In the interview with Dr. Michael Berger, Managing Director of DocuWare

DocuWare, headquartered in Germany and the USA, offers solutions for document management and workflow automation. Together with its network of over 800 partners, DocuWare supports more than 15,000 customers in 100+ countries in simplifying their work through the digitalization, automation, and transformation of key processes. Today, we speak with Dr. Michael Berger about the challenges many companies face in merging business processes with automated workflows into the modern work environment, including in the home office.

DIGITAL FUTUREmag: Mr. Dr. Berger, hybrid work models are being increasingly introduced here. This is a major task for companies that have previously relied on 100% mandatory on-site presence. What are the biggest challenges they now face in the long term to effectively switch between home office and the company office?

Dr. Michael Berger: The biggest challenge lies in ensuring that workflows remain intact through new work models, allowing employees to access and collaboratively edit documents completely independent of time and location. The right tools, systems, and software can optimally support this. They ensure that digital communication continues to function and, above all, remains secure. In addition to technical equipment, corporate culture also needs to change. For executives or department heads, motivating staff in hybrid work models is a challenge. Responsibilities and workflows should also be reconsidered. What works in rigid structures often isn’t suitable for hybrid models. Digital systems can also assist here. Regular online meetings, a quick virtual coffee break, and continuous exchange help bring the team together over greater distances and maintain collective (connections) and corporate identity.

DIGITAL FUTUREmag: What prerequisites—first and foremost technical ones—do companies need to create so that employees can professionally and quickly complete their tasks and activities from home?

Dr. Michael Berger: First, it should be checked whether the broadband connection and the equipment of IT end devices are sufficient. Once this has been ensured, it is advisable to invest in appropriate tools and software. Whether in accounting, human resources, sales or marketing – digital transformation in companies enables everyone there to access and edit documents centrally. With our solution, documents and knowledge can be managed in the cloud, but processes can also be digitized and automated. Tools for modern collaboration are just as crucial as integration into the IT landscape. For many years now, we have been integrating technologies from other manufacturers to enable a holistic digitalized way of working. Currently, Microsoft Teams is in focus. With the new version, it is possible to share archived documents directly in chats or channels of Teams via the DocuWare interface. Security requirements should also be checked in advance and adapted to the required security and compliance standards. Thanks to modern encryption and protection measures, DocuWare ensures legally compliant archiving of sensitive data. Customers can access the DocuWare platform via a public cloud, a private cloud or install it locally on-premise.

DIGITAL FUTUREmag: Studies clearly show that colleagues lose some of their connection to the company after a long time without direct on-site contact. How can this be counteracted? What are your tips?

Dr. Michael Berger: It is indeed challenging to maintain employees' connection to the company in times of hybrid work models. At DocuWare, the satisfaction of each and every individual and regular exchange are therefore top priorities. For example, we continued to offer our sports program even during the pandemic. Courses that have been possible online since the start of Corona are still very popular.

Major meetings are now held both digitally and on-site in our office spaces. Our digital equipment enables our teams to stay constantly connected across all continents. Additional perks such as free lunches, regular events, appealing break rooms and well-equipped workstations also ensure that many people come to our offices at the various locations despite the option of working from home. For workshops, which are often implemented during creative project phases, we have created corresponding creative zones that not a few employees use in person.

DIGITAL FUTUREmag: DocuWare GmbH has received the TOP JOB award 2022. What was the reason for this award?

Dr. Michael Berger: We have placed great importance on employee satisfaction since our founding almost 35 years ago. Our staff particularly appreciates the flexible work model. Whether working from home or the office – this can be chosen individually. The introduction of trust-based working hours adds even more flexibility. The appropriate hardware and software ensures smooth processes and constant communication. The “Culture & Communication” category was also rated highly. It is especially the family-like, appreciative corporate culture that enthuses our employees. As a steadily growing company, we also focus on the personal development of our colleagues. They are supported through various qualification programs and a learning platform, enabling them to develop individually. We were naturally very pleased about the award, but even more so about the positive employee feedback. Nevertheless, the award does not mean we can rest on our laurels. We will continue to listen to our staff, analyze situations and opportunities, and continuously improve as an employer.

DIGITAL FUTUREmag: Workplace design is therefore an important building block for job satisfaction. What does a modern workplace look like today?

Dr. Michael Berger: Whether in the real or virtual office – the workplace should enable effective work everywhere. The right tools and software, large screens, and an ergonomic environment should be accessible in all locations.
Our headquarters in Germering is currently being redesigned. Due to increasing flexibility, we are already testing the shared-desk model in individual departments and developing new creative office elements. The plan is for employees to be able to select their workstations flexibly via a booking system, alongside meeting rooms, creative zones, and communication areas. Since all documents are stored and archived digitally with us, large filing cabinets or desk drawers have long since become a thing of the past. This makes it easy for all employees to change their workstations.

DIGITAL FUTUREmag: Your document management software solution is therefore a central component of your company and, of course, your services. What is the decisive advantage of this application in combination with a home office workplace, including corresponding cloud connectivity?

Dr. Michael Berger: DocuWare makes working from home possible for many. The software impresses with its very simple implementation while maintaining legal requirements and compliance standards. All document-related processes, such as invoice processing or personnel document management, are digitized and can be continued location-independently from any device. Additionally, DocuWare supports the further automation of processes. Faster processing not only enables better service but also allows for higher business volumes with the same resources.

DIGITAL FUTUREmag: What influence does Covid still have on the development of the world of work today, and how do you assess it for the future?

Dr. Michael Berger: The pandemic continues to have a major impact on the world of work. For many companies, it is now unthinkable to return fully to fixed work models, as the expectations of staff have also changed accordingly. In my view, this development did not come about because of Corona, but the process was merely accelerated by it. Many employees at DocuWare have decided to leave the city and move to rural areas. They will continue to prefer working from home to being in the office. Modern work concepts are therefore essential for long-term employee recruitment. To remain an attractive employer, companies must continue to adapt to demands wherever possible. The more flexible a company is, the easier it is to find new talent and retain established experts.

DIGITAL FUTUREmag: Thank you for this exciting insight.