Laying the groundwork for digital transformation

Organizations in both the private and public sector — including municipalities and government agencies — are under growing pressure to digitalize their workflows. They need to boost efficiency, ease the burden on their workforce and keep pace with ever-increasing expectations from customers and citizens. Without digital transformation, these organizations risk falling behind.

Many decision-makers recognize the urgency. But there’s often a gap between realizing the need for change and taking action. In many municipalities, for instance, requests are still printed, stamped by hand and passed physically from department to department. And in manufacturing, while machines may now be digitally operated, procurement and maintenance are often still managed using paper forms or Excel spreadsheets.

MeisterTask’s digitalization report paints a clear picture of this lag in Germany. Only 14% of public sector respondents rated the level of digitalization in their city or municipality as good or very good, even though 97% of mayors believe digitalization is crucial to their community’s future success. The desire for change is there, but in many places, digital transformation is still in its infancy.

This is where our guide comes in. A successful digital transformation doesn’t begin with a giant leap in technology; it starts with a clear strategy and realistic planning. Start by determining what needs to change, why it matters and what success looks like for your organization. Only once your specific needs are clear can you build a plan that truly delivers.

What you’ll learn in this chapter

• Why a personalized approach is essential

• What questions to ask before getting started

• How transparent communication sets your project up for success

Analyze your current situation

Each digital transformation is as unique as the organization behind it. There’s no “one size fits all” solution. General guidelines — like the one you’re reading — can point you in the right direction, but ultimately, you need answers tailored to your specific situation.

Start with a thorough analysis of where you currently stand. Take your time here: a structured inventory, using something like our digitalization template, helps ensure you don’t miss critical details and allows you to allocate resources wisely. And be sure to involve your employees and stakeholders early. An internal survey is a great way to gather meaningful insights on what needs to change and any constraints you need to consider.

Ask yourself: 

1. What problem are you trying to solve? Is it streamlining workflows? Responding to citizen inquiries faster? Improving internal communication? The clearer the problem, the more targeted your solution can be.

2. What are your specific goals? Do you want to speed up administrative tasks? Improve competitiveness through automation? Or reduce pressure on staff with digital tools and AI? Define measurable outcomes to track your success later.

3. Who is affected? Identify everyone impacted (both positively and negatively) by the changes. Think about potential fears or resistance. The better you understand your stakeholders, the more effectively you can support them.

4. What’s your current position? Which digital tools are already in use? How well are they integrated into your systems and workflows? For instance, 76% of German municipalities use cybersecurity tools — how does your setup compare?

5. What are the risks and challenges? Regulatory hurdles are a major barrier for 78% of public sector institutions. Financial constraints are another, as mentioned by 66%. Assess possible blockers such as data protection rules, outdated hardware, budget gaps and lack of expertise. Use our risk management template to collect and prioritize risks all in one place. This makes it easier to manage them later. 

Communication is key

Change often brings uncertainty. Digitalization is no exception. Before introducing new tools or processes, your employees will want to know: What’s changing? When? Why? That’s why your digitalization efforts should be treated as a fully-fledged transformation project — one that builds trust early and actively addresses resistance. 

• Make sure you have a clear project plan: When will the project begin? When will the first results be visible?

• Keep everyone informed: Explain how the changes will affect everyday work.

• Highlight the benefits: Show what the new digital workflows will improve — from the perspective of individual employees to department heads.

• Establish go-to contacts: Make it clear who employees can turn to if they have questions or run into challenges during the transition.