Why you should break your team workspace free from disconnected workflows

Post date

March 20, 2025

Team workspace should connect, not confuse

Different tools don’t always work well together. Each app may have its own format, workflow, and integration limitations (e.g. restricted or paid APIs, compatibility issues with certain programming languages, etc). This forces your employees to constantly switch between platforms, manually transfer data, or deal with broken connections. If an app has open API libraries, you can of course create an integration app – or rely on a third party to do so. However, this fragmentation disrupts collaboration, increases the risk of errors, and wastes time that could be spent on meaningful work.

Beware the vendor lock-in

And sometimes vendors just don’t want their app to work well with competitor tools. It’s easier to keep users locked in when no other software supports their application’s data format. Take office suites as an example. Microsoft Office formats (OOXML) are considered open, but proprietary technology makes it difficult to create software that could produce compatible documents. Even if a suite manages to introduce the best OOXML support apart from Microsoft itself, it won’t perform flawlessly, as it’s not completely compatible. In the end, most people who work with DOCX have to stick to Microsoft Office, and now move to Microsoft 365 as Microsoft announces the end of support for Office.

The cost of a fragmented team workspace

But efficiency is not the only obstacle. Managing multiple vendors, subscriptions, and updates can be expensive due to each app’s cost model and individual efforts to maintain and update those applications. That means having to hire more workforce, and spend more money. These costs add up quickly, not just in direct expenses but also in hidden inefficiencies: time spent managing renewals, tracking usage, and ensuring compliance. On top of that, frequent updates and changes across various platforms can lead to compatibility issues, forcing businesses to invest in additional integrations or workarounds.

One integrated platform – operational efficiency at a lower expense

With a singular integrated platform, you move from app sprawl and compatibility issues to seamless integration. This solution scales easily and is much more convenient to manage. It also means a lower cost of ownership as you save on multiple licensing fees and reduce administrative overhead. As a result, you get to consolidate costs and enjoy a smoother, more predictable workflow.

How the synergy of a team workspace affects individual productivity

When workflows are scattered between apps, each transition creates friction. As we wait for an app to load we start opening new tabs. We even shift between different modes of thinking due to the various interface patterns.

And that not only consumes time but also drains our cognitive resources, disrupting our productivity and making it harder to maintain focus and momentum. Leaning five different interfaces and connecting information across five platforms is a time loss that you and your team could avoid.

When everything is accessible from one place, this friction is reduced. Ultimately, a single environment with a unified design lets you move from disrupted user experience and learning curves to a consistent UI.

Compliance challenges solved

What’s more, one platform provides central data governance. And central here means you are in the driver’s seat. This allows you to stay secure and oversee privacy while controlling your compliance with a much better chance to do it right.

Consolidated data without unnecessary silos

Multiple applications create unnecessary data silos, such as user databases, documents, communication logs, access credentials, and sensitive project information. When your system is consolidated, you strongly reduce the risk of data exposure and leakages.

Easier compliance and reduced paperwork

A single platform ensures consistency throughout: encryption, access management, and eventually compliance. That includes faster incident response, easier enforcement of protection policies, simplified monitoring, and better access control.

It is easier to have an overview of where every piece of data is located, which is mandatory under most compliance regulations. In this way, managing data processing agreements also requires less scrutiny.

Nextcloud Hub 10: your integrated collaboration platform

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Nextcloud Hub is an integrated but modular solution that you shape and define, replacing multiple disconnected stand-alone apps and restrictive, rigid app bundles. Instead, it offers flexibility and adaptability within a unified platform, so you can readjust your focus on what matters.

With seamlessly connected tools for file management, project management, planning, collaboration, and communication, Nextcloud can handle any type of project. And with its over 400 integration-ready apps, you can personalize your workspace to your specific needs.

But Nextcloud also enables you to access your favorite external services through its platform. We help developers create apps and integrate third-party software in a way that keeps your experience with Nextcloud consistent as an end user.

As Nextcloud is aware of data across applications, you don’t need to constantly switch between tools. You can see calendar events in your chat rooms, create tasks directly from emails, or look up items in any application thanks to the Unified search function.

With our latest team workspace platform — Nextcloud Hub 10 — you get access to an integrated digital toolbox built on years of insights into how people collaborate, safeguard their data, and connect their apps, as well as an even more powerful, refined back-end.