Digital transformation software is changing how organisations operate, communicate and deliver services. From automating everyday processes to improving employee experiences, businesses are investing in technology that helps them work more efficiently and adapt to changing expectations.
But implementing new software doesn't automatically deliver successful digital transformation.
Employees need to understand why systems are changing, how new technology will affect their responsibilities and where they can access the information and support they need.
Without this, organisations risk introducing additional complexity, creating disconnected systems and struggling to achieve meaningful employee adoption.
For businesses with large, distributed workforces, the challenge can be even greater. Frontline employees may have limited access to corporate email, desktop computers or existing digital workplace tools.
A successful digital transformation strategy therefore needs to consider both the technology being implemented and the people expected to use it.
In this guide, we'll explore what digital transformation software is, the different types of platforms available, essential features, business benefits and six steps for successful implementation.
What is digital transformation software?
Digital transformation software refers to technologies that help organisations modernise business processes, improve how employees work and deliver better digital experiences. It can include automation platforms, enterprise resource planning systems, customer relationship management software, cloud applications, employee experience platforms and digital workplace tools. The right software depends on the processes, employees and business outcomes an organisation wants to improve.
What is digital transformation software?
Digital transformation software helps businesses replace or improve traditional ways of working through digital technology.
Rather than simply moving existing processes online, digital transformation often involves reconsidering how information is managed, how employees collaborate and how services are delivered.
For example, an organisation may use digital transformation software to:
- Automate manual administrative tasks.
- Improve access to business information.
- Connect disconnected workplace applications.
- Modernise employee communications.
- Provide digital self-service experiences.
- Improve customer relationship management.
- Support data-driven decisions.
- Introduce more efficient workflows.
The term covers a broad range of software categories rather than one specific type of product.
Some platforms focus on operational processes, while others improve employee experiences, collaboration or access to workplace knowledge.
For example, a manufacturing business may introduce automation software to improve operational processes, while a large retailer may implement an employee communication platform to improve how information reaches frontline teams.
Both initiatives can contribute to digital transformation, but they address different organisational challenges.
What are the different types of digital transformation software?
There are several categories of digital transformation software, each designed to address different business requirements.
Understanding these categories helps organisations identify which technology is most relevant to their transformation strategy.
| Software category | Primary purpose | Typical capabilities |
|---|---|---|
| Enterprise resource planning (ERP) | Connect core business operations. | Finance, procurement, inventory and operational management. |
| Customer relationship management (CRM) | Improve customer-facing processes. | Sales pipelines, customer data, service and reporting. |
| Workflow automation | Reduce repetitive manual tasks. | Automated approvals, digital forms and process workflows. |
| Digital workplace platforms | Improve how employees access information and workplace tools. | Intranet, employee communication, search, collaboration and integrations. |
| HR and employee experience software | Support employee processes and experiences. | Onboarding, HR self-service, engagement and employee feedback. |
| Business intelligence and analytics | Support data-driven business decisions. | Dashboards, data analysis, reporting and forecasting. |
| Cloud infrastructure and applications | Modernise business technology and access. | Cloud hosting, scalable applications, storage and integrations. |
Organisations often use multiple types of digital transformation software together.
For example, a business may use an HR system for employee records, a CRM for customer information and a digital workplace platform to help employees access relevant applications and company resources.
The goal should be to create an effective digital environment rather than introduce more disconnected applications.
Our comparison of the best digital workplace platforms explores software designed to improve employee communication, workplace knowledge and digital experiences.
What are the benefits of digital transformation software?
Digital transformation software can help businesses improve processes, communication and everyday working experiences.
However, the benefits depend on the technology selected, the problems being addressed and how successfully the software is implemented.
Improved business efficiency
Digital workflows and automation can reduce repetitive administrative work, helping employees spend less time on manual processes.
Better employee productivity
Accessible information and connected systems can reduce time spent searching for resources or switching between applications.
Stronger communication
Digital workplace tools can help organisations distribute important information consistently across departments and locations.
More informed decisions
Analytics and reporting tools can provide greater visibility into performance, usage and operational challenges.
Improved employee experiences
Well-designed digital services can make everyday tasks more accessible and straightforward for employees.
Greater organisational adaptability
Modern technology can help businesses introduce new processes, support organisational changes and respond to evolving requirements.
The most effective digital transformation initiatives start with a clear understanding of the outcomes the organisation wants to achieve.
Technology should be selected to support these objectives rather than treating the introduction of new software as an achievement in itself.
Key features to look for in digital transformation software
Different digital transformation platforms offer different capabilities.
However, several features are particularly valuable for organisations looking to improve connectivity, adoption and workplace efficiency.
Integration capabilities
Software should connect with relevant existing applications, reducing unnecessary duplication and helping employees access information across systems.
Workflow automation
Automating suitable processes can reduce manual administration and support more consistent task completion.
Accessible user experience
Employees should be able to understand and use new software without unnecessary complexity. Accessibility should reflect different devices, roles and working environments.
Security and access controls
Authentication, permissions and appropriate information security measures help protect sensitive business and employee information.
Analytics and reporting
Usage data and performance reporting can help organisations understand whether employees are adopting new technology and whether processes are improving.
Scalability
Platforms should be able to support organisational growth, additional users and changing business requirements.
Mobile accessibility
Mobile functionality is especially important for organisations with frontline employees who rarely work at a desktop computer.
Training and adoption support
Guidance, onboarding and communication features can help employees understand how to use new systems effectively.
Integration should be a priorityDigital transformation doesn't always require replacing every existing application. Often, organisations can improve the employee experience by making established systems easier to access and use together.
Digital transformation software vs change management software
Digital transformation software and change management software are closely related, but they serve different purposes.
Digital transformation software provides the technology used to modernise business processes and experiences.
Change management software focuses on helping organisations plan, communicate, coordinate and measure the adoption of organisational changes.
| Area | Digital transformation software | Change management software |
|---|---|---|
| Main objective | Modernise business processes and digital experiences. | Support people and teams through organisational change. |
| Typical functionality | Automation, integrations, data, workflows and digital services. | Change plans, communications, stakeholder tracking and readiness assessment. |
| Primary users | IT, operations, business teams and employees. | Change managers, HR, project teams and internal communications. |
| Success measures | Efficiency, adoption, process performance and user experience. | Readiness, understanding, engagement and sustained adoption. |
Both are important because even the most capable technology may fail to deliver its intended benefits if employees don't understand or adopt it.
Organisations should consider the tools needed to implement the technology alongside the communication and change management processes that support its use.
Why employee adoption is critical to digital transformation
One of the biggest challenges in digital transformation is ensuring employees actually use new systems.
Organisations may invest in technology that promises greater efficiency, but the potential benefits can be limited when employees continue using previous processes or struggle to access new tools.
This can happen for several reasons:
- Employees don't understand why new software is being introduced.
- Training doesn't reflect their actual responsibilities.
- New technology is difficult to navigate.
- Employees cannot access tools through their usual devices.
- Communication focuses on launch dates rather than practical benefits.
- Feedback is not collected or acted upon.
This is why employee communications should be an important part of a digital transformation strategy.
Employees need clear information before, during and after implementation.
They should understand what's changing, when it will happen, how it affects their role and where they can get support.
Digital transformation for frontline employees
Frontline workers can face additional barriers to digital transformation.
Employees working in retail, healthcare, hospitality, manufacturing and other operational environments may not have regular access to corporate email or desktop devices.
This can make it difficult to distribute training resources, communicate new procedures or provide access to workplace applications.
A mobile intranet app can help make relevant information, communication and workplace resources accessible through smartphones.
For large organisations, mobile accessibility should be considered during software selection rather than added after implementation.
Mobile access can support digital adoptionDigital transformation should account for employees who work away from desks. Accessible communication, resources and training can help frontline teams understand and adopt new processes.
6 steps to successfully implement digital transformation software
Implementing digital transformation software requires careful planning, communication and ongoing evaluation.
The following six steps can help organisations reduce implementation risks and create a more effective experience for employees.
Assess business requirements and existing processes
Before selecting digital transformation software, organisations need to understand the problems they're trying to solve.
Introducing technology without clearly defined requirements can result in unnecessary complexity or systems that don't address employees' needs.
Start by reviewing existing processes, identifying inefficiencies and understanding where employees experience difficulties.
This might involve mapping workflows, speaking with department leaders and gathering feedback from employees who use current systems.
- Identify inefficient or outdated processes.
- Review existing business applications and integrations.
- Gather feedback from employees and managers.
- Identify which teams will be affected by the change.
- Document the outcomes the new software should deliver.
Example: A healthcare organisation may discover that frontline employees struggle to locate current procedures because information is spread across several systems.
Its transformation priority could therefore be to improve information accessibility rather than introduce an entirely new document repository.
Define clear objectives and stakeholder responsibilities
Successful digital transformation requires shared objectives and clear accountability.
Stakeholders should understand why the project is happening, what outcomes are expected and how their responsibilities will change.
These stakeholders may include IT, HR, internal communications, operations, finance and department leaders.
Different employee groups will also experience change differently.
For example, introducing a new HR self-service platform may require different communication and training for managers, office employees and frontline teams.
- Define measurable business objectives.
- Identify stakeholders and decision-makers.
- Assess how different teams will be affected.
- Establish responsibilities for delivery and support.
- Create a realistic implementation timeline.
Example: An organisation replacing manual HR processes could set objectives around reducing administrative time, improving employee access to services and increasing self-service adoption.
Choose the right digital transformation software
Once organisational requirements are clear, businesses can begin comparing suitable platforms.
The most appropriate digital transformation software depends on existing technology, workforce requirements, budget and the processes being improved.
Rather than focusing exclusively on feature lists, organisations should evaluate how each platform performs against real business scenarios.
For example, a software demonstration should show how an employee would complete an everyday task, access relevant information or navigate between connected applications.
- Compare software against documented business requirements.
- Assess integrations with existing applications.
- Review security, compliance and accessibility.
- Evaluate mobile access where relevant.
- Consider implementation, support and ongoing administration.
- Request demonstrations using realistic employee scenarios.
Example: A retailer introducing a new digital workplace might prioritise mobile employee access, targeted communication and integration with existing HR tools.
Develop an employee communication and training plan
Employees need to understand the purpose of digital transformation before new software is introduced.
Communication should explain what is changing, why it matters and how the new platform will affect everyday responsibilities.
Training should be relevant to different roles and delivered through channels employees can access.
For example, frontline employees may benefit from short mobile-accessible resources, while administrators may need more detailed system training.
Organisations should also provide opportunities for employees to ask questions and raise concerns.
- Create a communication plan before launch.
- Explain how the software will benefit different teams.
- Provide practical training and guidance.
- Use relevant channels to reach employees.
- Establish clear support and escalation routes.
- Identify employees who can advocate for the change.
Example: An organisation introducing new operational software could create a dedicated intranet area containing training videos, FAQs, launch updates and employee feedback opportunities.
Communication should continue beyond launchEmployees may not immediately understand new processes or feel confident using unfamiliar software. Regular guidance, opportunities for questions and continued support can help improve adoption over time.
Launch the software in phases and encourage adoption
Not every digital transformation initiative needs to be introduced to the entire organisation simultaneously.
A phased rollout can help project teams identify issues, gather feedback and improve the experience before expanding access.
For example, an organisation may introduce a new platform to a small group of departments or locations before implementing it more widely.
During rollout, businesses should monitor whether employees can access the platform, understand its purpose and complete relevant tasks.
It's also important to recognise teams that contribute to successful implementation.
- Consider pilot groups where appropriate.
- Test accessibility and system integrations.
- Monitor early employee adoption.
- Respond to common questions and technical issues.
- Share examples of successful use.
- Recognise employees who support the rollout.
Example: A multi-site organisation could pilot a new employee app at several locations, gather feedback from managers and frontline employees, then refine onboarding before a wider rollout.
Measure adoption, gather feedback and optimise
Digital transformation should be evaluated against the business outcomes established before implementation.
Simply launching software or achieving a high number of registrations doesn't necessarily demonstrate success.
Organisations should examine how employees use the technology, whether processes have improved and whether the original problems have been addressed.
Employee feedback is particularly useful for identifying barriers that may not appear in usage statistics.
- Review adoption and active usage.
- Measure relevant process improvements.
- Monitor support requests and recurring issues.
- Collect employee feedback after implementation.
- Review whether business objectives have been achieved.
- Continue improving the platform and employee experience.
Example: An organisation that introduced a new employee knowledge platform could measure how easily employees find information, how frequently the platform is used and whether repeated information requests have decreased.
Digital transformation software examples by industry
Digital transformation looks different depending on an organisation's industry and operational requirements.
The following examples demonstrate how different software categories can support specific business challenges.
| Industry | Digital transformation challenge | Relevant software capabilities |
|---|---|---|
| Healthcare | Providing employees with accurate operational information across multiple locations. | Mobile access, knowledge management, employee communications and integrations. |
| Retail | Connecting store employees with head office and operational systems. | Employee apps, targeted updates, digital workflows and workforce tools. |
| Manufacturing | Modernising processes and improving access to operational guidance. | Workflow automation, ERP, knowledge access and mobile communication. |
| Financial services | Connecting workplace information while supporting governance requirements. | Secure intranets, document access, permissions and enterprise integrations. |
| Hospitality | Reaching employees working across different locations and shifts. | Mobile communication, employee onboarding, digital forms and engagement. |
| Professional services | Improving collaboration and reducing fragmented business processes. | Cloud software, project management, search and knowledge sharing. |
How to choose the best digital transformation software for your business
Choosing digital transformation software starts with understanding the organisation's priorities.
A business looking to automate financial processes will need different technology from an organisation trying to improve employee communication and access to information.
Businesses should therefore avoid selecting software based solely on its popularity or the number of features available.
Instead, assess how effectively the platform addresses real operational requirements.
Digital transformation software selection checklist
- Business objectives: Does the platform address a clearly defined problem?
- Employee usability: Can employees complete relevant tasks easily?
- Integrations: Does it connect with existing business systems?
- Mobile accessibility: Can employees access the platform through appropriate devices?
- Security: Does it support the organisation's access, privacy and governance requirements?
- Scalability: Can it support additional employees and changing business needs?
- Implementation: What resources, training and administration are required?
- Reporting: Can the organisation measure usage and business outcomes?
- Support: What onboarding, customer support and ongoing assistance are available?
- Total cost: Does the budget account for licensing, implementation, integration and maintenance?
For organisations prioritising the employee experience, digital workplace software may be particularly relevant.
These platforms can help connect communication, information and access to everyday workplace tools.
Our guide to digital workplace platforms compares software designed for different workforce requirements.
How to measure digital transformation software success and ROI
Measuring digital transformation requires more than reviewing whether a project launched on time.
Organisations need to understand whether the technology is delivering the improvements originally expected.
The most relevant measurements will depend on the software and business process involved.
| Objective | Possible KPI | What it helps measure |
|---|---|---|
| Improve software adoption | Active users, usage frequency and completion of key tasks. | Whether employees are consistently using the new platform. |
| Reduce manual administration | Time required to complete a process. | Whether workflows have become more efficient. |
| Improve employee communication | Communication reach, engagement and acknowledgements. | Whether important information is reaching relevant employees. |
| Improve access to knowledge | Search success, task completion and repeated support requests. | Whether employees can locate information more effectively. |
| Improve employee experience | Employee feedback and satisfaction with workplace tools. | Whether technology is making everyday work easier. |
| Reduce operational costs | Process costs, system maintenance and resource requirements. | Whether measurable savings are being achieved. |
Where financial ROI is relevant, organisations can compare the measurable benefits achieved with the costs of implementing and maintaining the software.
These costs should include licensing, configuration, training, integrations and ongoing support.
It's also important to distinguish between actual financial savings and improvements that provide operational value without immediately reducing expenditure.
How Oak Engage supports digital transformation
Digital transformation isn't only about introducing new technology. It's also about making sure employees understand, adopt and benefit from the systems their organisation uses.
Oak Engage supports the employee-facing aspects of digital transformation through communication, workplace knowledge, mobile access and engagement.
For large organisations, particularly those with distributed and frontline workforces, this can help address challenges around accessibility and employee adoption.
Targeted employee communications
Share relevant information with different teams, locations and employee groups, helping people understand organisational changes and new processes.
Mobile employee access
Help frontline employees access company information, workplace resources and communication through a mobile intranet experience.
AI-powered workplace search
Help employees discover relevant company knowledge and information without relying exclusively on manual navigation.
Workplace integrations
Connect employees with existing systems and tools, including Microsoft 365 and other workplace applications.
Employee feedback
Gather feedback through surveys and engagement features to understand how employees are experiencing organisational change.
Communication analytics
Measure the reach and engagement of employee communications, helping teams understand how effectively important information is being delivered.
Oak is particularly relevant when organisations need to improve communication, knowledge access and employee engagement as part of a wider digital transformation programme.
It can complement specialist operational, HR and business software rather than replacing every application within an organisation's technology stack.
Digital transformation example: Connecting frontline employees
US healthcare organisation Sevita faced challenges reaching employees through its existing intranet, which was accessible primarily to workers with company email accounts.
With a large frontline workforce, providing accessible company information was an important requirement.
Following the implementation of Oak Engage, Sevita reported 84% adoption across its workforce of approximately 42,000 employees.
This demonstrates how improving access to workplace technology can support employee participation in a digital transformation initiative.
Rather than focusing only on the introduction of new software, organisations should consider whether employees can actually use it in their everyday working environments.
Digital transformation software FAQs
What is digital transformation software?
Digital transformation software helps organisations modernise business processes, improve digital experiences and use technology more effectively. It includes applications for automation, cloud services, business operations, employee communication, analytics and workplace collaboration.
What are examples of digital transformation software?
Examples include enterprise resource planning systems, CRM platforms, workflow automation software, HR technology, business intelligence applications and digital workplace platforms.
What is the best digital transformation software?
The best digital transformation software depends on the organisation's objectives. A business modernising financial operations may need ERP software, while one improving employee communication may benefit from a digital workplace platform. Software should be compared against specific operational requirements.
What are the main benefits of digital transformation software?
Potential benefits include improved efficiency, reduced manual administration, better information access, stronger collaboration, more effective communication and greater visibility into business performance.
What features should digital transformation software have?
Important features may include integrations, automation, analytics, accessibility, security, scalability and mobile support. The necessary capabilities depend on the business processes being improved.
How do you implement digital transformation software successfully?
Start by assessing business requirements, defining objectives, involving stakeholders and selecting suitable software. Develop an employee communication and training plan, introduce the platform carefully and continue measuring adoption and performance after launch.
What is the difference between digital transformation and digitalisation?
Digitalisation involves using digital technology to improve existing activities or processes. Digital transformation is broader and may involve significant changes to how an organisation operates, delivers services and creates value through technology.
Why do digital transformation projects fail?
Projects can struggle because of unclear objectives, unsuitable technology, integration problems, insufficient training, weak stakeholder involvement or limited employee adoption. Clear planning and ongoing communication can help address these risks.
How does digital transformation software support frontline workers?
Digital transformation software can help frontline workers access company information, complete digital processes and connect with workplace applications. Mobile accessibility is particularly important for employees without regular desktop or corporate email access.
Is an intranet a digital transformation platform?
A modern intranet can form part of a digital transformation strategy by improving employee communication, access to workplace knowledge and connections to other applications. However, an intranet is not a replacement for every specialist business system required for digital transformation.
How do you measure digital transformation ROI?
Organisations can measure ROI by comparing quantifiable benefits, such as process savings or reduced administrative costs, with the total cost of the software and its implementation. Adoption, employee experience and productivity measures can provide additional evidence of value.
Conclusion: Choosing digital transformation software that delivers meaningful change
Digital transformation software can help businesses modernise processes, improve communication and create more effective working experiences.
However, successful transformation requires more than selecting technology.
Organisations need to understand their existing challenges, choose appropriate platforms, involve employees and provide ongoing support throughout implementation.
For businesses with distributed workforces, accessibility and employee communication should be considered from the outset.
When employees understand why changes are happening and have the tools and information needed to adapt, organisations are better positioned to achieve the outcomes they expect from digital transformation.
Looking to improve the employee experience as part of your digital transformation strategy?
Explore Oak Engage's employee communications capabilities to discover how targeted updates, mobile accessibility and workplace knowledge can support employees through organisational change.
