Designing Digital Workspaces

We carefully design our physical workplaces — but what about the digital spaces where much of our work actually happens?

Your digital workspace is more than the tools you use. It is how your team communicates in Teams or Slack, where files are stored, how folders are structured, which tools are used for different tasks, how they connect, and the shared rules that help everyone know where to find information and how to work together.

For cultural and creative organisations, this is especially important. Small teams, changing projects, and temporary staff can make knowledge disappear easily and onboarding unnecessarily difficult.

In this workshop, you will step back, explore how your organisation works today, and start designing a clearer, more sustainable and future-ready digital workspace — one that makes collaboration easier today and can evolve with new tools, data and AI.

Who is it for

This course is for professionals in Skåne working across the cultural and creative industries, as well as people applying creative skills in other sectors.

It is suitable for anyone who works as part of a team where you communicate, collaborate and share information and resources digitally. The course can help you improve existing workflows, create clearer ways of working, and address challenges related to internal communication and digital collaboration.

Whenever possible, we recommend that two members of the same team participate together, with a maximum of three participants per team. This makes it easier to turn the course insights into practical changes in your team’s routines, tools, and digital workspace afterwards.

Please note: You must have a Swedish organisation number (organisationsnummer) to participate in the course.

What you will learn

• Understand what a digital workspace is and what makes it work well
• Map how your organisation currently communicates, collaborates, shares knowledge and manages work
• Identify challenges, needs and opportunities for improvement
• Learn practical methods for involving colleagues and designing around real needs
• Get inspired by digital tools and solutions from across the EU that could be useful in your organisation
• Develop principles and working agreements for a more structured digital workplace
• Rethink how communication, documentation, collaboration and project work can work together
• Create a realistic roadmap for improving your organisation's digital ways of working

Sessions

Session 1: What should we change?

The first session focuses on inspiration and discovery. Participants will learn the fundamentals of what a digital workspace is, explore examples and good practices, and map how their organisation currently communicates, collaborates, documents information and manages work. The aim is not to redesign anything yet, but to build a shared understanding of the current situation and identify opportunities for improvement.

Homework between sessions

Between the two sessions, participants will take a small assignment back to their organisation. This could include discussing the findings with colleagues, interviewing team members, understanding different working styles and preferences, identifying pain points, and exploring how work actually happens across the organisation.

This step helps ensure that the redesign is based on the team’s real needs and experiences, rather than the perspective of one participant.

Session 2: How do we actually make it happen?

The second session focuses on redesign and implementation. Using what they learned from their colleagues, participants will design a future digital workspace, define working agreements, rethink communication and documentation practices, and prioritise improvements.

They will then create a realistic implementation roadmap and explore what it takes to turn that roadmap into action. The session will introduce basic change management principles, including how to involve colleagues, communicate changes, introduce new tools and ways of working, support people who are less comfortable with technology, and make changes gradually and sustainably.

The aim is to leave with not only a vision for a better digital workspace, but also a practical understanding of what to do next and how to bring people along with the change.

Practical info

Date & Time:  Session 1: Nov 20, 9 am – 2 pm; Session 2: Dec 4, 9 am – 3 pm

Location: Media Evolution, Malmö

Language: English

Level: Basic, no prior experience required

Tools to bring: Your own computer

About the workshop leader

Eze Montenegro works as a strategic change leader within digitalisation at Malmö stad’s Department of Culture, helping cultural organisations improve their ways of working based on their needs and challenges. With almost 18 years of experience across the cultural sector — including film and TV, film festivals, cultural houses and creative hubs — he brings together people, processes and technology to create digital ways of working that are effective, safe and sustainable.

Eze is the founder of the Nordic Baltic Design in Government community, part of the wider International Design in Government community. Both connect public servants and practitioners working with design, transformation and innovation to share knowledge, experiences and inspiration across countries and contexts.

How to register

• Fill out the registration form here on Eventbrite, it takes approximately 10 minutes to complete.
• The class is free of charge thanks to funding from the European Social Fund – therefore we need to collect statistics and personal information about all participants and their organisations.
• To be able to participate, you need to be employed or self employed and based in Skåne. Students or unemployed persons cannot participate, unfortunately.
• Once you have registered your interest, we from Media Evolution will contact you shortly to ask an authorized signatory from your company to sign a certificate that confirms your participation. Once the certificate is signed, your seat is confirmed.
• You are now enrolled in our competence development program and will get the opportunity to connect with other like minded professionals as well as get regular updates on what’s happening in Media Evolutions community. Looking forward to having you with us!

Feel free to contact us if you have any questions regarding the application

This class is part of Create, Adapt, Sustain – a project that supports creative professionals in Skåne to strengthen digital skills, leadership and Futures thinking. It is run by Media Evolution in collaboration with Region Skåne and The City of Malmö with funding from the European Social Fund.