Beginners Guide To Smart Offices [2023 Edition]

The way we think about work has changed exponentially since the beginning of the pandemic, and the odds of things returning to “normal” are highly unlikely. This is not a bad thing, however, as the massive changes that have taken place across the landscape of work in general present amazing opportunities.

You might have heard about the concept of smart offices throughout the past couple of years and while it might sound like one of those buzzword terms that place the word “smart” in front of another word for no reason, it’s anything but.

Smart technology in the workplace is enhancing the functionality of work as we know it, and as such, it’s only going to keep growing in popularity.

If you’re interested in bringing more smart technology to your office setting, you’ve come to the right place. In this guide, we’ll explain what a smart office is, how it benefits the workforce, and what sort of technology you’ll want to implement into your plans when you design your own integrated and automated office system for 2023.

Like many other terms that include the “smart” modifier, a smart office is one that makes use of technology in order to make working life more efficient for both employers and employees alike.

Smart offices focus on productivity, efficiency, and the unique working styles of individuals on the team. Whether the office conducts workdays remotely or in-office, this technology aims to enhance collaborative efforts and ease of access related to office technologies and tools.

Furthermore, they implement analytics and reporting applications so that employers and team leads can gain more perspective on the various points that contribute to creating a more cohesive, inclusive working environment.

One of the main goals is to enable employees and teams to find their own unique working styles and design their surrounding workspace (both the technical and the physical elements) in a way that best meets their needs. We’ll explore how this is done a little later in this article, but for now, let’s explore some of the key benefits associated with adopting this trend.

One of the most notable benefits of adopting smart office technology includes the process of doing away with the outdated office design.

Embracing a more connected, modern way of working serves to improve the entire work landscape. By creating systems of technology that allows tools, networks, and devices to communicate with one another, the transmission of information has become faster than ever.

Along with embracing new work routines and technologies, employers and office managers are also more focused on encouraging individuality among employees. Rather than insisting upon one work model for every team member, these workspaces allow modifications that make improving productivity possible for everyone.

Creating an ideal workspace for each employee, embracing the connectivity of modern technology, and enhancing the overall “flow” of the office space stand to present the following benefits.

The various technologies used create a network of connected devices, which adds a level of convenience and frees up time that would otherwise be spent needing to check in and determine the statuses of out-of-network tools and devices.

Additionally, the connectivity allows teams and individual employees to connect with one another regardless of where they’re located. Employees can collaborate when group efforts are needed, and should a tech-related issue occur, the IT team can dispatch repairs quickly and effectively.

Not only does this measure increase productivity, but it reduces downtime and financial losses. This is especially true for workplaces that make use of office automation software, which allows AI programs to handle many of the more tedious, data-heavy elements of the workweek so that employees are free to engage themselves with more rewarding tasks.

Allowing remote or hybrid working conditions has never been more applicable thanks to technology. As such, workers are able to perform tasks in ways that speak to their own production needs. Remote working conditions are one option, but even in-office environments stand to benefit from using connected technologies. Connected networks of tools and programs allow offices to complete work quickly and efficiently, on top of providing flexible work features that attract talented, dedicated workforces.

Increased employee flexibility makes it easier to secure the right candidate for an open position, even if that candidate lives across the country.

On top of that, using technology to add flexibility to work performance can enable employees to produce superior results through collaborative activities that don’t disrupt the workflows of other employees.

Integrated systems, in addition to promoting a more efficient workplace, also create a landscape that embraces smart energy consumption. Motion sensors, for example, can control lighting and utilities in office spaces to reduce power usage when nobody is residing in a certain section of the office.

Energy monitors that are connected to the overall work system can also analyze power consumption patterns and generate reports that suggest changes that can be made to improve energy efficiency throughout the office.

On top of reducing energy costs, these tools can also help prevent system overloads, slow internet connections, and data losses.

Workplaces that enable remote, hybrid, or spaced-out working conditions also improve the health and well-being of employees. By keeping teams connected through technology, smart workplaces reduce the frequency of germ transmission through touch and the close proximity of workers. Employees who contract illnesses have the opportunity to complete work from home so that they’re not exposing teammates to bacteria and viruses.

Some even utilize smart air conditioning devices, such as smart air purifiers that work to keep office air clean. These systems clean and cycle the air in a room so that employees are constantly breathing healthy air that’s been stripped of potential contaminants.

Essential features of smart offices aim to increase productivity and workplace efficiency by ensuring that employees not only have the tools they need accessible at their fingertips. Much of the appeal focuses on the aesthetics and ergonomics of office setups.

For example, whether employees work from home or in the office, smart lighting is a highly sought-after element of many office spaces. Not only does adequate, well-sourced lighting increase productivity, but skipping overhead fluorescent lighting can also work to stabilize moods.

Smart furniture, like ergonomic desks and chairs, aims to improve posture and reduce pain so that employees are comfortable enough to produce their best work.

Finally, exceptional wi-fi connection is a feature that enables many additional features and tools. With dependable internet service, wireless connections throughout the office become quick and easy. Employees don’t have to walk down the hall and wait on photocopies in order to hand out office memos anymore. Online notifications take care of that task and save paper at the same time.

Additionally, tools that enable online meeting spaces, collaborative efforts, and workplace activities from one simple dashboard ensure that everyone on the team is kept in the loop about current workplace schedules, notices, and training sessions.

The best technologies to utilize can vary depending on the scope of work being done and office-specific use cases. Fortunately, the internet of things revolution gives you plenty of options. In general, smart offices will use both hardware and software to facilitate smart working conditions. For example, using programs that make smart workspaces and visual collaborations possible are popular options.

Let’s cover common hardware and software components used in many environments, whether they’re remote offices that employees design at home or in-person offices they travel to throughout the workweek.

The physical elements might include smart devices like:

• connected, motion-detecting light systems
• smart climate control devices (from personal to smart HVAC units for the entire office building)
• video conferencing devices and video walls to make digital conference rooms
• screen filters that reduce blue light exposure and protect eyesight for employees who work in front of computers
• connected audio devices that enable employees to listen to focus-enhancing music or background tracks privately
• security systems that monitor office safety
• integrated access control systems for efficient visitor management

Software elements of smart offices include tools, applications, and programs that work to improve connectivity, convenience, and adaptability among teams. Such programs include:

• space management programs that allow desk booking, smart scheduling, and ways to make the most out of the physical and remote office areas
• analytical tools that collect performance and usage data in order to analyze information and pinpoint opportunities for improvement
• collaboration software that allows employees and teams to seamlessly communicate regardless of location
• video conferencing software to connect meeting rooms with remote employees
• AI assistants that help keep track of tasks, scheduling, reminders, and more
• cybersecurity tools that secure office networks and prevent data breaches, viruses, malware, and hacking attempts

Smart offices are the wave of the future, and if you’d like to start setting up features throughout your workspace, reach out to i.e. Smart Systems. Our smart services and professional service offerings can simplify the implementation process of any smart office feature.

i.e.Smart Systems is a Houston, TX based technology integration partner that specializes in design and installation of audio/visual technology and structured cabling. For more than three decades, our team of in-house experts has partnered with business owners, architectural firms, general contractors, construction managers, real estate developers, and designers in the Houston market, to deliver reliable, scalable solutions that align with their unique goals.