What’s the point of upgrading your tech stack if your people still feel frustrated, disconnected, or unsupported at work? The success of any digital workplace transformation hinges not on tools alone, but on the experience those tools create for your employees.
According to a Gallup report, only 23% of employees worldwide are engaged at work. That means the majority are either checked out or actively disengaged, even as organizations invest heavily in digital upgrades. If your transformation efforts don’t focus on improving the employee experience, you risk building a more advanced workplace that people don’t actually want to be part of.
This article explores why employee experience should lead every digital workplace transformation strategy—and how putting people first leads to better adoption, stronger engagement, and a more resilient organization.
What Is Digital Workplace Transformation Really About?
Digital workplace transformation isn’t just about moving processes online or adopting the latest tech tools. At its core, it’s about rethinking how work gets done by aligning people, processes, and technology in a way that empowers employees and drives better business outcomes.
It means creating a connected environment where employees can collaborate seamlessly, access what they need without friction, and feel supported no matter where they work. This shift often includes tools like cloud-based platforms, automation, and communication apps—but these tools are only one part of the equation.
True transformation happens when technology is designed and implemented with the employee experience in mind. That’s when it stops being a list of upgrades and starts becoming a smarter, more human-centered way of working.
Why Employee Experience Is the Foundation of a Successful Transformation
You can invest in cutting-edge technology, but if your employees don’t feel supported or motivated to use it, that investment won’t pay off.
Employee experience (EX) is what makes digital workplace transformation stick. When people feel heard, valued, and equipped, they’re more likely to embrace new tools and ways of working.
Great employee experience leads to higher engagement, stronger collaboration, and faster adoption of digital solutions. It reduces friction, builds trust, and makes change feel less like a disruption and more like an opportunity. On the flip side, overlooking EX often results in low platform usage, burnout, and a disconnect between leadership and teams.
Here’s how prioritizing employee experience can shape a more successful transformation:
- Boosts digital adoption: Employees are more open to change when they feel included in the process and understand the benefits.
- Improves engagement and morale: People thrive in environments that support their growth, flexibility, and well-being.
- Strengthens collaboration: Thoughtful tools and communication strategies help teams connect more meaningfully, regardless of location.
- Increases retention: When employees feel supported through change, they’re more likely to stay and grow within the organization.
- Fuels innovation: Empowered employees are more willing to contribute ideas and take initiative in digitally evolving workplaces.
Think of EX as the bridge between intention and impact. You might intend to make your organization more agile or innovative through technology, but if you don’t build that bridge with employee experience in mind, your efforts won’t reach their full potential. Leading with EX ensures that your transformation is not only successful but also sustainable.
At the heart of a strong employee experience is a people-first digital workplace. It’s not just about offering tools—it’s about creating an environment where employees feel empowered, supported, and connected through every stage of the transformation. Let’s look at the key elements that bring this kind of workplace to life.
How to Involve Employees in Your Digital Workplace Transformation
Digital workplace transformation works best when it’s done with your employees—not to them. Involving your people in the process isn’t just about getting buy-in—it’s about making sure the transformation reflects how they actually work, what they need, and how they thrive.
Here are ten people-centered ways to make sure your team is part of the transformation from the very beginning:
1. Use Virtual Coffee Chats for Honest Feedback ☕
Start with informal conversations. Virtual coffee chat tools like CoffeePals pair employees across teams for casual one-on-one chats. These conversations create a comfortable space for honest reflections about what's working—and what’s not—when it comes to digital tools, workflows, or team dynamics.
Encourage employees to share their experiences, especially those who may not speak up in larger meetings. Sometimes the best insights come over a simple virtual cup of coffee.
2. Send Targeted Surveys and Pulse Checks 📝
Gather broad input with short, purposeful surveys that highlight what’s helping or hindering the employee experience. Ask about tool usage, communication gaps, digital frustrations, and support needs.
One simple way to do this consistently is through programs like Coffee Maker by CoffeePals, which lets you send thoughtful questions directly to employees during casual chats. These questions can spark reflections on how people are feeling amid digital changes—and help uncover small issues before they grow.
3. Host Focus Groups or Listening Sessions 🗣️
Surveys give you the “what,” but focus groups help you understand the “why.” Bring together employees from different roles and locations to explore common challenges in more depth. These sessions foster empathy, spark new ideas, and allow employees to feel seen and heard.
Virtual or in-person, these conversations should be structured, safe, and solutions-focused.
4. Launch Pilot Programs with Employee Champions 🚀
Before rolling out major changes, test them with a small group of enthusiastic employees. These “champions” can provide early feedback, identify issues, and model adoption for their peers.
Choose a diverse group—different roles, regions, and experience levels—to make sure the pilot is inclusive and representative. Create safe spaces for their conversations through CoffeePals programs like InclusitiviTea and Coffee or Culture Connect.
5. Involve Employees in Tool Selection and Design 🛠️
Let employees try out tech before it’s adopted company-wide. Gather them for CoffeePals Productivity Sessions and allow them to brainstorm in a laidback, no-pressure environment.
Whether it’s attending vendor demos, testing beta versions, or reviewing features, giving them a say helps ensure the tool meets real needs. This approach also reduces the risk of investing in solutions that no one actually uses.
6. Offer Co-Creation Workshops 🧩
Design-thinking-style workshops bring employees and leaders together to brainstorm and shape new processes. These sessions can focus on improving team communication, redesigning onboarding, or creating digital workflows that cut down on friction and busywork.
Unlock creative solutions and build buy-in from the start by giving employees the space and time to collaborate across roles or departments. Enhance these learning opportunities through programs like Learning Pathways and help employees feel a stronger connection to the outcome, and be more motivated to see it succeed.
7. Recognize and Celebrate Employee Input 🎉
Publicly acknowledge when employee suggestions lead to real improvements. Whether it’s through the Shoutout CoffeeMaker team channel or a mention in the company newsletter, giving credit reinforces participation and encourages others to speak up.
Remember: A little recognition goes a long way in building a feedback-driven culture.
8. Create a Digital Suggestion Box 💡
Provide a dedicated channel—anonymous or not—where employees can submit ideas, concerns, or improvement opportunities at any time. Platforms like Microsoft Teams or Slack make it easy to keep this ongoing and accessible.
To make this channel meaningful, assign someone to regularly review the submissions and follow up with thoughtful responses or actions. This reinforces trust and shows employees that their input leads to real change.
9. Empower Managers to Be Change Connectors 🔄
Your managers play a critical role in bridging strategy and execution. Equip them with the tools and context to gather feedback from their teams, surface challenges, and communicate updates clearly and consistently. When managers are looped into the workplace transformation strategy, they can help their teams feel informed and involved, not blindsided.
Programs like Exec Encounters by CoffeePals can also play a big part here. These casual conversations between employees and senior leaders build trust, increase transparency, and help teams feel more connected to the decision-makers shaping the digital workplace.
Well-informed, engaged managers—and leadership that’s accessible—are key to sustaining trust during transformation.
10. Follow Up and Share Progress Transparently 📢
Don’t let feedback disappear into a void. Keep employees updated on what you’re hearing, what’s being implemented, and what’s still under consideration. Use visuals, dashboards, or short updates in team meetings to close the loop.
This kind of transparent leadership not only shows respect but also encourages continued participation and trust.
The Future of Digital Workplaces Starts with People
Technology is evolving fast, but people remain at the heart of every successful transformation. You can roll out all the latest tools, platforms, and workflows—but if your employees don’t feel supported, engaged, and empowered, the transformation won’t stick.
Leading with employee experience means designing your digital workplace for your people, with your people. It means listening to their needs, involving them in decisions, and creating an environment where collaboration, connection, and growth happen naturally, regardless of where they work.
Tools like CoffeePals can help bridge the human side of digital transformation through virtual coffee chats, team-building conversations, and other engagement programs. These simple, people-first moments are what drive meaningful change and create a workplace where everyone feels part of the journey.
Ready to learn more about improving employee experience? Read this next: How to Create an Exceptional Workplace Experience
