Today’s workplaces have adapted exponentially to digitisation and new priorities for the modern office worker. As such, the rise in smart offices is anything but surprising – but these office upheavals represent more than just rapid technological advancements like AI streamlining business operations.
Modern smart offices now present untold opportunities for businesses looking to leverage technology for the future. Despite this, there are undoubtedly some challenges along the way when making that all-important transition. As organisations navigate the balance between office-based and remote work, adapting to smart office surroundings requires careful consideration.
This short guide will explore the benefits, considerations, and logistical obstacles that present themselves when making the shift to smart offices in this day and age.
No longer a figment of our imaginations, smart offices integrate technology, data analytics and automation to create an immersive, collaborative environment. Involving more than just fast fibre connectivity and secure IT infrastructure, smart offices are designed and built to enhance productivity, well-being and sustainability for their users.
At its core, a smart office’s purpose is to present a space that responds intelligently to occupants’ needs while optimising business efficiency.
The journey towards creating a smart office will typically involve multiple stakeholders, from IT directors and facilities management to FF&E (furniture, fixings and equipment) providers who help orchestrate the physical transformation and overhaul. This combined approach ensures that the technological foundations and the physical space work in perfect harmony to support the needs of both workers and the business as a whole.
1. Integrated Workplace Management Systems (IWMS)
Modern IWMS platforms serve as the proverbial nucleus of a smart office environment, coordinating everything from meeting room schedules to planned preventative maintenance (PPM) for essential equipment. These systems provide valuable insights into how spaces are being utilised, helping organisations make vital, data-driven decisions about their workplace strategies.
2. Internet of Things (IoT)
IoT devices, sensors and equipment also form an essential foundation for any smart office infrastructure. IoT technology is responsible for automating many processes and routine operations that office workers perform every day, often without thinking about them. These include:
3. Intelligent Automation Systems
Automation in smart offices extends beyond standalone motion sensors and access systems. Smart office automation often incorporates:
When combined with IoT, smart automation can prove to be a game-changer in optimising and scaling operations.
Establish Clear Objectives
Before adding or retrofitting any smart office technology, organisations should start by creating a definitive plan that they can feasibly stick to.
Defining specific goals and desired outcomes will help businesses establish the various phases and processes associated with their smart office upgrade. Key pain points in the incumbent workspace environment will help to inform the strategy and how to achieve those respective targets.
Businesses shouldn’t just consider the immediate necessities and high priorities for their office upgrade – they should endeavour to picture future scalability needs and how the new smart office can help them achieve those with confidence.
Phased Implementation
Rather than going in all guns blazing, transitioning to a smart office methodically and in phases often yields much better results.
User-Centric Design
The performance of a smart office largely depends on how well users adopt and adapt to its design features. When optimising for siloed and collaborative work, office employees need to feel that the space complements their daily work however frequently they use it, rather than detracts from it and proves obstructive.
Office managers should consider:
The Institute for the Future of Work produces CIPD guidance on the responsible use of technology at work, so this is a good point of reference.
With many employees now opting to work remotely more often, management must be mindful of how it can both support and integrate this workplace model for employees.
Recent statistics point to just over 40% of working adults who work from home or hybrid work as of May 2024. While this is still below the peak levels of remote or hybrid work during the COVID-19 pandemic, there is plenty to suggest that remote and hybrid work are here to stay for the foreseeable future.
As such, companies must ensure seamless and unobstructed connectivity between shared on-premise servers and off-site devices. These devices are invariably owned by the company and are used by remote workers. This process is empowered more easily with enterprise-grade VPNs and remote device management software.
Additionally, technologies that support hybrid meetings and real-time collaboration will also be key to creating a smart office that embraces both on-site and remote participation.
Smart offices must also be designed to:
Smart offices will no doubt continue to evolve with emerging technologies and trends influencing how they are designed and installed.
From biometric access control to immersive virtual or augmented reality (VR/AR) meeting spaces, the future looks incredibly bright and tech-enabled. While specific new solutions are difficult to anticipate, management should be mindful of current trends that could create future opportunities and obstacles. BSI Internet of Things (IoT) testing, verification and certification criteria help to ensure organisations are deploying compliant and useful technology for the benefit of their workspaces.
Smart offices should undoubtedly attempt to incorporate energy efficiency systems, monitoring and technologies. Looking at various elements like waste reduction, material choices, carbon footprint tracking and energy sustainability reporting, companies have a moral duty to uphold good green etiquette when upgrading their spaces for the long haul.
In summary, the transition to a smart office requires a careful evaluation of:
A transition to smart office environments unlocks tremendous opportunities for businesses to create more employee-friendly, efficient, productive, and sustainable workplaces. However, a successful project requires thoughtful implementation of technology. This needs to add value to daily work through practical design and features that help businesses achieve their goals without workplace disruption.
As remote work continues to influence the modern business world, smart offices must adapt and evolve to promote compelling reasons for employees to utilise office spaces to their fullest potential, while supporting their work preferences.