The Most Important Digital Workspace Tools
The digital workspace is all about forging connections—connections between employees, spaces and data.
Just about every organization has some digital workspace tools in place because we all operate in a digital world. However, many are taking a more holistic view of their workplace and committing IT resources to technologies that deliver greater value.
They’re focusing on 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 tools every workplace leader needs to get that kind of value.
The Trifecta of Digital Workspace Tools
Workplace Management Software
Workplace management software is the backbone of every digital workplace. It enables leaders to not only keep track of space, assets and more, but also respond to concerns related to them.
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 everyone always has a place to work. This becomes complicated because at least a quarter of your employees work remotely at least part of the time. You’ve also been hiring more contractors and consultants lately to gear up for a big product launch. 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.
An IWMS is a tremendously helpful digital workplace tool, 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 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.
IoT sensors can be affixed 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.
Kiosks and 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.
These days, most employees don’t spend the majority of their day at their desks. 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.
Having digital workspace tools they can use to reserve those areas on the go is essential to giving them the flexibility they need.
Depending on your workspace, you might use kiosks for wayfinding and room reservation. Or you might introduce an employee experience app that allows employees to find people, reserve space, request service and receive visitors or mail wherever they happen to be working.
An Infinite Loop of Value
While each of these digital workspace tools 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:
- Sensors collects valuable real-time data about how employees use the workplace.
- Workplace leaders view sensor data within an integrated workplace management system (IWMS).
- Leaders respond to trends related to space utilization, room reservation, service requests and more, fulfilling immediate requests and anticipating future ones.
- Employee use workplace apps and kiosks to make requests that further inform decision-making.
Want to learn more about how smart companies are using digital workspace tools and seeing results?
Request a demo of our Hummingbird employee experience solution.