Have you heard of the concept of workspace virtualization, but don’t know exactly what it is and how it can benefit your business?
Rest assured, Groupe SL’s team of IT outsourcing specialists is here to provide you with the answers you are looking for. Find out what a virtual workstation is, how it works, the business benefits of workspace virtualization, how to set it up and what the solutions are.
Workstation virtualization: definition
Workstation virtualization is a technology that involves hosting an employee’s working environment (including their desktop, applications and files) on a remote server instead of on their personal computer. This means that the employee can access their entire ‘workstation’ from any internet-connected device, such as a laptop, tablet or smartphone, from any location, which is impossible with a physical workstation.
A virtual workspace is therefore a workplace where employees are connected to each other via digital tools, no matter where they are physically located.
Users in a virtual workspace bridge the physical distance between them with a set of computing tools designed to support close communication and collaboration. These tools often consist of software that uses cloud computing to make various virtual desktops and business applications (like those found in the Microsoft 365 service) accessible from a data center.
How does a virtual workstation work?
Creating a virtual workstation involves using virtualization technologies to create a digital version of a user’s working environment. Virtual workstations are hosted on centralised servers in a data centre where all relevant applications, data and operating systems are located.
Users connect to their virtual workspace via the Internet from any device with an Internet connection, using special software or applications called remote desktop clients. The connection is secured through the use of protocols like VPNs or encrypted connections. Once connected, users see their usual desktop with the same applications, files and personalized settings as always, even though everything is running on the remote server.
IT administrators can manage, update and secure all digital workspaces from a central server, which simplifies maintenance.
An example to help understand workspace virtualization
For a better understanding of the concept of workspace virtualization, here is a more concrete example.
Rather than having to install all business software on a new employee’s computer, the employee could simply connect to the Internet with their personal device to access the company’s cloud-based data center. From there, the employee will have quick and easy access to all of their published, SaaS and mobile applications via a single, secure unified workspace.
Workspace virtualization therefore allows the operating systems, applications and data of the underlying hardware of a computing device to be ignored, which simplifies IT infrastructure management.
6 benefits of enterprise desktop virtualization
Now that you have a better idea of what workspace virtualization is, you may be starting to realize the full potential of implementing it in your business. Here are some of the many advantages of virtualization:
1. Better data security
When a workspace is virtualized, data and applications never leave the data center. Data is centralised and stored on secure servers, and connections are protected by security protocols such as VPN.
For a company that works with sensitive data and confidential information, desktop virtualization can therefore reduce the risk of data loss at the terminal level, thanks in particular to an online backup.
Furthermore, it is much easier to implement security measures like two-factor authentication with a virtual workspace.
2. Assured compliance
Many companies have to meet stringent requirements in order to operate in full compliance.
Compliance may require a company to update each employee’s computer, which is a daunting task for organizations with dozens or hundreds of employees.
With desktop virtualization and hosted cloud solutions, cloud software updates will ensure that employees are working with compliant software.
3. Reduced workspace and equipment costs
A virtual workspace eliminates the need to provide employees with a physical workspace.
Companies that rely on this technology could save significant amounts of money in rent, heating, insurance and security costs, to name a few.
Similarly, desktop virtualization is a good way to make more room for remote work without compromising productivity. Not to mention that it could allow you to hire candidates from anywhere in the world.
In addition, virtualization means that companies no longer need to invest in expensive desktop computers for each employee. Standard devices are all that’s needed to connect to centralised servers, reducing hardware costs.
4. Simplified maintenance and management
IT administrators can manage, update and secure all virtual workstations from a central point, which reduces maintenance time and is more cost-effective than managing multiple individual devices.
Virtualization makes it easy to adjust IT resources according to business needs. Adding new users or increasing processing power can be done quickly and without having to make a major additional investment in hardware.
5. Continuity of operations
Unlike physical desktops, virtual workstations can promote business continuity by providing uninterrupted, flexible access to working environments. In the event of a hardware failure, users can quickly reconnect from another device, avoiding loss of productivity. Data and applications are centralized on secure servers with regular back-up systems, so they can be quickly restored in the event of a problem. In addition, software updates and security patches are deployed centrally, reducing the risk of technical problems.
Workstation virtualization therefore helps businesses remain resilient and maintain uninterrupted operations, even in the event of major unforeseen events.
6. Flexibility and mobility of workers
Workstation virtualization offers employees significant flexibility and mobility. They can access their virtual offices from any Internet-connected device, promoting a better work-life balance. This flexibility improves employee satisfaction and productivity since it allows them to work in optimal conditions.
In terms of mobility, employees can work while on the move, eliminating geographical constraints and allowing them to remain connected and operational no matter where they are. This ability to work from anywhere is key in the event of emergencies or pandemics, as we have already experienced, and contributes to continuity of operations. It also makes it possible to hire staff from elsewhere in the country or abroad.
Workstation virtualisation keeps employees productive and engaged, while businesses benefit from a workforce that can adapt when faced with today’s challenges.
How do I virtualize my workstations?
Implementing workstation virtualisation requires careful planning and a clear understanding of business needs. Here are the key steps to success, from initial assessment to user training.
1. Assess the company’s needs
Identify the applications and data required by each user, as well as the hardware and software resources available. This initial phase is the point at which you can determine the best virtualisation approach, and the infrastructure required.
2. Choose a virtualisation solution
There are several workstation virtualization options to choose from, including VMware, Citrix and Microsoft Azure Virtual Desktop. These solutions offer a variety of features related to digital desktop management, security and performance. Select the one that best meets your specific business needs in terms of flexibility, cost and support.
3. Set up the infrastructure
This includes installing centralized servers in a secure data centre to manage the workload of all virtual workstations. Configure the networks so that you can count on a stable and secure connection, and set up backup and redundancy systems to guarantee business continuity.
4. Configure the workstations
Install the necessary applications and migrate user data to centralized servers. Make sure each virtual desktop is customized to the individual needs of users, including specific settings and preferences.
5. User training
Users will need to learn how to connect to their virtual workstations, how to use the applications and how to solve common problems. Provide ongoing support to answer questions and resolve any technical issues. Virtual workstations also require regular monitoring to make sur they are performing properly and remain secure.
What workstation virtualization solutions are available?
Workstation virtualization can be achieved via a number of different solutions, each with its own advantages and specific use cases. The three main solutions are Remote Desktop Services (RDS), Virtual Desktop Infrastructure (VDI), and Desktop as a Service (DaaS).
VDI (Virtual Desktop Infrastructure)
A VDI system creates individual desktop environments on a central server, offering a personalized user experience and better performance for heavy applications. However, it is more complex and expensive to implement and maintain.
RDS (Remote Desktop Services)
An RDS solution allows users to connect to desktops and applications hosted on a remote server via the RDP protocol. This solution is easy to configure and manage, with a lower initial cost, but offers limited customisation and may not perform as well for heavy applications.
Desktop as a Service (DaaS)
A DaaS system hosts virtual offices in the cloud, meaning they are accessible via the Internet. It reduces management costs and offers easy scalability, but depends on a stable Internet connection and can raise some concerns related to data security and confidentiality.
Groupe SL helps you get the most out of your virtual workstations
In conclusion, workstation virtualization is a fairly abstract concept, but there are tangible benefits for companies that decide to implement it.
If you’d like to speak with workstation virtualization experts to find out if and how your organization could benefit, please reach out and contact us. We can develop a deployment plan tailored to your organization if you decide to make the move.
