where technology can eliminate manual work and free up time for strategic thinking. 

The Innovation Imperative 

Perhaps the most compelling insight from our discussion was about the necessity of continuous innovation. Ben shared how Henry Ford's company began as a revolutionary innovator, fundamentally transforming manufacturing with the assembly line and making automobiles accessible to the average American. However, as Ben pointed out, the company's initial success eventually became a barrier to further innovation. “They sat at the top for a while, but because they didn't want to change, they actually quit innovating in some ways, and they started to fall behind the competition.”  

The mentality of 'if it's not broke, don't fix it' can only last so long before either what they're doing, how they're operating, or their organization becomes obsolete. 

The key difference between then and now? The pace of technological change. While Ford's decline took decades, modern organizations can fall behind in mere months if they resist adopting new digital workflows and collaboration tools. However, this doesn't mean chasing every new technology trend. Instead, Ben advocates for creating “an openness to ideas” and then testing and vetting those ideas.  

As department leaders, the challenge isn't necessarily being the innovator yourself - it's creating the space and support for innovation within your team. This might mean setting aside time to explore new Microsoft 365 features, encouraging team members to champion new processes, or participating in workshops to understand the possibilities available to your organization. 

Transform Your Workplace 

Ready to move beyond basic tech adoption and create real organizational change? Watch the full podcast to discover practical strategies for: 

• Building a culture of innovation 

• Maximizing your Microsoft 365 investment 

• Creating effective change management strategies 

Whether you're looking to streamline operations, improve team collaboration, or drive innovation in your department, this discussion offers valuable insights to help you navigate the modern workplace landscape.