For millions in the workforce across the UK – notably including disabled employees, caregivers and those in lower-income brackets – remote working is not a perk but a necessity. Yet the digital infrastructure that makes it viable is, for too many organisations, still not fit for purpose.

Over 50% of UK businesses inadequate in providing remote workers with digital communication tools

For instance, fewer than half (46%) of businesses provide strong digital communication tools for remote employees, Ricoh’s State of UK Digital Transformation Report found. Only 52% can carry out critical operations remotely and have the secure technology to facilitate it. Moreover, half of UK organisations still rely on manual or paper-based processes that are inherently office-centric.

With hybrid working now an unshakeable norm, these operational failings threaten an inclusivity crisis. When an employee working from home and accessing workspaces digitally is limited in what they can do and see, they remain absent from the information flows that shape business decisions. For sections of the workforce who disproportionately depend on remote working, organisational shortcomings in digital maturity represent a barrier to participation.

The question is: what does closing this gap actually look like in practice?

Audit your digital experience through an inclusion lens

Most organisations audit technology for performance and security. Few audit it for equity. HR leaders should work alongside IT to assess whether digital tools are genuinely accessible and functional for all employees – and not just to those in the office or in senior roles. Collect feedback specifically from remote workers, part-time employees and those with accessibility needs to identify where the experience breaks down.

Close the communication gap first

Fragmented communication tools are one of the most consistent barriers. Where teams operate across multiple, disconnected platforms, remote employees are disproportionately disadvantaged. Many navigate systems that do not integrate, with processes centred around physical workspaces. HR leaders should work with IT teams to make the case for consolidating communication infrastructure around unified, device-agnostic platforms that deliver a consistent experience regardless of where an employee is logged in from.

Make secure remote access a baseline

More than half (56%) of less digitally advanced organisations report a lack of cybersecurity awareness. Where security infrastructure is weak or immature, remote access tends to be restricted. The result is that employees outside the office are systematically limited in what they can do. In addition to being a risk management priority, closing the cybersecurity gap therefore becomes a precondition for workplace equity in digital environments.

Digitise the processes closest to people

The finding that half of UK organisations still rely on partially manual or paper-based workflows also flags the urgency of effective digitising. Making processes more accessible, particularly in areas such as HR onboarding, approvals and document management, is one of the most direct ways to level the playing field for remote employees.

Bridge the strategy-to-reality gap with accountability

A majority of UK organisations acknowledge their digital experience is not yet mature, yet many will have invested significantly in digital transformation to reach even that point.

To close the digital maturity gap, organisations need to measure what has been deployed, but also how it is being experienced. Building regular, structured checkpoints into digital strategy, ones that specifically capture the perspective of remote and flexible workers, is what separates transformation in practice.

Addressing shortcomings here can help organisations create a truly evolved workplace experience – one that empowers employees, supports diverse work styles, and fosters seamless collaboration, whether in the office or remotely.