What are smart workspaces?

A smart workspace is one that uses technology to make daily work operations more efficient through automation, feedback and troubleshooting. In simple words, technology is used to make work faster, simpler and easier to track. For example, a booking software can help you reserve a meeting room in advance, or a voice activated assistant can do tasks like scheduling appointments and setting reminders.

What is smart technology in the workplace?

Smart offices use internet of things, artificial intelligence, and data analytics to enhance productivity, collaboration and overall work experience. Here are some elements of smart technology in the workplace.

Artificial intelligence

Artificial intelligence involves the use of voice-based assistants like Siri or Alexa to get information, set reminders, and execute small tasks like reading a document. If the voice based software is connected to other systems like lighting and heating, you can also give commands related to those, e.g. “Alexa, turn on the lights”.

Sorting emails, organizing files and updating information are tedious, repetitive tasks that nobody wants to do. Instead of delegating these mind-numbing tasks to data entry operators, AI can be a one-time efficient solution for such issues.

In fact, some AI tools even predict needs like a printer running out of ink or sheets of paper, shortages in the inventory, etc. These systems can then notify people and remind them to do the needful, or in some cases, even execute a predetermined plan of action.

Internet of Things

In an office, the Internet of Things (IoT) is like having smart connections between different things to make work easier. First, sensors are placed around the office—on desks, doors, and devices. These sensors collect information, like when someone is using a desk or if a room is too warm.

Then these sensors send this information to a central computer system using the internet. The central system looks at all the information and makes smart decisions based on it. For example, it can adjust the lights and temperature in a room when it senses people are there.

People in the office can use their computers or phones to see this information and control things, like booking a meeting room or checking if a desk is available. So, in simple words, IoT in an office means things can talk to each other, share information, and make the office a more convenient and efficient place to work.

IoT Devices For Smart Workspaces

Desk booking software

Desk booking software is a tool that allows individuals to reserve or book specific desks or workspaces in a shared office environment. A web interface or a mobile application typically shows a visual representation of the office layout, very much like seats on an airplane, with highlighters for those that are available. Users select a specific date and time, and look for available seats according to these filters.

The software makes it easier to plan and manage where employees will be working. Desk booking software is beneficial for maximizing workspace efficiency, accommodating different work schedules, and ensuring that office resources are utilized effectively.

Employee badge data

In a smart office, employees’ badges are equipped with electronic chips that are placed in front of a reader. The chips transmit information to the reader, which detects it and sends it to a control system on a server. This system processes the information and verifies the employee’s identity based on the unique identifier stored on the badge

Security and access control

In a smart office, security and access control work like digital guards to keep everything safe. Employees use special badges or biometric features, like fingerprints or face recognition, to enter the office or specific areas.

These badges or biometrics are like digital keys that the office recognizes. When someone tries to enter, a smart system checks if their badge or biometrics match the allowed ones. If it’s a match, the doors open. If not, access is denied. This helps ensure that only the right people can go where they’re supposed to, adding an extra layer of safety to the workplace.

Asset tracking

Assets like office equipment, furniture, or devices are equipped with IoT-enabled tags or sensors. The IoT sensors continuously track the real-time location of assets within the workplace. This information is transmitted to a centralized system, allowing employees and administrators to know the exact location of assets.

The IoT system automates inventory management by keeping a digital record of all assets. It tracks when assets are moved, borrowed, or returned, reducing the likelihood of loss or theft. IoT sensors can also be used to monitor the condition of assets. For example, sensors on office equipment can detect when maintenance is needed, allowing for proactive servicing to prevent breakdowns and downtime.

Energy management

In a smart workspace, energy management is like having a smart helper control the lights, air conditioning, and other energy-consuming things. Sensors and devices in the office keep an eye on when people are around, adjusting lights and temperature to save energy when spaces are empty.

Smart systems turn off equipment when not needed, like computers or printers, to reduce wasted energy. This not only helps the environment by using less power but also saves money for the company. It’s like having a friend who makes sure everything is energy-efficient, making the workspace comfortable while being mindful of resources.

What are some of the benefits of a smart workplace?

Speeds up work

Automation reduces the time spent on repetitive jobs, like responding to emails, updating files and organizing information. It allows employees to focus on more important and pressing matters. It makes the work flow more efficient.

Enhances comfort

Smart workspaces adjust lighting based on natural light and occupancy, creating a comfortable and well-lit environment. Automatic temperature control ensures that the office stays at a pleasant temperature, making it a more enjoyable place to work.

Saves cost

Efficient use of resources, including energy-saving features, helps reduce operational costs and contributes to overall savings. Smart systems can identify and minimize wasteful practices, making sure resources are used wisely.

Improved collaboration

Cloud-based collaboration tools in smart workspaces enable easy sharing and editing of documents, fostering teamwork and efficient communication among team members. Video conferencing features bring remote teams together, reducing the barriers of distance and enhancing collaboration.

To conclude, smart workspaces leverage cutting edge technology to streamline tasks and improve efficiency in the workplace. Artificial intelligence, internet of things and automation have paved the way for technology-enabled workspaces that maximize motivation and productivity. Faster work, enhanced comfort, cost savings, and improved collaboration are the benefits of smart workspaces.