Smart Office is not a new term, but the epidemic has increased the speed of its development in recent years.
Over the past decade, different companies have been working to improve the design of their offices, with the aim of enhancing office efficiency, quality, productivity, employee health and satisfaction, etc…
As a result, a variety of smart offices have been created. However, there is no standard for the perfect smart office, also there are some primary conditions that must be met to be called a “smart office”.
Table of Contents
First of all, what is a Smart Office?
A smart office uses technology to support the management process, and all management methods are electronic, from the front desk service (e.g., visitor management) to the back-office equipment management (e.g., room booking) are managed by different systems.
Also, a smart office is a work environment in which innovation enables employees to work flexibly, faster, and smarter.
Why do you need a smart office?
Smart office aims to improve the quality and efficiency at work, leaders and staff alike expect the office to use advanced technology to give guests a professional and modern impression when reporting.
Moreover, making offices intelligent can help reduce paper consumption and solve the problem of discarding large amounts of furniture, thus making them more sustainable. That’s why need a smart office.
How does it work?
Using the established Smart Office Internet of Things (IoT), which is the network of the office with hardware devices (such as floor monitors, room monitors, desktop monitors, etc.) and software (i.e., office management system), combined to operate and manage the whole management process.
Users can adjust the temperature, lights, and office facilities’ on-off function from anywhere, anytime via cell phone or tablet via room automation. You can even reserve rooms or equipment, ensuring the equipment you needed is not rented by others and saving your time from searching for empty rooms.
Smart Office Essential Features
A Smart Office aims to provide a healthy and comfortable working environment to make employees happier at work, thus improving their ability to work. Then, with the support of technology, helps employees work faster and more efficiently.
Flexible work desk
Most offices provide hot desks to the staff, which allows them to work flexibly. Hot desking is an organizational workspace system in which desks in a workspace are used on an ad-hoc basis.
Instead of having only one designated space or permanent desk, hot desking allows employees to use any available mobile desk and is a strategy that helps increase flexibility and encourages collaboration.
The benefits of using a hot desk are that it maximizes space efficiency and reduces redundant office space to save on operating expenses.
A more relaxed meeting process
The first step in conducting a meeting is to find a suitable meeting room. According to a report, each employee spends an average of three weeks a year looking for an empty meeting room. This not only wastes their time but also affects their productivity.
Using a room booking system in a smart office can prevent the time of your staff from being wasted. A room booking system is used to reserve conference rooms or shared resources. Employees can use the system to reserve and manage conference rooms, guests, services, video conferencing, lockers, or any other area through a single platform.
If the meeting schedule changes, all relevant modifications are made immediately, and notice all the staff in instant, keeping everyone involved in the know.
Places that support quiet and independent work
When remote workers return to the office, they need a separate workspace.
Focus Room
A focus room also known as a concentration room or Pod, gives a location for employees to make private video conversations or solo productivity sessions. Also, it provides soundproof equipment.
Quiet Car
It is an individual, focused work area in the workplace.
Employees who need to tune out and focus on their job without being distracted by a crowded workplace environment sometimes choose quiet cars.
Venues to inspire creativity and innovation
Sometimes, employees lack inspiration in their work, which affects their performance. At this moment, some specific facilities or work areas can help them to regain their inspiration and get back on the road to work.
Brainstorm room
A room that encourages collaboration and innovation, is also known as a project room or battle room. Sofas, cushions, and armchairs are frequently used to help staff feel more relaxed.
Residents are typically equipped with more informal furniture to make them at ease. It is mainly used for both big projects and smaller sprints that require additional board space or other office resources.
Huddle room
A huddle room is a tiny conference room where individuals may meet quickly and effortlessly. Also, people can work together in there and collect ideas from others. Best for gatherings of a small number of individuals around 2-6, whether planned or unplanned.
A multi-media audio-visual system and a board space are usually included in these meeting spaces.
Room Automation
Smart Light is a key component of the smart office and is often the first step in creating a smart office.
According to Gartner’s studies, smart light can reduce energy costs by up to 90%, so companies will start with smart lighting first. There are five key aspects of smart lighting: LED bulbs, IoT sensors and controllers, connectivity, analytics, and intelligent sensors.
Another major initiative for smart offices is intelligent climate control, as air conditioning accounts for a high proportion of corporate spending costs.
Using a mobile device to adjust the office to the right temperature, in order to provide a comfortable working environment for employees.
Smart office systems like ONES can help you integrate your lighting, temperature, and equipment control with a single platform for you to manage. You can just check in and out of your room and the rest will be done by the automation system.
Prepare your smart office for 2023
There are practically no restrictions on how the trends in smart offices may help you now and in the future as long as smart technology solutions continue to advance.
Smart office systems have the potential to enhance every aspect of the workplace, including productivity, health and safety, host desking, and employee well-being.
Employing a skilled installer who can create and deploy a unique smart office system tailored to your company’s needs is essential if you want to take full advantage of what smart technology has to offer.
Contact us: hello@ones.software, or visit ONES Software official website for more information: https://ones.software/.