The idea of smart workplaces isn’t new. And, with a predicted market growth rate of 10.11% from 2023 to 2030, clearly more employers are adopting this way of working.

Using IoT-enabled devices and software to streamline workflows and boost the employee experience offers serious growth opportunities.

The big win though is data.

The data collected from smart technology can help your company make better decisions that can impact everything from overhead costs to employee productivity.

So, as we watch this workplace trend become mainstream, the question is: how smart is your workplace?

Does your company have the technology it needs to support your workforce and stay competitive? And how can you create this type of environment?

This article examines smart workplaces, their advantages, and the solutions you can implement to make your workplace “smart.”


Quick Summary

  • Smart workplaces heavily integrate technology and systems to streamline processes and team collaboration.
  • There are four main solutions for smart workplaces: security, booking, space usage, and environmental solutions.
  • Before investing in these solutions, consider scalability, integration, and employee training requirements.

What Is a Smart Workplace?

A smart workplace goes beyond having fancy gadgets and tech.

Instead, it’s about combining advanced technology, human-centric design, and data-driven insights to create a more flexible work environment that adapts to different work styles and needs.

In other words, it allows employees to be more productive, collaborate, and experience greater job satisfaction, regardless of whether they’re working in the office, remotely, or as part of a hybrid model.

Generally, a smart workplace consists of the following:

  • Internet of Things (IoT) devices: Includes smart thermostats, automatically adjustable lighting, intelligent office wayfinding tools, and occupancy sensors.
  • Artificial intelligence: Includes virtual assistants (such as Amazon Alexa), AI-powered chatbots, and booking systems.
  • Data analytics: Include tools for tracking workplace usage, analyzing HR data, and managing energy efficiency.

In short, a smart workplace evolves with its people—which is something that traditional offices can’t do.

Why Your Company Should Make Your Workplace Smarter

According to a report from Facts and Factors, the smart workplace market was valued at $37.42 billion in 2022 and is expected to grow to $81.48 billion by the end of 2030.

statistic about smart workplaces

One of the main reasons companies continue to adopt these workplaces is that they help them stay competitive in areas such as employee engagement, productivity, and office costs.

This is because these advanced work environments offer:

  • Personalized experiences that enhance employee satisfaction
  • Optimized resource management to reduce operational costs
  • Data that can help managers make more strategic decisions

As companies are making their workplaces smarter, you should consider doing the same to avoid falling behind.

Now, let’s have a deeper look at the benefits these spaces provide.

Benefits of Smart Workplace Technology

Here are some benefits your company can gain by using smart technology in your workplace.

1. Enable Collaboration Regardless of the Location

Smart workspaces are especially helpful for companies that use a hybrid work model.

Employees in these companies have flexible schedules and often work in and out of the office.

Smart workplace technologies and solutions can streamline workflows and allow employees to collaborate no matter where everyone is located.

Video conferencing software lets teams meet face-to-face to brainstorm and problem-solve. Communication tools like Slack and Microsoft Teams offer instant messaging functions and file sharing.

By using a resource booking system such as OfficeRnD Workplace, employees can easily book desks and spaces based on their projects. This ensures they have all the necessary resources (including space, equipment, and access to team members).

Here are some ideas for improving your hybrid workplace so that there is enough space for each employee.

2. Increase Productivity

Smart workplaces can significantly increase productivity by offering solutions that make the office more comfortable.

For example, smart desks and chairs automatically adjust based on a person’s preferences. This reduces physical strain and discomfort, allowing the employee to focus.

Also, IoT-connected lighting and climate systems can adjust the temperature and lighting based on occupancy rates, time of day, and personal preferences—making it more comfortable for employees, while also reducing your utility bill.

Regarding smart apps, AI-powered tools, such as virtual assistants, can take over many administrative duties, such as scheduling meetings and sending reminders. This reduces the time employees take to complete low-level tasks and allows them to focus on big-picture projects instead.

3. Attract and Retain Top Talent

A smart workplace gives professionals the freedom and resources they require to maintain a healthy work-life balance. One study found that 50% of workers believe that new technologies improve their work-life balance by giving them more flexibility and helping them manage their time better. Technology also allows employees to be location-independent.

Aside from tech, workers are becoming increasingly health and safety conscious. IoT sensors can track air quality, and intelligent security systems monitor the office in real time to increase workplace safety.

4. Make Data-Driven Decisions

One of the more powerful benefits of smart workplaces is the ability to collect and analyze data from the work environment.

Smart technologies provide companies with insights into space usage and employee behavior so they can:

  • Optimize operations
  • Allocate resources better
  • Reduce overall operational costs

For example, workplace data tools, like OfficeRnD Workplace’s workplace analytics feature, can help companies optimize their footprint, thus saving money.

The 4 Key Solutions of Smart Workplaces

Here are four smart workplace solutions you should consider if you want to create a more secure, flexible, and productive environment for your employees.

1. Security Solutions

Security should be a top priority for any business, including technologies and systems to protect physical and digital assets. Here are some things you can implement:

  • Access control systems: Biometric authentication, keycard systems, or mobile app-based entry ensure that only authorized staff can enter certain areas.
  • Surveillance cameras integrated with AI and IoT: Surveillance cameras with AI and IoT abilities provide real-time monitoring and advanced analytics, including facial recognition and movement detection. These systems automatically alert you when there’s unusual activity.
  • Cybersecurity measures: Protecting sensitive digital information has become critical as more hackers steal valuable company information. Strong cybersecurity measures, like firewalls and regular vulnerability checks, can help protect your data from these attacks.

All this will also keep your workplace fully compliant.

2. Booking Solutions

Effective space management is essential for companies with employees who alternate between remote and on-site work. Smart space management software allows workers to book desks, meeting rooms, and other resources.

office setting

  • Desk bookings allow employees to reserve desks in advance, ensuring all staff members have a dedicated workspace when they come to the office.
  • Meeting room bookings allow employees to schedule meeting rooms with tools that integrate with their calendars to avoid conflicts and ensure meeting spaces are used efficiently.
  • Besides desks and meeting rooms, employees can also use tools to book other resources, such as parking spaces and equipment.

3. Space Usage Solutions

Optimizing space usage based on data-driven insights can help reduce operational costs.

Smart workplaces use occupancy sensors and booking systems to monitor how the space is used in real-time. This helps companies determine which spaces are overused and underused so they can make the necessary improvements.

With smart technology, companies can also use hot-desking, which allows staff to use workstations as needed. This reduces the need for permanent desks and enables companies to design their workplaces to be adaptable and collaborative.

4. Environmental Solutions

Environmental sustainability is becoming an increasingly important workplace factor for employees. This means companies must strive to implement more environmentally friendly practices to attract and retain talent. Some environmental solutions include:

  • Smart lighting: Automated lighting that adjusts based on occupancy and natural light levels, reducing energy consumption.
  • Climate control: Smart HVAC systems help keep the temperature comfortable by automatically adjusting it based on occupancy and external weather conditions.
  • Energy management: Energy management systems can help track and control energy usage across the workplace. This allows companies to identify inefficiencies and implement more sustainable practices to reduce their carbon footprint and save costs.

Considerations to Make Before Adopting Smart Technology

Here are some things companies need to consider before adopting smart solutions.

Scalability and Future-Proofing

Before choosing technology and systems, you need to consider whether they can handle future growth and changes in business needs. For example, if your company were to grow from 50 employees to 500 employees, would the booking system still work?

You also need to consider the provider. How likely are they to continue to provide updates? Will they support evolving requirements?

Integration With Existing Systems

Next, consider whether the systems and technology you plan on using are compatible with your company’s existing systems, such as Microsoft Teams, Google Workspace, and Slack.

A smart hybrid workplace management system such as OfficeRnD Workplace, for example, seamlessly integrates with your existing tech stack.

Also, determine whether the provider will help you fix problems with integration without affecting your current work.

Employee Training and Adoption

Forty-five percent of employees say they’ve had to learn new technology and tools for their work in the last year.

It’s important to provide your employees with the necessary training to use your new tools and systems.

employees writing

When considering new technology, think about how easy it is to use and the training your employees require to get value out of the software or hardware.

Use OfficeRnD Workplace to Manage Your Smart Workplace

Smart workplaces are here to stay, and many employers appreciate this type of environment.

By using smart workplace technology, such as OfficeRnD Workplace to manage your workplace, you can make both work and people thrive.

The easy-to-use, yet powerful software allows you to seamlessly book desks and meeting rooms, analyze space usage, and entice employees to come to the office for the moments that matter. And much more!

Book a free live demo today to see how OfficeRnD can help streamline your business processes. Alternatively, you can start for free, no strings attached.

FAQ

What is a Smart Workplace?

A smart workplace is an environment enhanced by technology to improve efficiency, collaboration, and comfort for its users. This setup typically involves the integration of Internet of Things (IoT) devices, such as sensors and smart systems, to manage everything from lighting and temperature to security and workspace optimization. These technologies collect data on usage patterns and environmental conditions, allowing for automated adjustments that enhance operational efficiency and worker satisfaction, thereby creating a more dynamic and responsive workplace.

What Is the Goal of a Smart Workplace?

The main goal of a smart workplace is to create an environment where advanced technologies, equipment, and systems are used to:

  • Increase employee productivity (especially for hybrid work models)
  • Increase employee satisfaction
  • Improve overall business performance

What Is a Smart Workforce?

A smart workforce refers to teams that are using smart technologies, both software and IoT devices, to get more out of their workdays.

These employees are comfortable working with cloud-based applications, AI, and data analytics to help them make better decisions. They’re also adaptable and open to continuous learning as technology evolves.

What Is an Intelligent Workplace?

Intelligent workplaces use advanced technology and AI and are a more advanced evolution of smart workplaces. Unlike smart workplaces, they don’t just focus on automation and connectivity but also on using artificial intelligence and machine learning for proactive problem-solving, personalized employee experience, and more.

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".