Technology is constantly evolving and advancing. This is particularly evident when it comes to the workspace.
Filing cabinets, floppy disks, fax machines and physical servers have made way for broadband internet, digital storage and cloud technologies. Project management and digital collaboration software continue to accelerate this progress to a more productive workspace, streamlining and optimising how we all collaborate.
All of these changes have meant incredible things for business efficiency and even sustainability. But this change hasn’t stopped, and shows no sign of slowing down. So, what’s the next step in the modern workspace? What does the future hold?
Introducing smart offices.
What is a smart office?
Smart offices use interconnected technology, analytics and machine learning to create more productive, comfortable and sustainable workspaces for employees. They are data-driven, high-tech environments optimised for human experience and enjoyment, consisting of sensors, innovative devices, collaboration tools and other software solutions.
Smart offices are powered by the Internet of Things (IoT) — a series of internet-connected devices that exchange data and information. This is managed in the cloud, itself powered by high-speed internet connectivity.
The various elements in smart offices work together to automate tasks, manage resources, improve access and wayfinding and foster intelligent working environments. The guiding principle of a smart office is optimisation — to create the most productive, efficient, comfortable and eco-friendly space possible.
All of the interconnected technology fosters more productive work between on-site and remote teams. Analytics provide insights into how a space is used, with facility managers having access to tools for optimising space usage and managing heating, ventilation air conditioning and lighting systems.
The global market size for smart offices is forecast to almost triple in only 9 years — growing by 11.5% every year from $44.9 billion (£35.4 billion) in 2023 to $122.6 billion (£96.5 billion) by 2032.
Popular features in smart offices include…
- Interactive floor plans
Booking, scheduling and organising meetings — as well as wayfinding and requesting necessary equipment — can be the bane of many office workers’ day-to-day lives. Apps and kiosk screens make it simple to visualise, find and request resources like meeting rooms and dedicated workspaces. In smart offices, management teams can assess usage and see how their teams work. - Climate control
Smart offices use intelligent heating and lighting control to create an environment that’s optimised for comfort. These can be controlled using a touchscreen or app, with sensors able to detect motion and occupancy. Control over thermostats, doors, blinds, windows and lights is only a tap away. - Hot desking and colleague finding
In a world of hybrid working, fixed seating arrangements no longer work for many organisations. Smart offices allow you to book or reserve spaces — some solutions also allow you to see who’s booked what, as well as help with real-time colleague finding. - Smart meeting rooms
Seamless, productive collaboration between on-site and remote teams is essential for most modern organisations. Flush with video conferencing technology, smart offices minimise this friction. Usage indicators can show occupancy and availability in real-time. - Access and visitor management
Smart offices transform everything, even the very first step you take into the office. Biometics or QR codes can be used to access the space, meaning only those you want to have access — staff or visitors — have direct access. - Faults and support
Hardware and software problems will always occur, but smart offices can make reporting and repairing them as simple as possible. Whether a split cable, dodgy lightbulb or broken blind, smart offices give you the ability to directly report and log faults. - Analytics
The day-to-day use of a smart office provides building and facility managers with a wide range of data, which can be used for optimising the workspace. What resources are particularly popular — what do you need more of? What kinds of meetings tend to run over? Are certain desks less popular?
What are the benefits of a smart office?
Productivity
Workers can spend surprising amounts of time every day on low-value tasks like booking meeting rooms and finding resources they need. One estimate is that employees lose two weeks per year looking for available desks!
By either automating or facilitating these low-value tasks, employees are freed up to focus on what’s important. Also, with workforces as geographically distributed as widely as ever before, advanced communication tools and high-tech meeting rooms grease the wheels between remote and on-site teams.
By helping managers gather insights on how a space is used, smart offices give you actionable insights to improve your environment.
Wellbeing
By detecting user patterns and preferences, smart offices iterate to perfection, allowing you to create an environment that’s the best possible for work.
The element of customisation also allows people who may be too hot or cold to tweak their environment accordingly. Features like resource booking, hot desking, colleague finding and visitor management that make day-to-day office life more simple.
This all means more comfort, less stress and a greater sense of ownership, boosting employee buy-in and job satisfaction.
Security
Since they can be managed and secured remotely by a dedicated team, smart offices promote security and compliance best practice. In a world of ever-more enterprising cybercriminals, this is invaluable.
As well as keeping your data safe, smart offices are generally a safer physical space. There’s peace of mind that entry is governed by a biometric lock or a QR code, allowing facility managers to control who has access to the space at any time. Touchless tap faucets can even minimise the risk of spreading disease.
Sustainability
By taking learnings from real-life usage and by incorporating smart sensors, these spaces can optimise and drastically reduce energy use on lighting and heating.
Additionally, by giving insights on space utilisation, smart offices help businesses to learn about certain areas of their office that may be redundant, potentially streamlining real estate use (and therefore ongoing cost).
… but quality connectivity is king
Underpinning every smart office and all of these innovative, cutting-edge features? A robust, high-speed and reliable internet connection.
Good internet connectivity is already crucial to every modern workspace, but when you transform from a traditional to a smart office, the speed, stability and security of your internet connection takes on even more importance.
Fast, secure connectivity underpins the smooth, seamless functioning of Internet of Things (IoT) devices like thermostats, lighting systems, security cameras and occupancy sensors. It’s also essential for data transfer and analysis — vast amounts of data are constantly being generated by sensors and devices. This is all stored, analysed and processed through cloud-based platforms.
When it comes to remote monitoring and control — enabling employees and facility managers to control various systems, contributing to energy efficiency and security — connectivity is similarly integral.
But what kinds of speed do I need? The many innovative new technologies associated with smart offices are designed for the speeds nowadays offered by only full-fibre infrastructure. A zero-loss connectivity solution can ensure continuity and no downtime.
A gigabit-speed connection should be seen as the barometer for a smart office. XGS-PONs (‘10-Gigabit Symmetric Passive Optical Networks’) — entailing cutting-edge 10-gigabit speeds up and down — are the most future-proofed full-fibre network type available.
We’ve explored the various types of full-fibre networks available in our insights comparing passive (PON) and active (ethernet) full-fibre connections.
Start your smart office journey today
We are already entering a new smart office era — businesses and organisations are increasingly adopting smart offices to unlock greater productivity, sustainability and user comfort gains. Is yours one of them?
At Optinet, we help to design, deliver and manage high-speed, future-proofed and flexible smart offices. Since 2016, we’ve been turning complex network technology to the advantage of building managers, IT managers and tenants.
Our innovative connectivity, network technology and cloud solutions are powering organisations and transforming serviced offices, retail parks, department stores, co-working spaces and many other types of commercial buildings across the UK.
We’re proud to work with some of the country’s most established businesses and esteemed locations — take a look at our case studies to discover how we can help you to succeed. Plus, check out our new development at Westfield!
To start your smart office transformation, simply contact our expert team today.
Get in touch today and one of our team members will reach out to discuss how Optinet can change and enhance the way your internet works for your retail business.