With more return-to-office (RTO) mandates calling employees back to the office, there’s never been a better time for employers to reimagine their physical workspaces.

Going back to the office doesn’t have to mean rows of cubicles and returning to the status quo. Instead, it presents an opportunity for companies to improve their current processes and build better places for people to work and connect.

This article will explain what smart space solutions are, explore their benefits, and show how organizations are using them to optimize their office real estate and improve workplace experiences.


Quick Summary:

  • Smart space solutions help workplaces to make the best use of their space and resources by using technology.
  • The top five smart space solutions are desk booking system, custom space booking systems (such as, for example, meeting room booking systems), smart scheduling, collaborative scheduling, and data analytics.
  • Smart solutions help teams access the space, tools and resources they need to come together and collaborate in the office.
  • Leveraging smart technology like desk booking, collaborative scheduling, smart room scheduling, and analytics can help companies optimize workplace experiences and office utilization rates.

What are Smart Space Solutions?

Smart space solutions use technology to optimize physical office space. They help companies design more efficient workspaces that promote in-office and remote collaboration.

Today’s tools and tech can turn the smallest of spaces into productivity powerhouses. Forget tightly packed cubicles. Now, companies are using automation, technology, and analytics to build smarter, more productive workspaces.

Aspects of Smart Space Solutions

Smart space solutions may involve one or more of the following:

  • Space planning. The analysis of trends, space usage, and the needs of employees.
  • Asset management. The storage and use of physical resources.
  • Occupancy tracking. The examination of who is using different resources.
  • Environmental control. Aspects like lighting, temperature, and acoustics.
  • Office wayfinding solutions such as digital signs and room displays

The rest of this article will discuss how technology can help address some of these aspects.

Benefits of Smart Space Solutions

Smart space solutions have many benefits, but they mainly focus on two things — using resources wisely and making work better for employees.

Let’s look at both of these aspects in greater detail.

Resource Optimization

Office real estate is among the most expensive resources for many companies. Since buying more space isn’t always an option (and you can’t cram employees in like sardines), smart space solutions offer a genuine alternative.

With smart office automation and better space utilization, companies can make the most of what they have, even with a tight budget or limited resources.

Talent Retention

Most companies know how important it is to hire top talent who can catapult their business to success. This means attracting qualified new hires and retaining star employees.

As Deloitte’s 2023 Global Human Capital Trends survey makes it pretty clear,

Studies show that collaboration is the No. 1 purpose for a physical office… when creating a workplace model—whether physical, digital, or hybrid—you need to intentionally design it to support and foster connectivity and collaboration.

working in the office

Salary is just one of many things employees care about. Physical work environments can seriously affect employee experiences and job satisfaction, too.

Showing up and not having the physical space or tools to do a job can be frustrating. With smart space solutions, companies can ensure all employees have easy access to everything they need.

Top 5 Smart Space Solutions

Ready to find out how exactly you can use this technology to enhance your workplace? Below, we’ll outline five types of space solutions.

Desk Booking

In a hybrid workplace where most employees don’t work in the office every day, many companies favor desk sharing.

This can be a way to use resources more efficiently and reduce wasted space. However, it can also lead to problems when more people show up to the office than there are desks.

Desk booking software allows employees to quickly check which rooms or desks are available so they can easily book a workspace. They don’t have to worry about coming into the office and not having a place to work.

Plus, with interactive office maps and desk booking tools, employees can see where their team members are working so they can reserve a spot nearby. Those needing a distraction-free work environment can check the map to find a quiet place to focus.

Other valuable features include:

  • Recurring bookings
  • Search filters
  • Dedicated desk assignments
  • Office “neighborhoods” for designated teams, projects, or functions

OfficeRnD Workplace is a hybrid work management platform that makes desk and meeting room booking a breeze. Watch the short video below.

Custom Spaces Booking

Desks are a must in any office, but there are other spaces people need to use.

Other spaces that are often in demand include:

  • Conference and meeting rooms
  • Huddle rooms
  • Private spaces
  • Social spaces
  • Reception areas
  • Parking spaces

Fortunately, smart space technology can help with these, too.

With the right room booking system, organizations can better utilize all kinds of custom spaces to suit their needs.

Both managers and staff can pull up an interactive map showing a detailed office layout and who’s working where.

Reserving a desk for yourself is as easy as booking a conference room for a whole team or department. There’s also the option to add other services like catering requests or room setup for further convenience.

You can also add rules for specific spaces to ensure equal (or limited) access. For example, you might only want employees to be able to book one meeting room per week.

conference meeting

Collaborative Scheduling

Some hybrid workplaces have a big problem with not knowing who will be in the office on a given day. Most people want to use their office days effectively by coordinating with team members and colleagues, but this can be tricky.

For instance, one team may work together on Tuesdays and Thursdays, while another chooses to work on Mondays and Wednesdays. This way, everyone has access to the resources they need.

Collaborative scheduling solves this issue by giving everyone a breakdown of who will be in the office at any given time on any given day. It can also show which resources are available and who’s working in which parts of the office.

Teams can also use collaborative scheduling to save “favorite” team members so they can track their schedules and coordinate easily. It’s also helpful for managers who need to know when specific teams will be in the office.

Such software also provides an easy way to invite others into the office. Managers can even bulk-book desks to ensure everyone can work together.

Smart Room Scheduling

The solutions outlined above rely on employees and managers to oversee workplace schedules to optimize office workspaces.

But if we want to be truly “smart,” we’d let technology play a helping hand in this process.

For example, Smart Hybrid Scheduling helps employees find the best days to come into the office based on their co-workers’ schedules and availability. This is huge for hybrid teams, making it much easier to plan where they’ll work (i.e., on-site vs remote) and coordinate with one another.

It’s also tailor-made for hybrid workplaces. Companies can use it to create and implement hybrid work policies, while employees can ensure their schedules comply with the rules.

When accessing the Hybrid Scheduler, everyone can see:

  • Shared days (invites received to work on a given day)
  • Required days (based on workplace policy)
  • Highlight days (based on favorite times to come into the office)

team working

Advanced analytics

Any organization that genuinely cares about using its space well should hope to keep improving its approach over time. This requires using data to make decisions. Fortunately, smart space technology can do a great job of compiling that data.

Data-driven insights and advanced workplace analytics can help organizations on this front. It allows companies to track information such as whether team members adopt workplace policies, which resources are the most in demand, and the regularity of bookings.

Managers can also leverage these insights to create custom dashboards to strategically plan and refine workplace policies over time.

Best Practices for Smart Space Solutions

Taking an intelligent approach to the workplace is about more than just implementing specific technologies and sitting back. Here are some further best practices to keep in mind.

Consider Goals and Budget:

There’s no one-size-fits-all approach to smart space solutions. Set your main objectives and budget to ensure you take the route that works for you.

For instance, is the main issue a lack of office space for all employees? Or is it a struggle with coordination within teams?

Once you know what you aim to achieve, choose technology that suits your current budget. You don’t need to implement everything, so determine the most effective way to achieve your goals.

Refine Your Approach Along the Way

When implementing smart space solutions, you may not get everything right on the first attempt. Instead of thinking this is a failure, accept that you will need to make changes along the way and involve your team in creating a better process.

Ask managers or employees from different departments to help you make decisions. Listen to their feedback once you start — you need to find out what works and what doesn’t. A pilot project with smart space solutions could be an excellent approach.

You may want to apply this to other hybrid workplace improvements, too.

Don’t Neglect Data Security

Using smart solutions means putting a lot of potentially sensitive data on the cloud, so you must take extra measures to ensure everything is protected.

Suppose you don’t have anyone on your team to verify whether your processes are sound from a data security standpoint. In that case, it may be worth bringing in a cybersecurity consultant to assess potential vulnerabilities.

Make sure your processes and the tools you use take data security seriously. Look for:

  • SOC 2 compliant
  • Certified ISO 27001
  • GDPR compliant

software security

Time to Get Smart with OfficeRnD Workplace

Smart space solutions might not make an office bigger or create new desks out of thin air, but they can help you get the most out of the space you do have. When executed successfully, they have the potential to boost productivity, employee satisfaction, and more.

OfficeRnD Hybris is a powerful, yet easy-to-use hybrid work management software with which you can:

  • Book desks and meeting rooms on a beautiful floor plan
  • Optimize space and save money thanks to smart data analytics
  • Manage visitors and deliveries all in one place
  • Create a workplace where both people and work thrive

Get started for free today with OfficeRnD Workplace, or book a demo with one of our workplace experts.

FAQs

What is Smart Space Technology?

Smart space technology refers to integrated systems within environments that enhance the interaction between users and the physical space around them. This technology utilizes IoT (Internet of Things) devices, sensors, and software solutions to automate and optimize conditions based on user presence and preferences. Such technology is used in various settings including homes, offices, and public spaces to improve energy efficiency, comfort, and operational efficiency by intelligently managing lighting, temperature, security, and other environmental factors.

What are Smart Space Examples?

Smart spaces utilize technology to create interactive and responsive environments. Examples include:

  • Smart Homes: These use IoT devices like smart thermostats, lights, and security systems that homeowners can control remotely for enhanced convenience and energy efficiency.
  • Intelligent Office Buildings: Equipped with sensors and systems to manage lighting, heating, cooling, and security based on occupancy, optimizing comfort and reducing operational costs.
  • Smart Classrooms: These enhance learning by integrating digital whiteboards, automated attendance systems, and personalized learning technology.
  • Healthcare Facilities: Utilize smart beds, remote monitoring, and automated medication dispensers to improve patient care and operational efficiency.

How Can Smart Space Solutions Improve Employee Experience?

Smart space solutions let employees book spaces and work with their team ahead of time. This makes their experience easier and more productive.

How Can Smart Space Solutions Increase Productivity?

Smart space solutions can contribute to productivity by giving employees access to the resources and spaces they need to do their best work.

What Are Some Examples Of Smart Space Solutions For Energy Efficiency?

Smart space solutions for energy efficiency include occupancy sensors, intelligent climate control systems, and real-time energy monitoring.

Are Smart Space Solutions Secure?

Smart space solutions are secure if the software prioritizes cybersecurity measures and employees take the necessary precautions.

Miro Miroslavov
Chairman and Co-founder of OfficeRnD
Miro Miroslavov is a software engineer turned into a tech entrepreneur. In 2015 he co-founded OfficeRnD - a leading flex space and hybrid work management platform. As a CEO at OfficeRnD, he grew the company from inception to a leading software vendor that serves thousands of customers worldwide. He is a big fan of flexible working and is on a mission to "Making Flexible Working the Way of Working".