Leaders: Here's How to Successfully
Create a Smart Office for Your Business

See also: Action Planning

As work models evolve, so does the concept of workspace and office. One trend that is revolutionizing this field is the shift toward smart offices. This term refers to an office design that integrates the latest technologies to increase productivity, collaboration, and communication among team members, as well as comfort and security for each employee.

In 2020, the value of the smart office market was estimated at $31.37 billion. However, it's expected to reach a staggering $90.63 billion in 2023, growing at a CAGR of 11.1% over the decade. This also means businesses and other organizations should transition to smart offices as soon as possible (if they haven't already) to avoid being outpaced by competitors.

Let's look at ways to effectively and successfully create a smart office for your business.

Plan Efficient Ways to Use Your Floor and Office Space

The first step in creating a smart office is figuring out the most efficient way to use your floor space and office layout. Start by considering the number of people working in the office and the activities that they usually carry out.

Creating designated areas for specific tasks can help you maximize efficiency and productivity. For example, you can define dedicated areas for individual work, team collaborations, and meetings.

Furniture and equipment should be placed in a way that allows you to get maximum use of the space. For instance, instead of adding bulky tables and chairs, consider looking into ergonomic furniture that is easy to move around.

Use Smart Desks and Conference Rooms

One of the goals you should set when creating smart offices is to maximize the comfort of your workers. The more enjoyable the office environment, the more likely employees are to stay productive throughout the day, even when working long hours.

Installing smart desks is an important step in this direction. These items are equipped with features like adjustable height, wireless charging capabilities, and LED lighting. These desks are designed with ergonomics in mind. This means that their goal is to reduce fatigue, discomfort, and health complications.

Another reason for creating smart offices is to increase collaboration among workers. Creating smart meeting and conference rooms is an important step in this direction. This can be done by equipping these rooms with modern technologies such as video conferencing capabilities and interactive whiteboards.

Smart conference rooms should be designed to facilitate meetings between in-office employees and remote workers or collaborators, thus allowing companies to get the most out of a hybrid work model.

Installing modern whiteboards can help teams brainstorm ideas more effectively and keep track of tasks and progress.

Improve Collaboration with Cloud-Friendly Software

Another way companies can boost collaboration and make their office smarter is by using various types of cloud-friendly software, ranging from document management to task-tracking systems.

These solutions allow teams to store and share documents in an organized way and track tasks and progress. They help companies reduce the amount of paperwork, as well as the need for physical storage devices, such as hard drives and USB sticks, thus also contributing to cutting costs.

Cloud-friendly software also allows real-time collaboration between team members that are located in different places or even cities and countries.

Scalability is another great advantage of using cloud-based applications. This means that companies can increase or decrease their usage based on their current needs without purchasing additional hardware or software licenses.

Moreover, cloud-based solutions have built-in cybersecurity features that protect company data from unauthorized access or malicious attacks.

Use Digital Scheduling and Room-Booking System

Installing and using digital scheduling and room-booking systems can help companies to optimize their operations and save time.

These solutions can help workers find available rooms or conference spaces without having to search through multiple calendars or contact multiple people. Doing so removes the need for manual coordination between employees and enables them to find the right space as quickly as possible. Using these systems also allows employees to receive notifications when space is booked for spaces and events they are supposed to take part in.

Automating these processes allows workers to spend less time dealing with mundane tasks, thus dedicating more hours to activities requiring creativity and problem-solving skills.

Implement Smart Security Solutions

Last but not least, smart technologies can make offices safer by tackling common risks like theft, violence, fire, and data breaches.

Modern access control solutions and future-forward commercial camera systems can help companies make sure that only authorized individuals can enter the premises. These systems range from digital credentials that allow workers to open doors by using their mobile devices to facial recognition solutions that grant access by matching a person's face with the one stored in the system. For areas of the office that contain susceptible assets and data, companies can implement multi-factor authentication (MFA) procedures. These involve using two or more ways of identifying a person, like passwords, fingerprint scans, and retinal scans. To achieve maximum effectiveness, it’s important to hire an experienced access control contractor or installer that can adjust these systems to your needs.

Video security technologies have also evolved significantly over the last few years. One of the most recent developments is the use of video analytics. This type of software works by recognizing patterns in the footage captured by cameras before alerting designated personnel when suspicious activities are detected.

Install IoT Technologies for Smart Lighting and Temperature Control

Internet of Things (IoT) is a term that refers to the increased connectivity between devices and systems, as well as their ability to communicate with each other. Some of these technologies can make offices smarter by adjusting the lighting and temperature according to current needs.

Lights can be dimmed or brightened depending on the time of the day and current natural light. Smart lighting systems work by automating the intensity of the lights according to activity and occupancy in a space. Moreover, through the installation of smart sensors, these systems can be used to detect when the room is empty and turn off the lights automatically.

Similarly, smart thermostats can be programmed to adjust the temperature according to the time of the day and the number of people in a space. This helps maintain a comfortable environment for workers while maximizing energy efficiency and decreasing utility bills.