Smart Offices: How workplace tech is shaping the new office experience
Why Tech Matters More Than Ever
As offices are having to compete with the home post-pandemic, businesses are under pressure to elevate the office experience. This shift has seen occupiers be more selective about space and the additional features they want in their office, with workplace technologies now among the most desirable.
“Workplace tech” broadly refers to technologies that help to create a healthier and more efficient work environment, from HVAC systems first seen in the 1970s to today’s smart sensors tracking everything from occupancy and air quality to energy use.
However, now the range of workplace technologies has expanded, looking beyond simple functionality how can these technologies affect positive change within your business and are there any potential issues for occupiers?
Lower Emissions, Smarter Spaces
With Environmental, Social and Governance (ESG) goals high on the business agenda, meeting environmental requirements can require significant change in the way a business conducts their operations. Many businesses are turning to smart building/workplace systems to reduce their environmental footprint.
Technologies such as:
- PIR sensors at The Buckley Building, which adjust lighting based on occupancy and natural daylight.
- Smart chillers at 22 Bishopsgate, which regulate cooling based on heat load, saving energy.
Unlike simply choosing a sustainably built office, these technologies offer ongoing environmental impact reduction, helping occupiers actively manage and reduce emissions throughout their tenancy.
Operational Efficiency
In a hybrid world, employees expect a smooth transition between home and office. Workplace tech is making this possible.
- Mobile access at 22 Bishopsgate lets employees use virtual passes via smartphone, having enlisted SmartSpaces to implement HID mobile identification.
- Smart booking systems at 8 Bishopsgate allow users to reserve meeting rooms, lockers, or even auditoriums through a building app. Booking and keeping track of the availability of meeting rooms and communal spaces has never been easier.
The value of these measures should not be underestimated. These tools remove friction from the office experience and play a subtle but vital role in staff satisfaction and retention. Now that workers have become used to a degree of home working where they can easily plug into their own setup, the expectation now they are being asked to come into the office more often is that upon arrival they can settle down to work quickly and easily secure space to collaborate with colleagues. For these kinds of workers, having access to this workplace tech makes a small yet important contribution to improving the employee experience.
Boosting Wellbeing
With workers back in the office more regularly, environmental comfort has become critical. Buildings like JJ Mack, Charterhouse Street in Farringdon are leading the way, using integrated systems to:
- Monitor air quality across private and communal spaces.
- Give real-time feedback via internal displays or apps. These results can then be viewed by the tenant.
- Automatically improve airflow using Variable-Air-Volume systems.
Workplace tech doesn’t just support wellbeing initiatives, it ensures the physical environment enhances, not hinders, health and productivity. While firms have been taking steps to improve worker wellbeing through the implementation of programmes like cycle-to-work schemes and mental health support, the specific contribution that workplace technology makes is that it ensures the office environment is not having a detrimental effect on employee health.
Considerations: Cost, Time & Cyber Risk
Despite its benefits, workplace tech comes with considerations:
Cost: Workplace technology can be secured two ways – both of which could be initially costly.
Premium buildings with the most-up-to-date tech will come with a higher rent attached. On the other hand, those looking to integrate workplace tech into existing spaces could see a costly set-up and installation fee. Firms should therefore do a cost-benefit analysis before implementing workplace technology, considering factors including whether their budget allows for such expenditure or if their workers spend enough time in the office to warrant the installation of workplace tech features.
Time: Finding the best solution is not a quick process – sourcing, acquisition and implementation all take time.
Finding a building that ticks all the boxes on workplace tech can serve to complicate searches, ultimately lengthening the process. Even if a tenant is planning to implement this tech via a Cat B fit out, this will take additional time to integrate, especially if the engineers run into issues such as having to navigate outdated legacy systems in the existing space.
Once the workplace tech is in place, even if most of the processes are automated, staff will need to be made aware of what the purpose of the tech is as well as what data is being collected about their occupancy in order to comply with data protection rules. This may require staff taking time out of their days for explanatory sessions, which could mean taking time away from other tasks.
Cybersecurity: Sensors and apps collect data, potentially creating avenues for cyberattacks.
Over the last couple of years, we have seen cybersecurity make its way further up firms’ priorities, and for some occupiers workplace tech may represent a new area of vulnerability. Much of the information collected through tech applications is potentially transferred to third parties as well as the building manager/landlord, opening up potential cybersecurity issues.
While it may seem that incidents like these would be few and far between, recent research by the Royal Institute of Chartered Surveyors found that 27% of the respondents indicated their building had experienced a cyber-attack in the last 12 months. Considering this, tenants need to ensure that steps have been taken to secure the tech that is part of their workspace.
Although workplace tech can help to positively reshape your business, there are some elements that can be the source of potential issues. Firms must weigh these risks, budget carefully, and ensure proper safeguards are in place.
Looking Ahead: Tech as Standard
Workplace technology is fast becoming a default expectation rather than a differentiator. Its growing presence in best-in-class offices across the UK is changing how occupiers view space, not just in terms of quantum, but as a platform for productivity, wellbeing, and sustainability.
Workplace technology is continuing to evolve, and businesses along with it. Even though implementing workplace tech can expose your business to some potential pitfalls, more and more businesses are using such technology to further advance their goals.
Smart workplaces are no longer just nice to have, they’re becoming essential.
