Five Strategies To Modernise Your Workplace And Create A Smart Office

Guest Blog our consultant managing the role
Author: Guest Blog
Posting date: 1/9/2019 10:37 AM
By Laura Gayle, BusinessWomanGuide.org

Smart technology is rapidly reshaping society. From cloud storage and mobile access to the internet of things and artificial intelligence, what was once regarded as science fiction is steadily becoming reality. In response, many employers are finding ways to modernize their workplaces by creating smart offices — not because it looks cool or is the trendy thing to do, but because they've discovered that doing so provides several tangible benefits.

New devices, apps, and AI-driven tools can not only make your office smarter, they also can position you for better marketing and sales efforts and provide competitive advantages in your industry. Additionally, creating a smart office offers both employees and customers a seamless experience and can attract talented millennial workers. Since millennials naturally adapt to tech innovations, they can assist in this transition to bring your company to the next level. Here are five strategies to modernise your workplace with smart tech.

1. Use cloud-based storage


Cloud-based storage offers both convenience and efficiency. Many among today's workforce probably don't even realise there was a time when offices were full of filing cabinets and computer equipment. Now that mobile access has been fully integrated into nearly all workplaces, much of the bulky equipment that previously took up space is disappearing. Filing cabinets? Paper files? Things of the past. Workers today don't typically spend hours every week filing stacks of papers because most documents are digitised and stored in the cloud. Other cloud-based technologies, such as remote workplaces and managed print services, are replacing old ways of conducting business.

Cloud technology has been a significant game-changer for the office environment. Not only are files and documents stored on the cloud, but also businesses are using cloud-based platforms as a part of their services or customer experiences. Think about how much “software as a service” (a model in which software is licensed and accessed remotely instead of being downloaded on a user’s computer) has become a standardised part of doing business. This is all thanks to cloud technology. As time moves forward, expect it to continue making a significant impact on the modern workplace and customer experience.

2. Invest in voice-activated devices


Various well-known gadgets found in "smart” homes or apartments are now making strides in the office setting, too. For example, voice-activated products such as Siri, Echo, Alexa, and Nest are commonly found in the workplace, adding functionality by offering a seamless user experience. Employees speak and the equipment automatically does what is asked — no more fiddling with equipment and trying to get things up and running manually. Voice-activated tech also allows workers to multitask and get things done faster, such as:

  • Coordinating and syncing calendars
  • Sending data requests
  • Ordering supplies
  • Reporting problems to the appropriate departments
  • Streamlining IT requests

These are just a handful of the many tasks voice-activated tech can perform. Businesses have steadily begun to include these types of products to make conference rooms even smarter. While this concept isn't mainstream in the office quite yet, it's not hard to image it becoming the norm within the next few years as this tech fully matures. Companies focused on modernising their workplaces are jumping on the proverbial bandwagon to get a leg up on the competition. These companies will be well ahead of the game when such tech initiatives do eventually become standard in the office.

3. Use tech to put offices in the comfort zone


As modern offices evolve into open-space floor plans, they've become more informal and far more flexible. With that concept in mind, offices today are more focused on comfort — a stark contrast to the drab cubicle environments of yesteryear. Shifting to the open-design work environment has been a challenge for many; however, businesses are finding ways to make this transition easier through smarter tech. Solutions they are integrating into their spaces include:


Smart tools not only appeal to workers because of their convenience and "coolness" factor; they also serve the practical purposes of enhancing comfort, personalising the remote experience, and even preventing repetitive stress injuries.

4. Integrate tech innovations to enhance the customer experience


Businesses are investing in smart technology, and customers are reaping the benefits. As companies streamline their operations and customer service processes, customers are widely experiencing the convenience and simplicity associated with smart tech. Here are some features they currently enjoy:

  • Chatbots for instant two-way communication
  • AI-based customer learning opportunitiesPersonalised insights and recommendations
  • Automation and custom ordering 
  • Cloud storage of customer information and preference history

Many industries are relying on artificial intelligence to improve their services. Businesses that do not offer this level of tech to customers will soon find themselves unable to meet heightened consumer expectations.

5. Use AI to gain a competitive advantage


Perhaps you don't want to go as far as microchipping your employees (yes, this is also a growing trend) or issuing them Segways, but there are a lot of other relatively new gadgets and AI-driven tools that can boost the "smartness" of your business — not to mention, amp up your competitive advantage. For instance, you can use AI to track the habits and patterns of your customer base while they spend time on your website and determine where they are in their "customer journey" with your brand. Armed with this information, you can customise their web experience, along with your communications to them. 

This personalisation can go a long way in your marketing efforts. After all, 80 percent of consumers say they are "more likely" to do business with a company that is able to give them a personalised experience. It's also important to know that research indicates customers want way more than basic personalisation. Using smart tech can easily help you bring things up to the next level.

Smart tech adds significant value to the modern office in many ways. It's unwise to purchase tech because it's trendy, but when integrated with purpose and vision, many company decision-makers find this investment offers significant benefits and, in the end, pays off nicely.

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