Tailor-made smart workplace brings into full play advantages of hybrid work

Different sectors have their own operation model. It is best to seek workspace insights from professional consultants. Day-to-day operation data can be derived by using IoT sensors installed in the office, and based on data collected from work management platforms and tools. Such data can serve as a reference for designing smart workplaces and ensure the new design makes good use of every inch of the workplace. For example, employees who work in the office frequently can be arranged to work the same area, thus freeing up space to create a cosy, open area in the office. In that area, collaboration facilities can also be installed, such as a smart energy management system designed to enhance energy consumption efficiency and save costs. Dividing the workplace into different sections also facilitates workspace management, desk management and room management.

As the hybrid work model gives employees the flexibility to work in the office or any other remote location, hot desks can be installed in a smart workplace to minimise the number of non-essential desks and free up space to accommodate other features, such as a multi-functional area that can be turned into a small conference room or a team-building venue when needed. At other times, employees can take breaks in the area. Many smart workplaces today have an open design as opposed to an enclosed design with partitions and high cabinets. This way, employees can enjoy an open view in the office and communicate more effectively with colleagues. 

According to a survey, in business today, 80% of meetings are held between one to four people. In other words, big conference rooms are outmoded and a waste of space. Company management should consider putting in place smart pods, which are small in size, quick to set up and cost-saving. Multi-functional areas in the workplace can also be turned into a makeshift conference room to meet employees’ demand during busy periods. In terms of online meeting tools, they should be compatible with other office applications. For example, Microsoft Teams Rooms Solutions can be combined with interactive white-boards, making it easier for employees to follow meetings, voice their views and be more involved in meetings.

The hybrid work model enables employees to work both online and offline. There are various measures that a company can adopt to ensure their employees enjoy a seamless work experience. Apart from the aforementioned Microsoft Teams Rooms Solutions, cloud storage space and collaboration tools can be provided to employees so that they can synchronise and share files between different devices. As managers and other employees do not go to the office frequently, company management can consider using process automation tools to simplify or automate various approval processes to minimise slowdown of work procedures.

Under the hybrid work model, a company’s ability to support remote working is of paramount important. It is necessary to provide a physical workspace that can accommodate different types of equipment, including mobile phones, tablets and laptops, so that employees can store files anytime and anywhere and access applications. In addition, company management should be able to provide a stable wireless network connection, perhaps by putting in place a network management solution equipped with artificial intelligence (AI) technology, so that the internet speed can be accelerated or the network bandwidth increased where necessary. Another way is to automatically connect employees with the best connection hotspot when they move between different areas within a smart workplace, thus ensuring they enjoy a stable and speedy internet connection at all times.