How workplace management tools are revolutionising smart offices of the future

Workplace management tools are the backbone of smart offices, managing flexible and efficient work environments. But with generative AI technologies entering the mainstream, smart offices of the future will embrace more than just automation, becoming intelligent ecosystems that adapt to occupant needs. Let’s dive into how workplace management tools are revolutionising smart offices of the future.  

Freeing up time for what matters most: community

Taking the grind out of administrative tasks, workplace management tools are now so sophisticated that they can carry out the brunt of work that office managers used to spend hours on. Coworking software like smart access control replaces physical keys to open doors, facilitating frictionless access to workspaces and amenities. Visitors can check themselves into events and classes using workplace management tools like the NexEvents app. Even automated billing systems can save up to 40% of time spent on invoicing. 

With workplace management tools, Square Works in Bristol saves 18 hours a week on manual operations across several touchpoints, including self-check-in and check-out, delivery systems, automated invoicing, payment solutions, CRM, and even embracing Open AI to respond to member queries and requests in real-time through the Nexudus Help Desk. A communication tool helps members connect virtually, strengthening a sense of community. In fact, communication tools are so impactful that they can increase member retention rates by between 15-30%. 

With time saved, community managers can focus on community-building activities – from organising fun lunch networking sessions to breakfast events, and even wellness activities. With 89% of self-employed people experiencing increased happiness having joined a coworking space (and 83% feeling less lonely), bringing people together is essential to the workplace experience. In smart offices, ideally, workplace management tools should complement, not replace, the value of human touch.

Personalising smart office experiences

The social aspect of work is more important than ever, especially now that most workers have greater autonomy over where, when, and how they work. But what is one of the main incentives for commuting rather than working from home? Social interaction. A Harvard Business Review found that 84% of employees are motivated to go into the office to socialise with coworkers, with 74% of workers commuting more frequently when their work friends come in. After all, no one wants to work from an empty office.

Workplace management tools can make a real difference to the smart office experience. With desk booking tools, for example, workers can choose a workstation ahead of time and view who is coming into the office. This enables them to come in on their own terms, and on the same days as their coworkers and work friends. 

Planning desk arrangements can be particularly beneficial for neurodivergents. Making up to 15-25% of the global population, neurodivergents can struggle to work in open-plan spaces, feeling easily overwhelmed by loud noises and an overstimulating environment. But, with a workspace management system, anyone can choose their workstation – whether it’s a desk in a quiet corner of the workspace, or one by the window (for those requiring more natural light), or one next to your social area (for those thriving from the various comings and goings). We’re all different, after all!

While making workplaces more inclusive, workplace management tools also give coworkers complete control of their smart office experience, including amenity bookings for meeting rooms, podcast studios, and wellness facilities. While booking through reception might traditionally serve as a touchpoint for connection, today’s time-strapped or hybrid workers often prefer the convenience of online systems. This can also capture external demand. Nexudus research shows that flexible workspaces in the UK earned a mean 66% higher price per meeting room booking from external customers than members (who are typically incentivised with discounts).

Making smarter business decisions with tech tools

The development of sophisticated workplace management tools means smart office personalisation is predicted to go even further in the future. For example, the average temperatures of AC units in workplaces are typically set to male preferences, causing women to sit shivering in a cold office. With workplace management tools collecting data on user preferences, however, space temperature can be modified and set to a comfortable level for workers. 

This is not only a win-win for creating more comfortable workplaces, but for sustainability too. Smart technology solutions can track behaviour patterns to manage energy usage, automatically switching on air conditioning units at peak times in the summer, or artificial lighting in the winter during busy times. Switching off or reducing energy consumption at quieter times helps reduce your energy bill costs (something we all need right now!), and keeps carbon emissions low – an important aspect for any environmental strategy. 

In addition to improving your sustainability credentials, workplace management tools collect space usage data to help you make smarter business decisions about your workspace, such as adapting your workspace design around your most-popular workstations or organising key events on peak days. With Nexudus occupancy reports, you can track the total occupancy of floor plan types and the percentage of time a desk was occupied each month. These can all be viewed in various dashboards, helping you stay on top of your smart office business 24/7.

The future of workplace management tools in smart offices

Advancing workplace management tools are creating more personalised, inclusive, and sustainable smart offices. In recent years, Nexudus has significantly enhanced its coworking solutions with cutting-edge AI technology. By leveraging a powerful combination of AI agents, a vector database, a structured knowledge base, and continuous feedback loops, with Nexudus, you’ll always have access to accurate and relevant information for your workspace business.