3 Tiers of Software Integration Success for Smart Workspaces

by Elizabeth Dukes on December 27, 2016

You’ve done it. You’ve finally convinced your C-Suite to invest in the workplace technology you’ve been salivating over for several months. It wasn’t easy — there were a lot of late nights comparing pricing on various solutions and chatting with IT about integrations with existing technology. And then there were those few agonizing minutes in the boardroom while the leadership team mulled over your proposed budget. But in the end, you won. Go ahead — give yourself a pat on the back!

But don’t get too comfy. This is no time to rest on your laurels. You’re about to embark on the most important stage of this entire ordeal: The time has come to integrate your new technology. If all goes according to plan, you’ll be saving the company so much money you’ll earn yourself a big, fat raise (or at least a much-deserved vacation). But if it fails? Well, then all your hard work is for naught.

To help you make sure it’s a success, we’ve devised a useful plan. Here are the three tiers of software integration success:

Make sure to get HR on board with your new software Tier 1: HR Integration

Answer this question: Who are you delivering services to? Is it the entire workforce, or just one subset? Once you’ve answered this question, the next step is to achieve buy-in from that group. You see, it doesn’t matter how earth-shatteringly brilliant your new technology is, it’s going to fall flat if you can’t get people to accept it.

For example, let’s say you want to set up a new system for facilities work orders. Your new technology, if used properly, will streamline the maintenance process for not only the facility maintenance professionals tasked with handling work orders, but also those placing them. But if people assume the new process is too complex, they’re going to ignore it and continue using the old, outdated process of errant emails and sticky notes.

One of the best ways to ensure everyone embraces the new technology is to integrate with HR. Not only is the HR department the organization’s hub for all processes and procedures, it’s also one of the only departments that, when they have something to say, the workforce listens.

Tier 2: Internal System Integration

The next stage of integration success is linking your new technology to existing systems to make the experience seamless for all users.

For example, let’s say your workforce currently schedules all meetings via Outlook calendar. But reserving meeting space can be a headache, and it’s often first-come-first-serve. In an effort to make this process more efficient, you decide to roll out room reservation software. But to ensure the experience is streamlined and seamless, you integrate the software with Outlook. That way, employees can schedule meetings and reserve a room in one fell swoop.

Make sure your technology is robust enough to meet current and future needsTier 3: App Integration

The third and final tier is integration of “plug and play” apps to enhance engagement. When you’re seeking technology, like an integrated workplace management system, you want to be sure it’s robust and can be expanded to meet current and future needs.

For example, let’s say you eventually decide you want to use an occupancy tracking app or an energy and utility management app. By integrating these apps with your existing system, you can consistently get more value from your IWMS investment. What’s more, you can enjoy centralized reporting. No more toggling back and forth between dashboards and spreadsheets. Doesn’t that sound magical?

Many workplace leaders view technology integration as an inevitable headache, but by rolling out new technology in tiers and following the tips above, you can improve your success rate. Furthermore, you can ensure technology is being used correctly, improve the workspace environment for the entire workforce and make your life a little easier.

Launching new workplace technology doesn’t have to be a nightmare. Download our comprehensive strategy: The Workplace Leader’s Playbook for New Technology: How Real Organizations Embrace, Integrate and Measure Workplace Technology.


Elizabeth Dukes

Elizabeth Dukes' pieces highlight the valuable role of the real estate and facility managers play in their organizations. Prior to iOFFICE, Elizabeth was in sales for large facility and office service outsourcing firm.

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