The increasing use of Workplace Technology Applications is pivotal for workplace transformation.
Having visited thousands of offices worldwide and managed over 500 accounts for global majors in workplace solutions, I have noticed that non-core services, including FM, are often not integrated with ancillary workstreams like visitor management, space management, and energy management systems. This lack of synchronization with core systems presents a significant business challenge. They are either managed manually or in semi-hybrid modes that lead to work duplication, a loss of key data for decision-making, and increased costs. I identified this lacuna and recognized its implications.
Some organizations attempt to address this issue through third-party applications that aim to serve the purpose of transaction ease through digitization; however, they often fail to provide a holistic solution. Data synchronization is critical for effective decision-making, featuring live monitoring and updates.
For instance, by adopting digital solutions for space and visitor management and implementing smart building technologies alongside IoT, facilities managers and end-users can utilize these tools more effectively in terms of time, convenience, and access to data for analysis. More workplace managers in offices and buildings are using these technologies to enhance the overall workplace experience, boost productivity, improve collaboration, optimize space usage, streamline operations, and support employee well-being, notwithstanding their windfall commercial benefits. The workplace managers are leveraging these applications as the return on investment is fast realized over time.
Historically, FM platforms, due to their maintenance-centric approach, have failed to provide a unified system to integrate the ancillary workstreams. Therefore, there is a pressing need to build a global workplace platform that can seamlessly integrate various applications with core FM functionalities. These applications can either operate independently or sync with one another to create an integrated workstream platform that effectively serves its purpose.
Some of the technologies include:
Smart Building Management Systems (BMS)
BMS solutions from companies like Honeywell, Johnson Controls, and Schneider Electric offer dynamic technology options, including automated heating, cooling, lighting, and energy management systems to improve comfort, efficiency, and sustainability while optimizing energy usage based on occupancy patterns. From daily operations to live monitoring and data analytics, BMS systems have become quintessential in any built environment.
Collaboration Tools
Platforms such as Microsoft Teams, Slack, Zoom, and Google Meet offer key benefits that foster communication and collaboration, whether employees are in the office or working remotely. These tools support chat, video conferencing, file sharing, and collaborative document editing.
Workplace Experience Applications
Applications like Envoy, Condeco, and Robin enable desk booking, room reservations, and wayfinding, thereby improving the employee experience. They allow for seamless space management and provide real-time information on office availability.
Hot Desk/Desk Booking Systems
SpaceIQ, Deskbird, and Teem are specific applications that have become increasingly prevalent, especially in hybrid work environments. These tools enable employees to book desks or meeting rooms on demand, optimizing space usage and ensuring efficient resource allocation.
IoT-enabled Devices
Smart equipment like lighting, thermostats, and occupancy sensors are new tools impacting workplace ecosystems. These devices utilize sensors to adjust lighting, temperature, and other environmental factors in real-time based on employee presence and preferences, which helps maintain comfort and optimize energy consumption.
Employee Wellness Technologies
Technologies like Calm and Headspace, along with connected fitness platforms, support employees’ mental and physical health. These applications assist with wellness tracking and ergonomic desk setups, contributing to employee well-being and helping reduce burnout.
Visitor Management Systems
System-based applications such as Envoy, Proxyclick, and Traction Guest streamline visitor check-in processes, reduce wait times, enhance security, and improve the overall visitor experience. We all face significant difficulties in managing this, and in light of modern-day security snarls, they have become all the more important.
Integrated Communication & Audio-Visual Systems
Solutions from Crestron, Barco, Logitech and MeetUp support seamless video and audio integration for meetings, creating a professional and distraction-free environment for both in-person and virtual participants. These systems are essential features owing to the increasing emphasis on remote working, reduced travel budgets, and hybrid work protocols.
Building Security Systems
Kisi, Brivo, LenelS2, and a few more such applications offer smart access control and surveillance systems that enhance building security while providing convenience with touchless entry, remote monitoring, and real-time alerts.
Analytical & Reporting Tools
Specific applications like WorkSpace, Deepki, and SpaceIQ are examples of how applications help provide data-driven insights into space utilization, occupancy patterns, and employee behaviour, optimizing resource allocation, reducing costs, and improving decision-making.
Cloud-based Project Management Tools
Asana, Trello, Monday.com, and Jira are applications that help teams track tasks, collaborate on projects, and improve work efficiency. These platforms enhance organizational collaboration and streamline workflows across departments.
Virtual Reality (VR) and Augmented Reality (AR)
Technologies like Microsoft HoloLens and Oculus for Business facilitate remote collaboration, training, and simulations. These immersive technologies are becoming increasingly relevant in product design, virtual meetings, employee learning, development, and onboarding.
Automated Cleaning and Maintenance Systems
The increasing use of machine automation and robotics, including devices like iRobot vacuums and AI-driven predictive maintenance tools, is helping improve workplace hygiene and equipment efficiency through automation. This reduces the need for manual interventions while ensuring a clean, well-maintained environment.
Digital Signage
Applications like BrightSign and ScreenCloud keep employees informed and engaged with up-to-date company announcements, event schedules, or office information, thereby improving internal communications.
These technologies make workplaces more dynamic, efficient, and flexible, enhancing employee satisfaction and overall productivity. In addition to productivity, user ease, and access to data for analysis, their financial impact through cost savings is noteworthy. Savings achieved through applications like space management technology are transforming conventional strategies, significantly impacting factors such as organizational size, technology selection, and baseline inefficiencies.
Costs Optimization and Improved Decision-Making Benefits
Key areas for cost savings include space utilization, energy efficiency, and employee productivity. Metrics associated with space management solutions often focus on Space Utilization Efficiency. Data indicates that these solutions can boost space utilization rates by 20-50%. It has been found that many workplaces use only 40-50% of their office space at any given time. However, by implementing smart space management solutions, this utilization can increase to over 70-80%. This optimization reduces the need for additional office areas and can lower estate costs by 10-30%. Companies can reduce square footage requirements by adopting practices like desk-sharing, hot-desking, or hybrid work setups, supported by space analytics tools, leading to substantial savings on leases and maintenance.
In terms of energy efficiency, these technologies can lead to energy cost savings of 10-25%. By utilizing various technology solutions that integrate with building management systems, energy usage (e.g., HVAC, lighting) can be optimized based on occupancy data, thus reducing waste in underutilized spaces.
Implementing employee experience technology platforms can improve employee productivity by 5-15%. Well-managed spaces enhance the employee experience by ensuring the availability of resources, minimizing the time spent searching for meeting rooms or desks, and fostering collaboration.
Facility management cost savings represent another important benchmark; using Computer-Aided Facility Management (CAFM) and other innovative technology solutions can reduce facility management costs by 10-20%. Predictive analytics and insights from IoT devices can streamline maintenance schedules, prevent overstaffing, and reduce cleaning costs by focusing efforts on high-use areas.
By utilizing analytical tools, managers can achieve 90-95% accuracy in occupancy forecasting. Advanced analytics enable organizations to plan better for future needs, avoiding over-provisioning or underestimating space requirements. Additionally, these tools can also help reduce employee churn by 10-15%. Well-managed spaces contribute to employee satisfaction by offering flexible and comfortable work environments, which, in turn, help improve retention rates.
Another area for cost savings relates to visitors and meeting rooms, where technology can address meeting room inefficiencies. With smart booking systems and occupancy sensors, companies can reduce unused meeting room bookings by 20-50%, ensuring effective utilization of meeting spaces.
Moreover, many office applications help minimize different kinds of pilferages from paper, stationery to other unused supplies. By tracking resource usage, these digital applications can also support sustainability goals and reduce costs by 15-25%. Beyond the applications already mentioned, many other technologies with robust automated processes and clear savings benchmarks are increasingly being adopted by workplaces. By leveraging these functionalities, companies can reap significant benefits on multiple fronts. These technologies help organizations set realistic goals while measuring the impact of their workplace management technology investments.
In summary, new-generation workplace technologies are playing a transformative role by enhancing usability, improving accessibility, streamlining data management, and automating processes. These advancements simplify operations, empower employees, and yield significant financial benefits through cost savings, efficiency improvements, data integrity and better resource utilization, making them indispensable in workplace management.