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The last time you shared your screen with colleagues, you shared a lot more than the latest version of a presentation. You let your colleagues into your work home. Not the work home with the new backdrop setup for Zoom meetings. The work home that you look at for hours everyday &mdash; your laptop screen, and all the tools and docs and other things packed into it.
What do they usually see? If you work in a modern company, there's a good chance it's a jungle of Slack messages, Google docs, Asana tasks, or code in GitHub that you&rsquo;d been switching between right before the meeting started. Unless you minimized the windows, so it's all just waiting for you after the call.
Your work home is a powerful indication of whether you&rsquo;re operating in a place of peace, order, and balance &mdash; or somewhere else.
For most, that place is somewhere else.&nbsp;
We have a new SaaS app for every niche need, to the point where each team in a company seems to go out of its way to use a different tool. And each tool, each browser tab, each alert creates an environment more like a carnival than a zen home.
In our attempt to promote productivity and collaboration at work, <a href="https://qatalog.com/blog/post/lost-in-the-jungle-of-workspace-apps-2020/" rel="follow">we&rsquo;ve adopted too many SaaS tools</a> that in aggregate produce a counter-effect. We&rsquo;ve gone full-circle.
There are of course many incredible SaaS applications out there. But the ability to balance them together so they don&rsquo;t interfere with each other, or become walls, has become a rare art.&nbsp;
Perhaps nowhere is this pain more acute than in tech companies experiencing the havoc of hyper-growth. But the challenges certainly aren&rsquo;t limited to this group. Any company that segments its work by teams has employees that battle this complexity on a daily basis. Teams develop micro-cultures with their own language, acronyms, data, work styles, and now tools.&nbsp;
Layer on top of this concoction the fact that <a href="https://www.forbes.com/sites/adigaskell/2020/09/08/new-research-suggests-the-future-of-work-is-a-flexible-one/?sh=65e254ca3267%2080-90%%20of%20knowledge%20workers%20conducting%20their%20work%20from%20home%20during%20the%20pandemic" rel="follow noopener" target="_blank">90%</a> of employees are operating in a remote capacity&mdash;many for the first time&mdash;and we have a perfect storm of SaaS app chaos.
As a surprisingly <a href="https://www.forbes.com/sites/adigaskell/2020/07/08/are-we-entering-a-new-world-of-remote-work/?sh=398aed965959" rel="follow noopener" target="_blank">large number of jobs can be done remotely</a>, and many companies have implemented remote work plans that are <a href="https://www.ft.com/content/01fd6ad5-b062-4699-b098-ab81bdc8f7b2">unlikely to reverse</a>, this new paradigm means a stark contrast will emerge between companies that are problem-aware and nail these challenges head-on, and those that flutter in this increasingly digital work life.
So what symptoms should team leaders watch for?
<h2>Too much noise</h2>
A typical knowledge worker makes <a href="https://www.inc.com/heidi-zak/adults-make-more-than-35000-decisions-per-day-here-are-4-ways-to-prevent-mental-burnout.html" rel="follow noopener" target="_blank">35,000</a> micro-decisions a day. It&rsquo;s a constant struggle not only to make all those decisions, but to determine what data points should inform them, and what can be discarded. With the rise of <a href="https://www.psychologytoday.com/us/blog/the-right-mindset/201910/the-rise-and-grind-hustle-culture" rel="follow noopener" target="_blank">hustle culture</a>, many think it&rsquo;s just a matter of working harder. Not smarter.
Much of this can be addressed by fostering a culture that <much of="" this="" can="" be="" addressed="" by="" fostering="" a="" culture="" that="" span=""><a href="https://www.fastcompany.com/90547415/6-key-traits-leaders-must-develop-for-the-future-of-work" rel="follow noopener" target="_blank">values quality over quantity</a>. It's also important to make sure that people, teams, and projects are visible and accessible across the organization, without the need for real-time coordination. Because <a href="https://hbr.org/2020/09/remote-work-doesnt-have-to-mean-all-day-video-calls" rel="follow noopener" target="_blank">all-day video meetings</a> result in no time to get s%$&amp; done.&nbsp;</much>
This balance between synchronous and asynchronous is critical to getting the context you need to work productively.
<h2>Constant context-switching&nbsp;</h2>
But once people are freed from video calls to really get down to work, the struggle to cycle between tools also becomes very real. This form of multi-tasking can lead to a <a href="https://www.psychologytoday.com/us/blog/brain-wise/201209/the-true-cost-multi-tasking">40%</a> loss of productivity.&nbsp;
Meanwhile, the SaaS market is <a href="https://www.zdnet.com/article/cloud-computing-now-even-more-of-your-apps-are-about-to-make-the-jump/" rel="follow noopener" target="_blank">expected to keep growing</a>&mdash;as companies who signed onto different productivity and collaboration tools during the pandemic are <a href="https://techcrunch.com/2020/11/19/why-bessemers-byron-deeter-thinks-saas-companies-could-grow-even-faster-in-2021/" rel="follow noopener" target="_blank">unlikely to turn them off</a>&mdash;so the cognitive weight of all this context-switching may very well grow.&nbsp;
<a href="https://qz.com/work/1561830/why-the-eight-hour-workday-doesnt-work" rel="follow noopener" target="_blank">According to one study</a>, the optimal way to multi-task is to do 52 minutes of work with 17-minute breaks. We&rsquo;re not robots, but these types of benchmarks can provide a healthy reminder to stop app shuffling and start focusing.
<h2>Disjointed routines</h2>
Of course, most companies don&rsquo;t operate with school-like schedules of defined periods and transition times to get between classes. But they could certainly use <a href="https://www.ft.com/content/b5d70caa-bd91-4613-a944-3654990643ea" rel="follow noopener" target="_blank">better collective routines</a>.
Fortunately, collective routines don&rsquo;t always need to be done at the same time. For example, team members could each start their day by looking at a common dashboard, even if they&rsquo;re in different time zones. Or they could each finish their day by posting an update with just enough detail, and for the right audience.
<h2>Lack of visibility</h2>
When team members don&rsquo;t know what they don&rsquo;t know, collaboration can only go so far. No wonder employees say transparency is <a href="https://www.forbes.com/sites/williamcraig/2018/10/16/10-things-transparency-can-do-for-your-company/?sh=7ff8ce4025d0" rel="follow noopener" target="_blank">the number one factor in determining their work happiness</a>. Teams that make their work discoverable to colleagues when they produce a new artifact, for example, can make significant strides in building a sense of connection.
This is especially the case for distributed teams, where <a href="https://sloanreview.mit.edu/article/five-ways-leaders-can-support-remote-work/" rel="follow noopener" target="_blank">frequent, transparent, consistent communication becomes essential</a>. Without it, team members will <a href="https://www.entrepreneur.com/article/350724" rel="follow noopener" target="_blank">parse the meaning</a> of emojis, phrases, or punctuation to an unnerving degree.
<h2>Process confusion</h2>
Helping your teams transform their digital work homes into true clearings also means taking the ambiguity out of basic procedures. Defining clear, step-by-step processes for activities like onboarding remote hires or getting sign-off for a virtual event can have a surprisingly massive impact on morale.&nbsp;
For example, <a href="https://www.thehrdirector.com/business-news/flexible-agile-working/appzen-survey-reveals-impact-of-covid-and-remote-work-on-employee-expense-claims/" rel="follow noopener" target="_blank">83 percent </a>of employees who received an updated work from home expense policy said their employer fairly compensates them, compared to only 29 percent where the policy wasn&rsquo;t updated.
To be sure, in most of the corporate world, there&rsquo;s no shortage of procedure. But with distributed work on the rise, there&rsquo;s a new opportunity to define lightweight processes for the sake of clarity. Otherwise, too much flexibility can actually <a href="https://www.siliconrepublic.com/careers/future-of-work-leadership-flexibility" rel="follow noopener" target="_blank">stress employees out</a>, to the point of not knowing when to start and stop work.
<h2>Hope amid a sea of SaaS apps</h2>
Awareness of these problems alone will not solve them. And in high-growth, segmented, or distributed organizations, it can be both socially and technically complex to achieve a sense of cohesion between teams.&nbsp;
There&rsquo;s talk of a need for a <a href="https://www.gartner.com/en/documents/3913794/create-a-culture-of-digital-dexterity-with-the-new-work-" rel="follow noopener" target="_blank">new work nucleus</a>, or a new <a href="https://kwokchain.com/2019/08/16/the-arc-of-collaboration/" rel="follow noopener" target="_blank">metalayer</a> that bridges the many gaps between teams and within them. Knowledge workers, managers, and executives all need to find that glue that lets them escape the digital mayhem.
Businesses that figure this out will win. The coming months and years of work will be led by companies that empower their distributed workforces to operate with a different type of rhythm. They&rsquo;ll attract top talent, grow market share, and earn the type of soft power that you hear about in politics&mdash;the non-tangibles that create gravitas. And they&rsquo;ll define a new way of work.
Those that just turn on <a href="https://qatalog.com/blog/post/communication-overload/" rel="follow">Zoom all day</a>, trying to replicate the in-person, will run out of time.

The ability to balance all the productivity SaaS tools out there in a complementary fashion has become a rare art. Businesses that figure this out will win.

It’s time to define a new way of work | Qatalog

There are many incredible SaaS applications out there. But the ability to balance them all together in a complementary fashion has become a rare art.

It’s time to define a new way of work

Companies have a lot of information. Documents. Messages. Files. Decks. Code. Emails. If you keep digging, it goes on and on.&nbsp;
The chaos of information that happens in a company is limitless. This is why we developed tools to help us streamline and organize it.
Sharing information is vital for any company, yet how many of us have wasted time digging through old emails, switching between apps, browser tabs, and folders to find what we need?
In our research of more than 100 software companies, 77% said they have no process for documenting or storing information. According to<a href="https://qatalog.com/remote-work-report/?utm_medium=blog&amp;utm_source=blog&amp;utm_campaign=remote-work-report&amp;utm_term=2021&amp;utm_content=report" rel="follow"> GitLab&rsquo;s recent Remote Work Report</a>, only 37% of employees say their orgs do a good job of aligning work.&nbsp;
Here&rsquo;s the thing: information overload is chaotic, and your workday shouldn't have to involve digging yourself out of a trench.
This is why many teams use wikis such as <a href="http://notion.so/" rel="follow noopener" target="_blank">Notion</a>, <a href="https://www.atlassian.com/software/confluence" rel="follow noopener" target="_blank">Confluence</a>, or <a href="https://github.com/" rel="follow noopener" target="_blank">GitHub</a>&nbsp;to collaborate and spend less time hunting documents down. In this article, we&rsquo;ll explore how a work hub goes beyond team wikis by connecting with them to kill chaos.&nbsp;
<h2>Top internal wiki software</h2>
<h3>1. Confluence</h3>
Confluence is an Atlassian wiki software that enables project management and collaboration. Confluence offers both cloud-based and on-premise deployment and allows employees to create project documents within the tool.&nbsp;
<h3>2. GitHub</h3>
GitHub is a code hosting platform that comes equipped with a section for hosting documentation, called a wiki. This is where you can share long-form content about your project, such as how to use it, how you designed it, or its core principles.&nbsp;
As far as collaboration goes within GitHub, since it is a code-hosting platform, this wiki is built for product and engineering teams and would be difficult to adopt as a company-wide wiki.&nbsp;
<h3>3. Notion</h3>
With Notion, you have the tools to build a custom wiki. The benefit here is that you can customize your wiki solution using Notion&rsquo;s building blocks. You can easily attach project documents in a task, link employee benefits, and post company announcements.&nbsp;
<h2>What are the challenges with company wikis?</h2>
We spoke with 150+ teams and found out that company wikis are not without challenges that impact productivity and collaboration of teams, especially when remotely.
<h3>1. Information is hard to retrieve without context</h3>
Information needs to be accessible. If a slide deck that is part of a content marketing project gets shared to the company wiki without providing context, your teammates aren&rsquo;t getting the whole picture.
Let&rsquo;s say you hire someone whose focus is sales enablement. Without the context of that marketing presentation, how is this new hire supposed to see the big picture?&nbsp;
With a wiki, your documents don&rsquo;t have generational value. Without a particular formatting process &mdash; which we&rsquo;ll get to &mdash; that information gets lost in the chaos despite the work you put in initially.
<h3>2. There&rsquo;s no standard process</h3>
77% percent of people said they have no process for documenting or storing information.
This means that even though the adopter of the tool, or People and Ops teams, spend time thinking about how to structure a wiki &mdash; things can still get lost. Chaos is the constant, remember?&nbsp;
It becomes just one more thing to do. And adopting a company-wide wiki in a truly effective way takes a lot of time and consideration.&nbsp;
<h3>3. You don&rsquo;t have access to everything<knowledge and="" access="" is="" scattered="" across="" teams="" it="" only="" takes="" 10="" minutes="" on="" your="" first="" day="" of="" work="" to="" run="" into="" the="" hiccup="" not="" having="" everything="" now="" sometimes="" this="" has="" do="" with="" tools="" limited="" seats="" but="" how="" many="" times="" have="" you="" a="" document="" had="" ask="" permission="" edit="" nbsp="" span=""></knowledge></h3>
Knowledge and access is scattered across teams. It only takes 10 minutes on your first day of work to run into the hiccup of not having access to everything. Now sometimes this has to do with tools having limited seats, but how many times have you run into a document you had to ask permission to edit? 
You need to bring it all together.
<h3>4. The ever-present boogie man of a silo&nbsp;</h3>
While more established teams of a company might use Confluence as a main wiki, younger, more cross-functional teams might start using Notion for its different capabilities and more intuitive UI.&nbsp;
Two different wikis means more to dig through once your company is ready to reconnect your teams and establish centralized communication.&nbsp;
<h2>What&rsquo;s the difference between a work hub and a company wiki software?</h2>
Working collaboratively across different teams and tools can result in a chaos of information, with knowledge distributed over email, chat threads, and cloud storage drives. Using a traditional system of files and folders makes it hard to find relevant information, especially as your team grows &mdash; and especially as different teams have different ways of documenting and storing information.
Company wikis organize information all in one place where everyone can access and contribute. It uses the power of internal links connecting knowledge &mdash; just like Wikipedia.&nbsp;
On GitHub, people share code and build software together. It&rsquo;s open-source, and a valuable team collaboration toolkit for engineers &mdash; but not so widespread to non-technical fields. Notion and Confluence are examples of company-wide wikis that can be used by any team. They&rsquo;re helpful for creating a clear knowledge base of notes, processes, and company protocols.
With a work hub knowledge is gathered from various sources &mdash; company wikis, messaging apps, <a href="https://qatalog.com/blog/post/intranet-vs-work-hub/?utm_medium=blog&amp;utm_source=blog&amp;utm_campaign=work-hub-wiki&amp;utm_content=post" rel="follow noopener" target="_blank">project management tools</a> &mdash; and centrally <a href="https://qatalog.com/blog/post/what-is-a-digital-workspace/?utm_medium=blog&amp;utm_source=blog&amp;utm_campaign=work-hub-wiki&amp;utm_content=post" rel="follow noopener" target="_blank">stored in one searchable workspace.</a> Your teams can access information across the whole organization, see the origin of each document, and understand the context. It provides total transparency and discoverability.
<img src="https://cdn.buttercms.com/jjE2qXytQ6CiDeWMTJow" alt="Qatalog work hub - product wireframe" />
This idea of an interconnected workforce is essential when it comes to remote and hybrid work. Because employees are <a href="https://qatalog.com/remote-work-report/?utm_medium=blog&amp;utm_source=blog&amp;utm_campaign=remote-work-report&amp;utm_term=2021&amp;utm_content=report" rel="follow noopener" target="_blank">seemingly satisfied with remote work</a>, but feel the pain point of muddling through tools and uncertainty about what their colleagues are doing. As we move into the future of what work is supposed to look like, we can actively choose to eliminate the chaos of misplaced, disorganized, constant information.
<h2>Why you need a work hub to live with your wiki</h2>
When creating a unified workspace for your team, you need a platform that connects information intuitively, making your current apps work smarter &mdash; enabling you to compound knowledge without disrupting your existing processes.&nbsp;
A work hub integrates what you&rsquo;re already using in order to unlock hidden potential &mdash; and without you having to start from scratch.&nbsp;
When you connect Confluence and GitHub to a work hub, you can:
<ol>
<li style="font-weight: 400;" aria-level="1">Use our custom-built, <a href="https://qatalog.com/blog/post/workplace-search-tools-vs-work-hub/?utm_medium=blog&amp;utm_source=blog&amp;utm_campaign=work-hub-wiki&amp;utm_content=post" rel="follow noopener" target="_blank">full-text search</a> to find any file quickly across all of these tools. Based on your license and access permissions, you will be able to view anything created in these tools through a work hub, but you&rsquo;ll need a license to read, comment and edit.&nbsp;</li>
<li style="font-weight: 400;" aria-level="1">Track the activity feed of each team member across any connected wiki in real-time. For example, a marketer will be able to see if and when a developer pushes a commit for a specific feature to GitHub, even without having a license for it.</li>
<li style="font-weight: 400;" aria-level="1">Get a ready and solid framework for teams, projects, and workflows that gets automatically updated. If you want ready-to-use and scalable spaces for every person, team, project <a href="https://qatalog.com/blog/post/intranet-vs-work-hub/?utm_medium=blog&amp;utm_source=blog&amp;utm_campaign=work-hub-wiki&amp;utm_content=post" rel="follow noopener" target="_blank">or internal workflow,</a> we&rsquo;ve built them&mdash;and they&rsquo;re all tightly linked and nested together. So you won&rsquo;t have to worry about creating a template, uniforming inconsistencies, or recreating lost information&mdash;because if someone leaves, all their projects, updates, and workflows get automatically passed to their team lead.</li>
</ol>
So whether you&rsquo;re refreshing your hiring process, reporting on user metrics, or chasing that all-hands note, you&rsquo;ll get more value from knowledge when you don&rsquo;t waste hours searching for it.

Company wikis are used to share information throughout a company. A work hub does the same thing, while integrating other useful tools.

Company wiki vs work hub | Qatalog blog

Companies have a lot of information. Documents. Messages. Files. Decks. Code. Emails. If you keep digging, it goes on and on.

Deciding between a company wiki and a connected work hub

<ul>
<li style="font-weight: 400;" aria-level="1">Exclusive data from Qatalog and Cornell University&rsquo;s Ellis Ideas Lab reveals that the uncontrolled adoption of digital tools is killing productivity at work.</li>
<li style="font-weight: 400;" aria-level="1">Employees are wasting an hour every day trying to find information hidden within apps; 6 in 10 of people say it&rsquo;s hard to know what colleagues are doing; 43% say they spend too much time switching between different work apps like Slack and Zoom.</li>
<li style="font-weight: 400;" aria-level="1">Qatalog today launches the Work isn&rsquo;t Working campaign at <a href="https://language.work/" rel="follow noopener" target="_blank">https://language.work/</a> to challenge this productivity scam and call for a reset of standards amid the transition to hybrid work.</li>
</ul>
London, June 9, 2021: Digital work hub Qatalog today reveals the findings of a landmark study conducted with researchers at Cornell University into the impact of apps on our working lives. It reveals how productivity software is cheating workers out of time, focus and creativity in a battle for their attention in the new digital workplace.
The research is released as part of Qatalog&rsquo;s Work isn&rsquo;t Working campaign, launched today at <a href="https://language.work/" rel="follow noopener" target="_blank">https://language.work/</a>, to protect people from an onslaught of new workplace technology and the hangover of ineffective pre-pandemic working practices.&nbsp;
&ldquo;We need to call time on the great productivity scam. There&rsquo;s been an explosion in the number of apps we rely on to do our jobs, but the result isn&rsquo;t greater productivity &mdash; it&rsquo;s total chaos,&rdquo; said Tariq Rauf, CEO and founder of Qatalog. &ldquo;No matter their individual merits, each tool is adding to a noisy digital environment that is, quite literally, driving workers to distraction. The more time that we waste on this mess, the less we have for deep thought and meaningful engagement with our colleagues. We deserve better.&rdquo;
<h2>Time to Slack off and Zoom out</h2>
The research found that soaring adoption of workplace apps, from Slack to Zoom, is cheating workers out of time, focus and creativity.&nbsp;
Productivity tools are killing our productivity.&nbsp;
In a typical working day, people are wasting 59 minutes trying to find information across tools like Google Workspace, storage systems like Dropbox and messaging channels like Slack &mdash; <a href="https://qatalog.com/blog/post/productivity-tools-killing-productivity/" rel="follow">5 hours of wasted time every week</a>. Knowledge is fragmented across too many tools, with 54% of workers saying that this makes it harder to find what they need. &ldquo;Technology is trapping knowledge. In many ways, we&rsquo;ve replaced the commute with mindless busywork trying to find it,&rdquo; says Rauf.
We&rsquo;re working in the dark as tech runs amok.
People are uncertain about what work is being done in other teams&rsquo; apps and communication platforms. The branding team might live in a project management app, while the content team organizes work in an online wiki and the sales team tracks everything in a CRM. 61% of people say it can be hard to figure out what others are working on, while 44% say siloed digital tools make it hard to know whether work is being duplicated.&nbsp;
Confused workers are oversharing, adding to the chaos.&nbsp;
Half of workers (49%) say they&rsquo;re concerned that the information they post to their company&rsquo;s apps will get lost in a sea of updates. This feeds uncertainty about whether crucial information is actually reaching its intended audiences, while 53% of people admit to making updates even when they&rsquo;re not fully necessary, just to cover their bases.&nbsp;
Context switching at work is rife, and our creativity is suffering.
An explosion of apps is fuelling workplace distraction. 43% of workers report spending too much time switching between different digital tools, whether cycling through tabs or digging through messaging channels, and 45% say this context switching makes them less productive. This chaotic work environment makes it harder to work together on creative projects &mdash; nearly two thirds (62%) of people report missing opportunities to collaborate in the modern workplace.&nbsp;
Technology is fuelling a burnout crisis.&nbsp;
The impact of all this? 89% of respondents say their work life is getting worse, <a href="https://hbr.org/2021/02/beyond-burned-out" rel="follow noopener" target="_blank">according to HBR</a>. 7 in 10 also say there could be more efficient ways of using technology to get work done, according to the new Qatalog research.
<h2>Qatalog launches Work isn&rsquo;t Working campaign to stop the great productivity scam</h2>
The research conducted with Cornell University&rsquo;s Ellis Lab is released as part of Qatalog&rsquo;s Work isn&rsquo;t Working campaign, which launches today at <a href="https://language.work">https://language.work</a> to help companies redesign their work environments amid huge structural change in how people work.
&ldquo;Fixing our chaotic work practices will take a thoughtful, two-pronged approach, not a half-baked hybrid work plan, or even worse, a command to return to the office full-time,&rdquo; comments Rauf. &ldquo;Firstly, we need to press reset on the technology that underpins our working day so it creates focus, not chaos. We&rsquo;ve been blessed with powerful new tools at work, but fooled into using them in the wrong way &mdash; it&rsquo;s time to fix that. Secondly, we need a mindset shift that breaks from pre-pandemic 9-5 norms and embraces a radically new working culture rooted in trust.&rdquo;&nbsp;
The campaign offers a <a href="http://www.language.work/change">Modern Work Index</a>, where people can benchmark their own workplace against core principles of trust, flexibility, focus and belonging, find out what needs to be improved, and get practical advice on how to do it.
&ldquo;The old rules no longer apply. The 9 to 5 is dead and so too is the presenteeism that comes with it. Companies are waking up to this and, in a war for talent, are racing to create new working norms rooted in trust, flexibility, focus and belonging,&rdquo; Rauf says.&nbsp;
About the study
The study was conducted in partnership with the Ellis Idea Lab, Cornell University. The academic team specializes in organizations&rsquo; behaviours in the workplace and advised on shaping an objectively rigorous study into how the adoption of digital tools in distributed teams is impacting workplace behaviours. Three separate surveys were completed, each by 1,000 US and UK workers in March 2021. Survey participation was limited to respondents currently working remotely in some capacity.&nbsp;
Press contact: <a href="mailto:qatalog@thisisoutcast.com">qatalog@thisisoutcast.com</a>&nbsp;

Do digital tools make us more or less productive at work? Technology cheats workers out of time, focus and creativity, Qatalog research warns amid sweeping workplace transformation.

Work isn't working | Qatalog

Exclusive data from Qatalog and Cornell University’s Ellis Ideas Lab reveals that the uncontrolled adoption of digital tools is killing productivity at work.

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