Smart workplace: the perfect mix between humanity & technology

Smart workplace solutions are revolutionizing how we approach productivity and collaboration. But what exactly is a smart workplace, and why should you care? From AI-powered assistants to IoT-enabled environments, smart office solutions transform our work. Did you know that you could potentially cut your office costs by 40% thanks to workplace technology¹ and that “92% of workers say workplace automation has improved their lives”²? These staggering statistics are just the tip of the iceberg.As we delve into the world of intelligent workspaces, you’ll discover how cutting-edge innovations like smart lighting, advanced video conferencing, and predictive maintenance are reshaping the modern office—it's time to learn more and welcome the era where humanity and technology work hand in hand. 

Definition of a smart workplace

A smart workplace is an office where technology helps businesses and people grow and thrive more efficiently. Since COVID-19 arrived, it has played a major role in embracing new ways of working. Most importantly, new work trends focus more on employee experience and enhancing productivity. For example, automation offers a large variety of digital solutions that reduce the amount of repetitive and low-valued processes. Consequently, team members have more time for meaningful tasks. They can finally use their skills better and concentrate on their goals with purpose.

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5 benefits of implementing smart office solutions

Smart workplace benefit #1: increased employee efficiency and productivity

How often do you waste time searching endlessly for an online document or redoing tasks due to poor communication? This is one of the most frustrating and annoying things. Developing a smart workplace with the right tools for your employees boosts their performance and productivity. 

By enabling them to automate low-value tasks and leveraging AI, your staff will become more engaged and have a better workplace experience. Smart devices will empower them to unleash creativity and utilize their top skills effectively. 

Increasing productivity isn’t only about speed; it also includes quality. Smart office technologies can significantly improve both efficiency and the quality of work.

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Smart workplace benefit #2: thriving hybrid team collaborations

As hybrid work has become the norm, many employees now operate from different places and at varying times. Therefore, the need for efficient collaboration tools has never been more pivotal. From digital communication software to VR devices and room scheduling, the market for flexible work offers multiple smart solutions. 

Identifying and analyzing their needs by collecting data and feedback is key to meeting your employees’ expectations. Where do they struggle? How can you support them and improve their experience? Each business has its own requirements, but one thing is for sure: finding the perfect tool for your workforce is becoming easier as the market for smart technology keeps expanding.

Smart workplace benefit #3: better employee experience

How do you develop your workplace culture? What is your HR strategy to attract and retain talent?

Smart workplace solutions play a major role in boosting employee experience. Every team member probably agrees that losing twenty minutes at the beginning of the day searching for a free desk causes anxiety and frustration. Office technology, such as a desk booking solution with an interactive floor plan and a week planning feature like deskbird, removes unnecessary stress and enhances your workforce experience.

Using an employee engagement app and considering the workplace analytics your smart tech solutions collect also helps you determine levels of satisfaction and happiness at work. With your observations and the feedback gathered in parallel, you can make intelligent decisions to improve your work environment.

Smart workplace benefit #4: lower office costs

A smart workplace can significantly reduce costs compared to a non-tech workplace by optimizing resource usage and enhancing efficiency. 

For example, workplace IoT controls energy consumption and helps you lower utility bills by adjusting lighting and HVAC systems based on occupancy. Automation tools can streamline repetitive tasks, reduce labor costs, and mitigate human error. Cloud-based collaboration platforms cut down on physical infrastructure costs and enable remote work, saving on office space and travel expenses. Predictive maintenance software can extend the life of equipment by identifying issues before they become pricey problems, minimizing downtime and repair costs. 

The list goes on and on. While it can be an expensive investment at first, the ROI in the long run is undeniably worth it.

Smart workplace benefit #5: powerful support for a smart and sustainable workplace

The planet is sending us clear signals that we must implement sustainable actions in every aspect of our lives, including at work. Smart office buildings have an advantage over other workspaces as intelligent technology can help reduce your carbon impact.

Sensor systems and automation enable the regulation of lighting, heating, cooling, or LED UV printing, for instance. Office space optimization helps organizations manage their buildings smarter and more eco-friendly, too. Finally, setting up a BYOD policy also reduces resource use. Why have a computer at home and another in the office when they can work on the same one? Using only one device for both personal and professional purposes is already an essential step towards greener practices.

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Key statistics and insights about the smart workplace market’s evolution

According to the Smart Workplace Global Market Report 2024³, the market size is expected to reach $45.34 billion in 2024 and $73.03 billion in 2028 at a CAGR (Compound Annual Growth Rate) of 12.7%. These numbers clearly show how important it is to implement these solutions to remain competitive.

Here is what the future seems to hold for the smart workplace market:

• Almost 60% of cellular IoT connections are expected to be broadband IoT by 2028.
• Smart workplace applications are revolutionizing the market and enhancing the office environment and employee experience.
• Major smart workplace trends include:some text
  • IoT broadband connections;
  • occupancy and space utilization monitoring;
  • voice-activated and gesture-controlled interfaces;
  • enhanced security and access control;
  • real-time communication tools;
  • unified communication.
    

Concrete examples of smart workplace technologies

Smart hybrid workplace management tools

Switching from 100% on-site to a hybrid work model requires adjustments. No matter your degree of work flexibility, this way of working implies smart and great organization to be efficient and successful.

Why would you keep 50 single desks if your office analytics shows that only ten are occupied daily? A mix of collaborating spaces, meeting rooms, individual desks, and other workspaces now replace old working areas with only personal desks.

Smart hybrid workplace management tools also include weekly scheduling solutions, which enable team members to plan their week with a few clicks. Smart parking solutions, office occupancy sensors, desk booking software, interactive floor plans—the list of examples of smart workplace technology keeps growing!

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Smart communication solutions

From individual efficiency to workplace connection and collaboration, communication impacts many aspects of a business and is a core pillar of any successful company. The rise of remote work has increased our dependence on digital communication tools such as Slack, Zoom, and Google Meet. But hardware, like smart screens and VR devices, are essential, too.

Additionally, tools like Yammer allow for effective company-wide communication, fostering a sense of community. Platforms such as DocuSign streamline document signing processes, speeding up approvals and agreements. These tools integrate effortlessly into daily operations, promoting efficient communication and collaboration across various departments.

Smart virtual reality training devices

Working from home is no longer a blocking point for training your staff and vice versa. Virtual reality has entered the world of work and made all this a lot easier and more efficient. On top of providing a great solution for training workers from anywhere, it also encourages practice without having the risk of actual consequences. VR training software matches employees’ expectations regarding reskilling, upskilling, and personal growth while allowing organizations to train their workforce from anywhere.

VR platforms provide immersive training environments perfect for industries like healthcare and manufacturing. Specialized VR solutions for employee onboarding and skills development enhance learning retention. Tilt Brush, by Google, allows creative exploration in virtual spaces, which is beneficial for design training.

Smart IoT security solutions

Smart IoT security solutions significantly enhance workplace security by integrating advanced technologies that safeguard physical and digital environments.

Access control systems manage entry points precisely, allowing only authorized staff to enter specific areas. Surveillance technologies provide real-time monitoring and instant alerts, ensuring swift responses to security breaches.

Smart locks and sensors also enhance physical security by notifying managers of unusual activities. Cybersecurity tools protect sensitive information from threats. It employs artificial intelligence to swiftly ensure the cybersecurity of your hybrid office by detecting and neutralizing potential attacks. These solutions offer a comprehensive security framework, fostering a safe and secure workplace environment.

👋 Read more about the role of AI in the workplace!

Smart furniture

Smart furniture is revolutionizing the workplace by enhancing comfort and productivity through innovative design and technology integration.
Sit-stand desks allow employees to switch between sitting and standing positions, promoting better posture and reducing fatigue. Smart chairs include ergonomic adjustments with sensors to encourage optimal seating posture. Office pods offer soundproof spaces with integrated lighting and ventilation for focused work or private calls. Some smart desks can also track usage patterns and suggest standing intervals, boosting health and efficiency. These smart furniture pieces blend seamlessly into modern office environments, providing personalized and adaptive workspaces that meet individual needs and preferences.
Last but not least, have you heard about smart modular furniture? They are the pinnacle of a smart, agile, and dynamic office environment!

Smart workplace solutions are revolutionizing how we work. These intelligent technologies enhance employee productivity and experience while helping organizations save costs. Implementing such technologies allows you to create an environment that adapts to your business’s and workforce’s needs. These tools, ranging from IoT sensors to AI-powered analytics, enable data-driven decision-making and optimize resource utilization.

As we embrace this tech-driven future, it’s clear that smart workplace management tools will play a crucial role in shaping efficient, flexible, and engaging work environments. To experience the benefits of a smart workplace firsthand, request a free demo of the deskbird app. Discover how this innovative tool can transform your office into a truly intelligent workspace.

Sources: 

¹ The Smart Office Revolution: Boosting Efficiency, Cutting Costs, and Shaping the Future of Workspace Management, Future Gate.

² Zapier report: The 2021 state of business automation, Zapier.

³ Smart Workplace Global Market Report 2024.

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