Digitalization of processes in public companies
Julia Streichan
June 2, 2025 - 4 min
The digitalization of processes is no longer a pure trend topic, but a necessary development – also for public companies. Efficient processes, faster processing of requests and better cooperation between departments are the clear advantages. But the successful implementation depends not only on new tools, but above all on the people who use them and the secure design of the processes.
In this article, we examine which central aspects should be considered when digitalizing processes in public companies – with particular focus on security, employee involvement and integration into existing workflows.
1. Security in digitalization
Public companies often work with sensitive data - whether in personnel, citizen requests or administration. The digitalization of these processes offers great opportunities, but also high demands on IT security.
Data protection and compliance: New digital processes must comply with legal requirements from the start, such as the GDPR. Data protection impact assessments and training in the secure handling of data are also part of the introduction of new tools.
Cybersecurity in everyday life: Phishing, ransomware or data leaks - the threats are varied. Security concepts that are regularly checked and adapted to new risks offer an important protection barrier.
Secure infrastructures: Whether cloud solutions or internal systems - a secure IT architecture that is regularly checked and updated is essential.
2. Digitalization must fit into practice
An unplanned and purely digitalization of the "paper process" rarely brings the desired added value.
The digitalization should always be seen in the context of practice. Only when the processes are adapted to be able to optimally use the new tools can the digitalization bring added value.
New digital processes are only meaningful if they can be integrated into existing work processes and actually improve and simplify them.
Process analysis before digitalization: Before an analog process is digitalized, it must be checked whether it is still up-to-date and appropriate to the goals and visions. Sometimes a fundamental redesign is worthwhile.
Prototypes and tests: It is recommended to test new digital processes initially on a small scale before rolling them out comprehensively. This allows weaknesses to be identified early and acceptance to be tested.
Maintain flexibility: Processes and requirements are constantly changing. Digital solutions must be designed so that they can be flexibly adapted to adjust to new circumstances.
Gather feedback: Employees who work with the new processes should have the opportunity to give regular feedback to ensure that the digitalization really supports the workflows or where further optimizations lie.
3. Digitalization must actively involve all employees
Successful digitalization does not work from top down. The employees who work daily with new digital processes must be involved early in the digitalization process.
Understand needs: What challenges currently exist in the workflows? Where does the shoe pinch? These questions must be worked out together with the teams in preliminary discussions - e.g. through workshops or interviews.
Create transparency: Changes often cause uncertainty, so it is important to communicate openly early on why digitalization is necessary, what goals are being pursued and how the process will proceed in individual steps.
Training and support: Digital solutions can only reach their full potential when everyone knows how they work. Practical training and continuous support are therefore an important component.
Promote cultural change: Digitalization is not only a technological but also a cultural change. An open mindset in which mistakes are seen as learning opportunities contributes significantly to success.
Conclusion
In summary, it can be said that the digitalization of processes in public companies offers great opportunities – from more efficiency to better service quality.
For it to be successful, however, several factors must work together: Secure IT infrastructures, the active involvement of employees and careful adaptation of processes to practice.
Only when technology, people and processes work hand in hand will digitalization become a success model.
