Every time you close your eyes, there is a new technological advancement completely transforming the world as you know it. Technology has become a crucial part of human life and automation is the number one process in the business world today. While it may be difficult to stay up to date with all of the novelties, it’s essential to, at least, try.
Almost all workplaces have been subject to major changes and this won’t stop anytime soon. In the last couple of years, offices have become more automated.
This means that businesses recognize the importance of finding and embracing smarter ways of working. The goal here is, of course, to improve efficiency, productivity, and employee well-being among other things.
Although it may seem so, this shift toward smart offices is not a passing trend. Instead, it refers to taking a closer look at how “work” is defined. This new possibility to merge physical spaces with various digital tools demonstrates just how compatible productivity and comfort are.
The Evolution of the Office Environment
When you think of a traditional office, you probably think of rigid structures and boring cubicles. If that is what you imagine, you’re not wrong at all. However popular they used to be back in the day, they are pretty rare today. The main reason for that is that the way people view work has changed.
If you’re wondering what brought this vast change, the answer is rather obvious. Digital transformation has affected the ways in which we work and the ways in which we look at work. For example, it’s difficult to imagine an office today that doesn’t offer hybrid or remote work. This couldn’t have been the case 10 or 15 years ago.
A modern employee looks forward to the possibility of hybrid or remote work. That is why companies are more and more reimagining the typical workplace. Instead of focusing on strict schedules and layouts, they are making it a unique and dynamic system of people, technology, and spaces.
When it comes to physical characteristics of a modern office, there are open-plan layouts and flexible seating arrangements. Not only that, but collaborative zones have also replaced many old-fashioned setups. Not only do they look better, but they also allow teams to operate better.
The flow of work and the well-being of the employees are at the centre of smart workspaces. That is why these modern offices are designed in such a way that accommodates the flow of the work. That can refer to anything from quiet concentration to spontaneous brainstorming.
Integrating Smart Technology for Seamless Operations
What makes a workplace smart? If you think that the answer is obvious, you are right. However, technology is used in every office, yet, we wouldn’t call every office smart. Instead, the focus here is on the type of technology that is easily adaptable to users’ needs.
The ways to integrate smart systems into a modern office are numerous. For example, you don’t have to waste time pulling important data. Instead, you can have your voice-activated assistant do so. Then, if you have difficulties managing schedules, you can use AI to do this for you. With cloud-based collaboration platforms, you can ensure projects are constantly moving forward, even when teams work miles apart.
You can use technology to improve overall conditions in your office. For instance, special sensors in the office can be used for monitoring several factors. Air quality is one of the most prominent factors you should measure in an office. Humidity and temperature affect the atmosphere in the office too. With quick access to data regarding these factors, you can have the understanding necessary for making adjustments and reaching optimal working conditions.
If you often have issues with double-booking meeting rooms, rely on smartphone apps to solve it. Use more interactive boards to facilitate brainstorming sessions and to annotate quickly and accurately. These are just some of the more popular ways to improve time management in the workspace. Less time spent on these formalities means more time spent on constructive and productive projects.
Data-Driven Decisions to Improve Workplace Efficiency
The benefits of smart workspaces are various. One particularly interesting benefit is the ability to collect and analyse data. In the business world, data is the most valuable thing. Why is it so important to work with reliable and accurate data at all times? Simply, making informed decisions without proper data analytics is an impossible mission.
You can use this kind of information to improve operations throughout the office. For instance, you can look at occupancy data to determine which spaces are more used and tend to be overbooked, while others sit empty. That way, you can find ways to upgrade or repurpose certain spaces. Soon, you’ll achieve maximum comfort for everyone in the office.
If you do discover that a large meeting room is never used to its full capacity, start brainstorming. Maybe you could turn into two smaller areas. On the other hand, you may notice that some spaces are always occupied. Make sure to add more of those wherever possible to avoid issues and overlapping in the schedules.
Even though these are small changes, they can still affect the office hours immensely. Collecting reliable data will tell you how effective your business is today. It will also help you predict some future needs.
Enhancing Employee Experience and Well-being
Both employers and employees love smart workspaces. The reason for this is rather simple. Namely, smart workplaces are deeply human-centric. Different employees will have different needs. That is why technology is there to help employers make environments that meet everyone’s needs.
There are many ways to create a healthier setting – from adjustable lighting and air purification systems to ergonomic furniture. Lighting systems, in particular, help reduce energy consumption. For instance, high-quality honeycomb blinds make a great addition to any office. They can easily be automated to adjust both based on the time of the day or the amount of sunlight in the room.
Ergonomic chairs are also essential in a modern and smart office. They are special chairs that prevent back strain and ensure a healthy spine for any worker in the building. Make sure to place some air purification systems around the office to improve indoor air quality. Your employees will experience less fatigue when they can breathe in fresh air of high-quality.
Any workplace that encourages autonomy can be called a smart workplace. That is why employees are called to personalize their workspace preferences, access digital resources on demand, and work remotely without losing the connection to the team.
Cybersecurity in the Smart Office
With smart offices, the good thing is that almost everything important is stored online. However, the bad thing is also the fact that almost everything is stored online. For this very reason, cybersecurity is one of the most important parts of a smart workspace.
As workspaces become more connected, cybersecurity is becoming more and more necessary. Unfortunately, any smart device can become an entry point for cyber threats and attacks. That means that even connected printers can be a liability. Although they bring huge productivity gains to the office, they need to be secured with robust protocols in order to be used safely to their full potential.
One very popular form of cyber safety in action is multi-factor authentication. This is a simple step that requires just a couple of seconds, but it can preserve valuable data. Then, there are encrypted communications and regular security audits. They are also there to make sure all sensitive data remains protected at all times.
It is not enough to just implement these measures in the office. Employee training is just as important a safety measure, as human error tends to be the leading cause of security breaches. On the other hand, a smart workspace isn’t just about efficiency – it’s about trust too. Working in a digitally safe environment reduces stress and lest workers focus solely on their work.
Facilitating Collaboration Across Locations
One of the latest occurrences is having teams work remotely. Usually, teams work in different cities, states, and even continents. When you work in a smart office, it doesn’t matter whether your colleague is in Sydney, Paris, or New York. You can function perfectly well as a team no matter which time zone you’re in.
There are several technologies used to enable remote teams to work and function together. For instance, the most popular way to do so is by utilising the high-definition video conferencing tools. Then, cloud-based file sharing, and shared digital whiteboards also serve to ensure that everyone can contribute in real time.
If you have issues coordinating important meetings across different time zones, AI-assisted scheduling can always jump in and help. In virtual reality meeting rooms, you can create a truly unique atmosphere blending the line between face-to-face and remote collaboration.
The goal is to eliminate the friction of distance. With certain tools, you can easily eliminate this issue and make remote work function flawlessly. Without this, you risk damaging the team culture and having issues with communication and collaboration among teams.
Sustainability Meets Productivity
Sustainability is a great concern today and it is another major benefit of smart workspaces. It goes without saying that sustainable design is great for the environment. However, this is also a smart business move.
Demonstrating that you care about the environment can only improve your brand image. It can quickly make you more popular among both your employees and your clients. Today more than ever, clients and customers want to work with businesses that show a serious amount of environmental responsibility. Investing in eco-conscious initiatives can only attract more clients, customers, and even potential employees to your company.
Training Employees for the Digital Workspace
The best technology in the world is only effective if people know how to use it. That is exactly why training is a the central part of any smart workspace strategy. Workshops, learning platforms, and peer-to-peer mentoring are all great ways for businesses to help their employees thrive with the new technologies.
Training isn’t important just because it will cover technical skills. On the contrary, it should also address the digital etiquette. Furthermore, it’ll tackle collaboration best practices and employee adaptability, which is crucial in a rapidly evolving environment.
To avoid getting your workers overwhelmed, make sure to provide adequate training for them. A properly trained team will always be efficient and collaborative, even more innovative than those that lack knowledge and experience.
Preparing for the Future of Work
While having the latest gadgets is pretty neat, having a smart office is about much more than just that. The purpose of smart workspaces is not to be cool, it’s to streamline processes as much as possible. You want to make work more digestible for everyone involved and you want to increase productivity.
Plenty of processes in the typical office have already been automated. You no longer have to send emails manually, you don’t have to schedule meetings manually, and you don’t have to track project progress manually either. With Artificial Intelligence growing every day, we can only expect more changes and innovations in years to come.
Soon, you might encounter completely new forms of hybrid works or new ways of team organisation. The greatest characteristic of a modern office is innovation. Most workers find this both inspiring and motivating. Having access to the latest tools and modernised spaces makes it easier to experiment and share new ideas.
In a smart office, you can expect your team to take more creative risks and find new ways to solve old issues.
Conclusion
The fact that there are more and more smart workplaces only demonstrates how effective they are. Thanks to their numerous benefits, these offices are constantly transforming the way we work. Don’t wait too much and start investing in existing technologies as soon as possible. Make sure to do your research and modernise your office in order to follow global trends and stay on top of your game!
