4 Ways Tech is Revolutionising the Office

Technology has transformed the office from a practical place in which to get a day’s work done, into a fully connected smart space fit for collaboration and innovation.

And while the office of the past was often referred to as a single entity - ‘I’m going into the office today’ - technology has enabled workspace environments to become dispersed. For instance, an office might be a company’s HQ, one of its satellite coworking spaces, a third space (such as a cafe or library) or the individual’s home.

Or every one of those listed, depending on the day of the week!

But how is technology changing the shape of the office in the here and now? Let’s dive into four key driving factors that we’ve been reflecting on recently, ranging from cloud computing to data-driven decision-making.

1. Cloud flexibility

For a while now, Cloud services have been replacing on-premise software solutions that run on a company’s physical hardware.

Switching to the Cloud provides organisations with more flexibility in several areas - not least of all when it comes to office space. Instead of having to move hardware from A to B, organisations can travel light and switch offices with more ease. (And they don’t need the extra floor space to accommodate the gear.)

Google Workspace, Microsoft 365, and Dropbox are all examples of cloud services that are designed for seamless file access and digital collaboration across teams.

They can be accessed from anywhere, making it easy for remote teams to stay in the loop. Nexudus is also a Cloud-based software solution. Our customers subscribe to our services, which are delivered over…you guessed it, the Cloud.

The flexibility of Cloud software makes it better able to handle spikes in demand.

Take Zoom, for example. As a Cloud-based videoconferencing platform, it can facilitate huge levels of traffic; and when this traffic surged during the Covid-19 lockdowns, its scalability meant it could adapt to even bigger volumes at speed.

Although it’s called the Cloud, the data Cloud services handle has to be stored physically somewhere - namely huge data centres located around the globe.

As the Cloud computing sector grows, so does the energy consumption associated with the data centres. Fortunately, Cloud providers can invest in more energy-efficient infrastructure that makes use of renewable energy sources.

In more recent times, many of the major Cloud brands are making moves to reduce their carbon footprint and become greener. If you’re interested in learning more about the carbon footprint associated with data storage, check out this useful article by the sustainability platform, Watershed.

2. Smart design solutions

Internet of Things (IoT) technology has revolutionised the way coworking space operators and landlords are lighting, heating and operating their spaces. Smart lighting, heating and other IoT-driven devices can lead to cost savings and green gains. And, of course, they create a more comfortable member experience.

However smart decisions around office design can be implemented before the fit-out and tech infrastructure phase. Some office architects are considering aspects of the building such as its exposure to the sun and winds to boost natural light within the building and enhance ventilation and temperature control.

(In short, reducing the need for lighting and heating in the first place.)

Here are some prevailing smart solutions in coworking spaces today:

• Smart lighting - Many offices today embed sensors in the walls and ceilings of their spaces (which, in turn, integrate with their building management system) to assess and control levels of light automatically.
• Smart heating - Temperature can be a continuous topic in coworking spaces, with some workers feeling too hot while others complain of feeling cold. New technology enables members to set their ideal temperature using a smartphone app, and the temperature changes to suit their preference as they move in and out of different parts of the building. Impressive.
• Smart meeting room booking system - This is essential tech for any coworking space, permitting members to quickly book meeting rooms from anywhere through their mobile devices. More advanced systems are able to track room usage and identify patterns for better space management.

3. Virtual and augmented reality meetings

While VR and AR meetings aren’t exactly the norm in offices (yet, anyway) some organisations are harnessing these technologies to facilitate experiential meetings and training for their remote employees and stakeholders.

In essence, VR can go some way to replicate the real-world office in a virtual environment. By accessing the office in this new format, virtual employees can get a feel for their company’s HQ, and even attend meetings (almost) as if they were physically in the building as their in-person counterparts. This has the potential to alleviate the feelings of isolation when working in a distributed team.

So, how does it work?

When engaging in a VR meeting, the participants will don VR headsets and enter a digital workplace. Once admitted, they can collaborate with others as an avatar, and engage in the usual meeting activities such as sharing presentations. The virtual meeting participant’s avatar is customisable and can be configured to mirror the appearance and identity of the person (resulting in a more ‘realistic’ experience).

4. Data-driven decision making

Advanced coworking analytics that can analyse large data sets are making it easier for operators and landlords to make informed decisions about the design, layout and operational running of their buildings. They can also help to predict trends.

It’s no secret that analytics and reporting can be incredibly powerful when it comes to the optimisation of a coworking space, often leading to cost savings and improvements in member retention.

An office management system’s analytics function can provide anything from a broad to a more granular view of aspects ranging from lead generation sources and conversion rates to occupancy rates and resource utilisation. This knowledge can inform strategy and, ultimately, help build a better member experience.

Any worthy workspace management system should have reporting capabilities that let operators see how their business is performing in different areas - operationally, financially, energy consumption-wise, engagement-wise…the list goes on!

At Nexudus, we provide our users with a choice of reporting tools: default reports, Nexudus Explore, Explore Designer, Excel and API-driven solutions. The chosen method depends on the individual coworking operator’s preference and abilities.