The modern office requires technology in order to capitalize on all the newest innovations for the sake of more productive work. We live in an interconnected world, which means separation from that technology is no longer an option. Rather, workspaces are embracing tech in a way never before glimpsed by previous generations, while keeping up with its newest developments.
Incorporating technology into your workspace is easy enough in approach, but you should be aware of some things before you decide on how to proceed. Thankfully, this guide will act as a resource to help you figure out the best way to utilize technology within your office, allowing you to get up and running as fast as possible.
DEFINING THE SMART OFFICE
“Smart office” might seem specific in tone, but it’s actually somewhat of a generalization that means any workplace using technology as a means to effect better productivity and overall efficiency. By leveraging technology within the workplace, companies can further increase worker productivity by interconnecting teams with hardware and software that makes their everyday jobs that much easier.
Much of this is related to resourcing and data, but it also includes the right kind of office furniture and machinery that can facilitate a more productive work day. Smart offices are constantly evolving with new technology, as well as updates to existing technology that builds upon previous refinements. As time goes by, offices become more productive, allowing them to expand and grow at a faster rate.
CHOOSING THE RIGHT TECHNOLOGY
When it comes to adopting technology into your workplace, it’s important to understand what types are needed for specific areas. For instance, front reception may require different technology than, say, the conference or meeting room. For the latter, you will need to think about technology such as scheduling software, video conferencing hardware and networking, etc., while the former may require meeting software and visitor tracking technology in the form of temporary passes.
The main office floor will obviously require technology in the form of connectivity, strong Wi-Fi, support for various devices, and easily accessible data and charging ports. Whatever the scenario, it’s important that technology acts as an accompanying facet of your office that is easy to access at all times.
THE IMPORTANCE OF OFFICE LAYOUT
Technology itself is just one portion of a proper smart office concept. The other lies in the office layout, itself. Having the wrong layout means that technology won’t be able to properly assist workers in doing their best. That’s why it helps to understand how certain areas of the office function, so you can better integrate technology into the mix.
For instance, it is common practice for employees to utilize more than one area of the office in order to do their daily work. This “freestyle” approach breaks up the monotony of the daily routine, and refreshes the mind. Therefore, employees may wish to move to different parts of the workplace, which means they’ll need ready access to tech. For that reason, it’s good to identify the most used spots that employees head to, which in turn will allow you to set up the right integration of technology for use.
Another factor to consider is the concept of “hot-desking,” whereby more than one worker will use a particular workstation or desk. This is most commonly associated with part-time remote work, where employees come into the office just a few days a week. In that case, space can be saved by installing fewer desks or workstations, allowing more employees to use the same spot. Here too, the layout of such an office space will affect how you integrate technology into the mix.
CHOOSING THE RIGHT SOFTWARE & HARDWARE
Today’s smart offices utilize all of the above, including remote work as a means to achieve the company’s goals. Therefore, choosing the right software can help facilitate a smoother integration of technology, and a more seamless work day for everyone on the team.
Platforms like Zoom, Google Meet and Microsoft Teams are commonly used by employees to collaborate and keep tabs on projects, while software like Monday.com acts as a centralized hub for daily activities and duties. On the hardware side of things, it’s wise to invest in things like high-quality webcams which will make communicating that much easier. Make sure to choose webcams with a high resolution output, especially if employees need to pay attention to things like white boards and presentations.
When it comes to meetings and scheduling, programs like Robin and Calendly are excellent go-to solutions, while anything related to analytics can best be harnessed by Meeting Owl, Teem or AskCody. There’s a wealth of excellent software and hardware to choose from in order to craft the perfect smart office space.
Integrating technology into the workplace means choosing the right kind for your day-to-day activities, while fusing them together with proper office layout techniques. That being said, it isn’t always easy to know the best way to approach that. At Sensyst, we understand the dynamics between technology and office design, which is why we invite you to contact us today if you’re looking to transform your space.
We’ll help identify your needs, and the best way to marry technology with strong office design, which will pay productivity dividends for years to come. Contact us today to learn more.