Edited by Martin Arborea
For many organizations, "being digital" means using tools like Excel, email, Drive, chat, WhatsApp, and management software. In reality, this means transforming some analog tools and habits into digital ones without making the true leap toward digitalization .
Armed with this misconception, these organizations waste hours managing:
- duplicate Excel files and misaligned versions;
- approvals via email, with a multitude of parties “cc’d”;
- internal requests getting lost in chat threads;
- deadlines reported on personal planners or digital post-its.
The consequence of this management is the dispersion and fragmentation of valuable information, with costs in terms of: inefficiency, stress, limited reaction capacity.
The pinnacle of this illusion of finally being digital lies precisely in the use of spreadsheets, with which the word Excel has now become synonymous.
friend has made its way into our lives, helping us manage the growing amount of information. It's used to create order and try to control the situation, but, as many are now realizing, what seemed like a help in achieving this goal becomes, in some cases, just an illusion, forcing us to do a far from easy job and causing us to lose control of the situation once again.
How is this possible?
Well, whenever a tool designed for a specific purpose is forced into a use other than that for which it was created, the risk of running into new and different problems becomes high.
Excel, the spreadsheet tool, was born and designed for analysis, numerical simulations, and calculations. This was its primary purpose. But over time, its use has evolved into a kind of corporate Swiss Army knife .
Let's take a concrete example
In many companies, maintenance management – both ordinary and extraordinary – is often based on an Excel file.
Each row represents a system, a machine, a location; each column represents an intervention, a date, a deadline.
On paper it seems simple: an ordered list of tasks to do.
But the reality is different.
That file lives in a shared folder, opened by multiple people, often at the same time.
No one knows who updated what, or when.
The cells are colored yellow, green, red — each with its own “ secret ” code, perhaps placed in a legend.
One technician adds a line, another deletes it.
Someone copies the file for safety, then renames it Maintenance_updated_final_OK_bis.xlsx
And so, nothing “definitive” remains.
The result?
Tasks overlap, deadlines are missed, systems are overhauled late. Errors are always lurking, with unpredictable results.
One day someone notices that a boiler has never been checked, or that a fire extinguisher is two months out of date, and that a key safety certificate is missing.
Yet “ it was all written down in the file ”.
Is the problem really with the Excel file? Excel isn't actually wrong— it's simply not designed to manage processes , but to hold data to be processed and perhaps perform calculations and create graphs.
Excel doesn't know if a task is "in progress" or "closed"—someone has to update it for that.
Excel does not warn you if an intervention is late.
Excel does not assign responsibilities.
Excel doesn't communicate with anyone.
What happens is that, instead of simplifying, we find ourselves in a paradox: management becomes complicated, we need people to remind people to open the file that people need to remember what they have to do.
And when technology ceases to support us, we begin to lose faith in digital . But be careful: it's not the paper that fails, but the way we force it to become something it isn't, to solve tasks it wasn't created .
So what should we do? Using tools correctly is certainly a first step: a spreadsheet can never tell us that an intervention is urgent, nor remind a technician that a system has been down for three days. A digital process can.
Maintenance management , to continue with the example , needs to stop being a sheet to be updated and become a living flow : each report opens an activity, each activity has a manager who is called to intervene, each deadline has an automatic notification, each status is visible in real time.
Technicians don't fill in cells: they receive tasks. Supervisors don't search for information: they consult indicators. Management no longer relies on a shared file, but on a traceable, transparent, and governable process.
The difference is not technological, it is one of perspective : instead of chasing data, the flow is orchestrated .
This shift restores the true value of digitalization: no longer doing the same things with new tools, but introducing tools that guide the organization in achieving its goals.
Maintenance management is just one example. Every organization has its own Excel files that, unfortunately, depend on more than they should: sometimes it's vacation time sheets, other times supplier lists, purchase requests, or expiring contracts, employee performance reviews, or internal ticket management... all the way up to staff onboarding, audits, and non-compliance, and much more.
The content changes, but the dynamic is always the same: a tool designed to organize data is used to manage processes without having the necessary requirements.
the true meaning of digitalization comes in : not about adding tools, but about restoring consistency to the way we work. We need technology that doesn't require us to adapt to it, but rather adapts to our processes, our logic, our language.
In this transformation, an enterprise-class no-code approach can play a leading role, enabling the rapid construction of solutions that transform fragmented work into an orderly and visible system, where each activity finds its place in a clear flow.
No more chasing papers, but processes to manage.
No more scattered data, but information with shared meaning.
No more manual tasks, but actions guided by rules, roles, and responsibilities.
Giving organizations back control of their complexity , making visible what is currently hidden in files, chats, and emails, in an environment where people collaborate, where flows move on their own, and where technology returns to being what it should always be—a silent, reliable, human ally: this is the true manifestation of digitalization.
Editorial by:
Martin Arborea
co-Founder and Marketing & Sales Director Openwork
Beyond the Interface: User Experience as a Strategic Lever for Innovation at Jamio Openwork
In the 1990s, Donald Norman, a cognitive psychologist and Apple engineer, first introduced the concept of User Experience (UX) , defining it as “the set of all interactions a person has with a system, from industrial design and graphics to physical and manual interactions .
Since then, UX has become a key element of technological innovation: it goes beyond how a software looks, but focuses on how it is experienced, how intuitive, pleasant and effective it is to use.
At Openwork, we strongly believe that the quality of the user experience is a key factor in a platform's success. That's why we're investing in a profound overhaul of Jamio openwork's user experience , convinced that a human-centric design isn't just an aesthetic improvement, but a true driver of value and transformation for those who use our solutions every day.
UX is not just UI
User Experience often confused with User Interface (UI). UI concerns the visual appearance—buttons, colors, layout—while UX encompasses the overall experience: simplicity, fluidity of flow, clarity of information, and the satisfaction of achieving a goal. In other words, good UX doesn't make a product look pretty: it makes it more useful, accessible, and productive.
In a context like Jamio , where technology is designed to adapt to people and not the other way around, UX is the meeting point between efficiency, design, and value in use and plays a strategic role in our vision of continuous innovation.
Design Thinking: Designing from the perspective of people
At the heart of modern UX is Design Thinking , a method that combines empathy, creativity, and rigor to solve complex problems. It starts by listening to users, observing behaviors and emotions, defining real needs, and building concrete solutions through prototyping and continuous testing. The principle is simple: prototype, test, improve, and start again .
It's the same approach we take at Openwork , where innovation comes from the direct experience of Jamio users and constantly evolves together with them.
The right balance between people, technology and business
A design solution is truly effective only if it finds the right balance between:
- Desirable → desirable for the user
- Feasible → technically feasible
- Viable → sustainable for the organization
This balance is at the heart of our research and development work: creating a design that is not only beautiful to look at, but also useful to use and sustainable to maintain over time.
How we're evolving the user experience at Jamio openwork
Starting from these fundamental concepts, at Openwork we are working on defining a new design system for the Jamio platform: a project that represents an important step towards a more modern, coherent, and people-centered user experience.
We are acting on three distinct but interconnected levels:
- User Interaction (IxD)
We study how users interact with the product, analyzing flows, response times, and navigation methods, to make every action more fluid and natural. - User Experience (UX)
We explore the overall user experience: how the user feels, how intuitive a path is, how much the system accompanies them in achieving their goals. - User Interface (UI)
We redesign the visual interface—the tangible elements of interaction—by defining a cleaner, more consistent, and adaptive graphic language, capable of ensuring continuity and recognizability across different Jamio applications.
This work isn't just a cosmetic restyling: it's a functional transformation . The goal is to make Jamio feel like a fluid, harmonious, and coherent work environment where every interaction supports productivity, reduces cognitive load, and conveys clarity.
The business value of UX
User Experience isn't a cost or an accessory design element: it's a strategic lever for efficiency and value .
Software designed around people:
- reduces training and support time,
- increases user productivity,
- reduces errors and redundant steps,
- improves the perception of quality and reliability of the brand.
no-code model , careful UX multiplies the platform's value. A good user experience allows more people—even non-technical ones—to easily design and use complex solutions. This translates into greater autonomy for business teams , faster change, and a real reduction in technological complexity .
Every improvement in Jamio’s UX has a direct impact on the productivity of the organizations that use it: less time understanding, more time doing .
Experience as a form of innovation
User Experience is today a key factor for the competitiveness of digital platforms.
With Jamio's new openwork , we are building an experience where usability, aesthetics, and business value merge to accompany organizations towards a more conscious, efficient, and human digitalization.
Because good design doesn't just make things beautiful: it makes them easier, more logical, more ours.
Managing certified email in the cloud: everything you need to know without neglecting security
certified email management represents a modern and strategic solution for companies and professionals seeking accessibility, security, and advanced organization.
Thanks to platforms like Jamio , you can access and manage your certified email inboxes from anywhere , centralize multiple accounts, integrate certified email with business systems, and message archiving and .
The main advantages include mobility, automation, organization, and advanced security through automatic backups, end-to-end encryption, constant monitoring, and certifications like ISO 27001.
The cloud , therefore, is particularly suitable for distributed teams, professionals with numerous certified email addresses , and companies seeking scalable and integrated solutions. In short, choosing the cloud means simplifying certified email management, increasing operational efficiency, and ensuring high security standards.
Discover how Jamio can transform your certified email management and explore all the benefits of the cloud for your organization.
