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This article aims to give a brief overview of the meaning of a smart office, what type of smart technology it usually entails and what benefits it can have for employees and facility managers alike. The growth of the smart office sector can no longer be ignored, and it is about time we all think about what role it will play in our professional lives moving forward.

So what is a smart office? A smart office or a smart office solution is an office space that incorporates modern technology to increase and boost employee productivity, experience, and efficiency by optimizing the office environment while simultaneously keeping the office space environmentally friendly and cost-efficient. This is usually managed in two different ways, firstly by introducing tools that support employees in finding, using, and collaborating in their office space, secondly by providing analytic capabilities and tools for facility managers to optimize space usage with smart systems.

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Smart office solution technology is today seen as essential to retaining staff and hiring new talent for one's business. Modernizing the office space where employees will spend a considerable amount of time is just as important for the employee experience as traditional work tools.

Because the field of smart office technology is so varied, the technology most often connected to the term can have a wide set of functions, smart devices, and purposes. But generally, when talking about smart office technology, people tend to talk about:

One major essence of smart office technology is providing an office with an interactive floor plan that maps out the office layout and all office resources. Especially in large office spaces, employees can struggle with finding the right resources, such as meeting rooms and workspaces. An Interactive floorplan, often shown from an app or kiosk screen, can greatly reduce the time spent trying to find resources and help employees be more efficient when performing the small tasks performed during a workday.

Smart office technology is not only limited to resource finding and wayfinding but also includes the process of how we enter the office, to begin with. A smart office usually uses some form of smart access control, where access can be given only to employees who have a meeting booked for the day or a desk booking. Or by using QR codes that can give guests direct access to the office without needing a reception.

Smart office technology also gives great tools for managing visitors. Instead of having guests wait in the reception before you greet them, visitors can now be let in with a simple QR code and then be guided to the right conference room with wayfinding tools. Many smart office solutions also allow ordering catering along with room booking, ensuring the best service for your guest without stress or waiting.

In a hybrid work environment, fixed seating arrangements will no longer be economically sustainable. Smart office technology provides smart and functional hot desking solutions that guarantee employees' seats when they come to the office. Workspaces can be booked in advance or upon arrival at the office, creating a sense of security and recognition. The most advanced smart office solutions on the market also provide digital attendance calendars, where employees can see when their colleagues plan to be in the office and what workspaces they have booked, so they have the chance to book workspaces close to them.

Our meeting rooms and conference rooms need smart office technology more than ever to become smart meeting rooms. The rise of video conferencing requires a whole new set of equipment for our meeting rooms, and because office attendance is no longer a guarantee, smart office solutions are needed to optimize which meeting room we use depending on the equipment needed and the number of people that will actually attend on-site. The best smart office solutions provide smart room booking software that allows employees to book meeting rooms that fit their needs and that automatically releases the room if no one shows up to the meeting, making it available for others to use.

By using sensors and booking software, occupancy can be indicated on the interactive floor plan, giving employees a real-life overview of the availability in the office. Employees can also find the exact location of the meeting room and find it directly instead of searching for it.

Equipment failure is a common problem that can make a seemingly efficient meeting go unproductive in a minute, and the lack of efficient communication between employees and facility personnel can make simple problems take ages to solve. Smart office technology usually provides easy solutions to make support request creation easy and manageable for all. Instead of going all the way to the reception to report the issue, the employee can instead register the fault report directly in their phone and attach a picture with a description. The fault report is directly connected to the resource in question, making it easy to find and solve.

Finding colleagues is estimated to only get more complicated in a hybrid work environment. Smart office technology can help employees find each other and where they are seated in a more efficient manner. This can be done by indoor positioning software or by showing who has booked desks during the day and where a desk is located. This is one of the greatest benefits of smart office technology.

Lastly, let us not forget one of the most important aspects of smart office technology, workplace analytics. Smart office technology usually provides extensive analytic capabilities that allow facility managers to analyze how the office is being used, what resources are popular, how many ghost bookings there are, how many meetings that run over time, how many people are in the office during a week, and much more. Analytics is important in facility managers' quest to optimize the workplace when more and more companies are going hybrid. The possibilities are endless. Furniture can be moved to optimal places. Office space can be reduced, desks can get the equipment that is most needed, and facility managers can measure the success of office changes by comparing data from different time periods.

Smart office technology refers not only to software but a wide variety of hardware products such as smart sensors, meeting room screens, kiosk screens, availability indication lights, and indoor positioning sensors. Sensors can be used to measure presence in meeting rooms or desks, automatically turn on and off the lights depending on if someone is in the room, and automatically open doors when someone is approaching for temperature control as more intelligent climate control systems. All modern offices have some form of sensors installed, and the possibilities are endless!

There are a lot of benefits to a smart office. Firstly, it has the opportunity to optimize a hybrid workplace and minimize the friction caused by inefficiencies in everyday life. For starters, it is estimated that employees spend 15 minutes a day finding resources they need, a number that can be greatly reduced with smart technology. Secondly, smart office technology has great benefits for the employee experience, employee well-being, and employee retention. Thirdly, smart office technology gives many analytic capabilities that help facility managers optimize office space and handle support requests.

By providing easy tools for resource booking, visitor management, access control, and colleague finding, the employee will experience the office as a seamless experience, incentivizing more frequent visits. By analyzing what employees use, facility managers can create an environment that is completely catered to what the employees need for optimal well-being.

How the office functions are a direct mirror of how the organization works. Modernizing your office will show employees that you are a modern company with strong plans for the future, which will make your employees stay.

The future workplace is a flexible office, where smart technologies (software and hardware) are applied to improve comfort, efficiency, and productivity amongst employees, and help you understand their behaviour. Smart office solutions provide insights, security, and access to relevant information. A smart workplace makes flexible working possible and can easily and flexibly respond to other modern ways of working and collaboration.

Smart workplace solutions are important to create a productive and efficient workplace. In the future workplace more work can be done in less time when people have smart tools to help them do so. An ecosystem of platforms, connections and technological solutions is essential for more comfort, safety and ease in the office.

Using smart technology gives employees control over their work environment. It helps them to work autonomous and make their own choices, to share facilities in the office and to get insights into the overall usage of those facilities. Examples such as effortless video conferencing, easy desk- and room booking and internal communications systems all lead to improved employee wellbeing, increased productivity and better collaboration.

With the actual occupancy rate of meeting rooms and desks you can see how much office space is needed in the long-term. Based on this information you can decide to reduce your office space significantly by moving to another building, or renting out space to others. This is a sustainable way to lower energy consumption and save costs on rent.

Many companies in the area trust us to provide the essential supplies they need on a day-to-day basis. These include hospitals, car dealerships, schools, nursing homes, law firms and other businesses. You're welcome to visit our showroom, or you can place your order online or by phone.

Whether you need printer toner and paper, plates and plasticware or desks and chairs, you'll find them all at Ferris Office Smart. Visit our showroom to shop for the office supplies or furniture you're searching for. 2351a5e196