The Most Important Digital Workspace Solutions Right Now

by Glenn Hicks on July 14, 2020
iOFFICE Hummingbird

Most organizations have digital workspace solutions in place because we all operate in a digital world, and during pandemic conditions these tools have proved vital to enabling companies to continue operations. In response, many are taking a more holistic view of their workplace and committing IT resources to technologies that deliver greater value. 

Specifically, they’re focusing on workspace solutions that close the loop between employees and workplace leaders, enable more self-service among employees, and provide valuable information about how they’re actually using the workplace.

Here are the three digital workspace solutions every workplace leader needs to get that kind of value.

What are the most important digital workspace solutions?

Workplace management software

Workplace management software is the backbone of every digital workplace solutions plan. It enables leaders to not only keep track of space, assets, and more, but also respond to related concerns.

An integrated workplace management system, or IWMS, makes workplace leaders more productive and allows them to make better business decisions.

Let’s say your company is growing quickly and you need to make sure there’s enough space for everyone. This becomes complicated because more of your employees are working remotely these days. You’ve also been hiring more contractors and consultants who may only come to the office once or twice a week. Without a system in place to keep track of space utilization, you might quickly come to the conclusion that you need more space. You decide to rent a coworking space for 20 employees when you could have accommodated them within your existing space, if only you’d had a better way to see which spaces were available and make some changes to your layout.

With a digital workplace solution like an integrated workplace management system, you can see how every space is being used and implement strategic plans to improve space utilization. You can also manage assets, service requests, visitors, and more. 

IoT sensors

An IWMS is a tremendously helpful digital workplace solution, but it’s only as good as the information you put into it. Internet of Things (IoT) sensors ensure you have the most accurate data at all times.

This is especially true when it comes to space utilization and room reservation. We’ve all experienced the frustration that comes with trying to find a meeting room when it appears every space is booked. When you actually walk around the office and start knocking on doors, however, you realize several of those rooms aren’t being used at all.

You can affix IoT sensors outside doors or beneath chairs to capture true space utilization in real time. If the sensors indicate a particular room isn’t being used after a certain period of time, you can even set up a workflow to make that room appear available again within your room reservation software. 

Employee experience apps

It’s great to be able to see how your workplace is being used in real time and act upon those insights.

But unless you have a way for employees to interact with the workplace themselves, you’re only getting one side of the equation.

Most employees don’t spend the majority of their day at a desk. They’re more likely to move around the office depending on the work they’re doing.

They might need a small, quiet place to work without distractions for the first few hours of the day, a larger conference room to meet with clients after lunch, and a less structured area to brainstorm ideas with their colleagues later in the afternoon.

In an agile work environment, it can be more difficult for employees to find what they need. And every minute they spend searching adds up— a workplace survey by global indoor positioning system Senion found the average employee in a large office spends one hour each week looking for people and available workspaces. 

Having digital workspace solutions, employees can use to find people, reserve space, request service, and receive mail or visitors reduces frustration and improves productivity. Employees are already accustomed to using mobile apps at home, so it makes sense that they prefer mobile workplace apps, too. 

Room scheduling displays

When you’re searching for a conference room fast, it helps to have a quick point of reference. Room scheduling displays make it easy for employees to see conference room names, capacity, and equipment. They can also use these interactive panels to quickly reserve a room, check in, or end a reservation early. 

When these workplace solutions connect to your integrated workplace management system, you can easily see how your rooms are being used and better plan for the future. 

Wayfinding and digital signage

As organizations expand, we’re seeing more widespread adoption of large corporate campuses. And although many organizations are rethinking their real estate footprint in the midst of the coronavirus pandemic, these campuses or “neighborhoods” will likely remain popular. They make it easier for employees to spread out and access a variety of services, from fitness centers to child care. Of course, these sprawling campuses can also be more difficult for employees and visitors to navigate. 

That’s why wayfinding and digital signage are becoming increasingly popular as digital workspace solutions.  Wayfinding kiosks help employees or visitors quickly find people and destinations on an interactive map and get directions to their destination. Digital signage also helps with navigation and keeps employees and visitors informed about the latest news and announcements. For instance, if there’s a road closure near your workplace and you have interactive digital signage, you can let employees know about a detour route before they start their commute home. 

How do digital workspace solutions create an infinite loop of value? 

While each of these digital workspace solutions will enhance your organization, they offer far more value together than on their own. They create what we like to call the “infinite loop of value.” Here’s a closer look at how it works:

  1. Sensors, interactive displays, and mobile apps collect valuable real-time data about how employees use the workplace.
  2. Workplace leaders view sensor data within an IWMS.
  3. Leaders respond to trends related to space utilization, room reservation, service requests, and more, fulfilling immediate requests and anticipating future ones.
  4. Employee use workplace apps and kiosks to make requests that further inform decision-making.

Through using workplace solutions, this constant connection between people, data, and things allows you to continually adjust your workplace based on employee needs. It also gives you real-time data that can help you right-size your real estate strategy.

iOFFICE Hummingbird isn’t just a workplace app; it’s the technology that makes these connections possible. With Hummingbird, employees can find people, reserve space, request service, and receive mail, visitors, and important announcements. Hummingbird’s user-friendly technology is why a Verdantix analysis said it “fits nicely into a broader program focused on retaining and creating an engaged workplace.”

Ready to see a closer look? Request a demo of Hummingbird in action. 


Glenn Hicks

A member of the Business Development team, Glenn has years of experience with business process improvement on the Commercial Real Estate and Facilities Management sides.

Capterra Ratings: ★★★★★ 4.5/5