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Smart Office: Benefits and Importance You Need to Know

by | Apr 29, 2022 | Industry, Utopia

Last Updated on September 12, 2022

The internet of things is being increasingly employed in different areas of our lives. It is creating smart spaces which allow new forms of interaction and companies are starting to transform their office facilities into smart ones.

Today we are always connected and we spend most of our time in a working environment. In this increasingly connected world, employees expect their workplace to be just as well. The office is part of the workplace and employees want their workspace to work with them too as a team.

Workplaces that do not mold according to the workers need are coming to an end. Offices are integrating intelligent device and connectivity solutions to improve space management, productivity, and collaborations.

Moreover, the impact of the pandemic is increasing the adoption of hybrid work. This is why a new dynamic ecosystem called “smart office” is set to change office life forever. So what is a smart office?

What is smart office?

A Smart Office is a space designed to improve the overall workplace with the best management tools and technology to enable staff to work smarter, better, and faster. The concept is about enhancing employees’ working environment toward an efficient one.

A smart office system uses different software platforms that act as the brain and remote control for the entire workspace. The software feeds occupancy data collected by sensors and connected devices to provide information.

The intelligent workplace combined several data-driven and digitally-enabled services to enhance worker experience and workplace efficiency while also reducing cost and saving energy.

The Internet of Things (IoT) is an intelligent ecosystem that manages multiple environments and activities. It also allows multiple devices to exchange data. With the right smart office technology, the workplace can become more efficient and automate repetitive tasks.

With the help of analytics software, management can access information easily. It can also identify patterns in usage and identify opportunities. As IoT continues to grow and become more sophisticated, the benefits of smart workplaces are sure to come.

Why do we need a smart office?

Businesses are more and more obsessed with increasing efficiency, getting the most out of their personnel, and minimizing costs to increase revenue. And the workspace setup has a big role to play in that.

There are many reasons why office buildings need to become smart. Some reasons are that smart buildings improve the efficiency of office space, improve the quality of life for employees, reduce costs, and improve the environment.

It is estimated that buildings consume 36% of the global energy supply and account for more than 38% of the global energy-related CO2. It is estimated that smart solutions in buildings can reduce energy costs by 15 to 25%.

And using less energy means a reduction in operating costs and carbon emissions. Smart buildings can lower costs by up 30% and contribute to the well-being of employees and the environment, resulting in improved productivity and satisfaction.

Moreover, as people are using more and more smart home technologies, it is becoming normal that demand for smart office spaces is increasing. Home automation devices are the largest IoT spending segment.

Office is an important aspect for workers because the latter spend an average of 90,000 hours at work throughout their lifetime. Which represent around 30% of their life. Since it is where most people spend one-third of their life, it is important to make the place as efficient as possible to improve engagement and retention.

Hence, the efficiency of the workplace can be improved by installing smart technology in buildings. This reduces the amount of time it takes employees to get to their workstations and also reduces the amount of time that is wasted.

The quality of life for workers is improved by installing connected technology in buildings. Moreover, smart office solution allows staff to work from anywhere in the building. And with connectivity, the office now is really wherever the employee is.

Furthermore. around the world, the average workweek ranges from 40 hours to 50 hours and the average working time is around 8.3 hours per day. However, it is estimated that an average worker is productive for only 2 hours and 53 minutes.

Companies have always focused on the employee experience because this can lead to higher productivity and satisfaction rates. However, a study reveals that 47% of people feel that their workplace does not enable them to work productively.

Productivity is an important factor in the workplace. But with the increasing number of distractions and issues that workers are facing, it is becoming more difficult to maintain a high level of productivity.

With the internet and social media, workers are always distracted. And as everything is becoming smart and the high penetration rate of technology in people’s lives, it becomes obvious that workers want their workplace to be innovative and technology-driven.

Moreover, 63% of workers are not engaged because of a lack of motivation where they just do the minimum effort which hugely affects creativity, productivity, performance, and efficiency within the organization.

Another issue that decreases workplace productivity is stress. When people are under too much stress they are less likely to focus on their work which leads to decreased performance and increased mistakes.

Many different workplace issues can decrease productivity. Some of the most common issues include:

  • Ineffective communication.
  • Poorly managed deadlines.
  • Lack of organization.
  • Lack of motivation.
  • Lack of team spirit.

But now in the wake of the pandemic and digitalization, many offices are implementing new workplace operations models to reduce costs, and increased productivity and performance, while improving workers’ satisfaction and retention rates. 

We have always invented and improved our technology to make life easier on earth, so it is meaningful to improve office operations and employee experiences with the use of technology and innovation. 

A study reveals that 87% of workers agree that technology increases their availability in their workplace, thus the concept of smart office. The concept is accelerating due to the increased adoption of IoT devices.

With technological advancement and increased adoption of IoT, a lot of devices and gadgets are being created to increase workplace efficiency. IoT enables solutions in the workplace enhance employees’ experience by providing meaningful insight into the data collected from working activity.

Component of smart office

The idea behind the smart office is to get more out of staff while keeping them happier through the use of connectivity and innovative technology as well as analyze a vast amount of data to make more informed business decisions.

Smart office automation improves energy efficiency, enhances security, and streamlines processes in the working environment. By implementing technology in a workspace, accurate operation and activity data are collected which provide resourceful insight.

And these data are not only important for business activity but also in the quest to become carbon neutral. Intelligent climate control is a key feature of smart offices concept. The temperature and light levels are customizable based on individual preferences, making it easier to make changes and improve productivity.

The concept includes automated visitor management tools. Intelligent visitor management is one of the most important components. It automates the check-in process and keeps track of the number of visitors and it can even guide them to their desired location which improves visitors’ experience.

Meeting room is a must-have feature in an office and smart meeting rooms are a must-have feature of a smart office. These rooms incorporate software that allows employees to book the right equipment, and catering and even notify attendees when their meeting times have changed.

Smart meeting rooms can even send alerts to attendees so they can make their reservations. Another component is connected conference rooms which feature intelligent visitor management systems, such as video conferencing can help manage remote workers.

Automated visitor management tools also make it easier for workers to find the right meeting room. Integrated with meeting management platforms, the intelligent systems can manage shared workspaces, monitor occupancy levels, and streamline the check-in process.

Cloudbooking software can even help personnel book workspaces in advance. This way, they can maximize their workspace and avoid wasting valuable resources. And with visual collaboration software and video conferencing tools, employees can work from home or connect with colleagues across the globe.

IoT applications can help a business transit to a hybrid working environment. Internet of Things and big data combine to create an intelligent ecosystem. These technologies can enhance employee satisfaction, reduce energy use and boost productivity.

These solutions are typically installed in workplace software stacks and include sensors that detect changes in the environment. These sensors measure CO2 levels, air quality, and occupancy levels.

Smart lighting systems also allow the adjustment of brightness and color of the lights, preventing eye strain and other health problems. It can help monitor worker activity, provide valuable information, and increase comfort.

In addition to improving personnel comfort, smart office technologies help companies make better decisions, cut costs and improve workers’ morale. It also converts employees into smarter ones as repetitive tasks are automated thus they can focus on important issues.

A good internet connection is vital for smart office technology to be effective. Before deploying these tools, organizations should make sure their basic infrastructure is up to par. This will ensure that every devices are working seamlessly in their organization. And with 5G starting to go mainstream this may not be a problem.

A smart working space helps IT leaders and facility managers to analyze workspaces and help plan the layout of the workplace. It can also eliminate hot-desking, where employees use the same physical desk sitting next to each other.

Hot desking has become the norm in many working environments. Smart office desks are the perfect answer to this dilemma. It eliminates this problem and allows staff to move around freely while still collaborating with colleagues.

This also helps companies save money and allows workers to use the space more efficiently instead of sitting in the same place every time. Flexible working gives employees more freedom to roam and work anywhere in the workspace that suits their needs.

Moreover, smart video monitoring systems improve workplace security. And by connecting video monitoring to desk booking and space utilization, the systems allow facility managers to see how the office is being used.

Furthermore, a smart office solution improves workplace culture by promoting harmony and teamwork. And smartphones can be used to keep track of work schedules and manage workspaces.

Connected devices make it easier to access information and share documents and files. By automating routine tasks and making work easier, smart offices concept allows workers to spend more time on high-value activities and skill development.

Today, technologies can be easily built-in any aspect of workspaces. Moreover, as IoT devices are generating and collecting vast amounts of information from companies’ activities and operations, these data must be processed.

Artificial Intelligence (AI) is quickly becoming the norm in workplace settings and is another important component of smart office automation. It allows organizations to automate certain tasks and improve efficiency.

Artificial intelligence help organizations manage data more effectively. Data analytics is one area where AI is playing an important role. AI is focused on analyzing and interpreting data to seek patterns and provide insight.

These technologies are called an “intelligent ecosystem” and rely on connected devices to manage various functions and working conditions. Smart office technology provides many benefits and it will help employees be more productive.

Benefits of smart office

Whether you’re looking for ways to cut costs, increase staff efficiency or improve user experiences, smart office concept can be the solution. Having an intelligent workplace that is agile and flexible is very beneficial. These benefits include:

Increase productivity

The use of smart office technologies can increase the productivity of employees by making work more efficient. They are used for different purposes, such as communication, collaboration, automation, etc…

Some companies have even started using these technologies to create a more comfortable environment for their workers by installing air conditioners and other cooling systems which further increase productivity.

Moreover, sensors and cameras can monitor what each individual worker is doing, and they also detect when an employee might be getting distracted or unfocused. The system then sends out notifications to try and get back their attention.

Increase collaboration

A smart working space is designed to increase collaboration with technology at its core. These workplaces are becoming increasingly popular as they offer many benefits for both employers and employees alike.

The days of cubicles are gone, and now there are open spaces with more collaborative workstations. With the gig economy, remote workers and freelancers becoming a norm in the office environment, further increasing collaboration with other professionals. All of these changes have led to a new way of work that is more collaborative, efficient, and productive.

Increase employee well being

A smart office is a space that has been designed to meet the needs of a company’s personnel. The workspace has been designed to provide workers with the right tools and resources they need to achieve their goals.

It can help improve employee well-being in many ways. It can reduce stress, increase productivity, facilitate jobs and create a healthier environment. All of these benefits come from having a more comfortable workplace that is designed to help people work efficiently and effectively.

Work-life balance is one of the top priorities for employees. To help them achieve work-life balance, businesses aim to implement technologies that improve their well-being.

Increase efficiency

The office of the future is smart. It’s not just about technology, it’s about how people work and what they do. The intelligent working space is an environment that is designed to increase efficiency and productivity.

In this type of working space, workers can be more productive because they are not wasting time looking for information or waiting for someone else to finish a task. One of the ways an intelligent workplace can improve efficiency is by automating tasks.

Improve motivation

Today, companies are looking for ways to keep their workers engaged and motivated. Companies want their employees to be happy at work so that they can perform better and stay with the company for longer periods.

When it comes to boosting staff motivation, there are a few things that can be done. One of the most important things is to provide a comfortable and stimulating work environment. This can include things like having a well-organized workspace, comfortable chairs, and plenty of storage space.

It’s also important to make sure that employees feel like they’re able to contribute to the overall mission of the company. One way to do this is to provide them with opportunities to learn new things.

Future proof

Smart offices stay ahead of the curve by using technology to improve communication. A future-proof office can keep up with the ever-changing trends in the workplace. To be able to do this, it is important to have a workplace that uses new technology in its everyday operations.

By using technology, it is possible to create a more efficient and effective work environment.  There is no doubt that the future of the office is smart.

There are more opportunities for remote work, but many companies are now offering more flexible working hours and options for working from home. This has led to a surge in the number of people using smart offices solution.

Increase employee engagement

Some companies have started implementing smart office concepts as a way to increase their worker’s engagement. A study found that it can increase worker productivity by up to 30% leading to a positive impact on worker engagement.

Workers are increasingly engaged with technology, thanks to its ability to improve communication and collaboration, as well as its ability to boost efficiency. An intelligent workplace makes it easier for them to share information and work together more effectively. It also gives employees more flexibility when it comes to work hours, as they can work from anywhere in the world.

Improve employees retention

A study found that employees in a smart office environment are more productive and have higher levels of engagement. This is because they have more autonomy over their work and can work at their own pace.

This in turn increases worker retention rate as they are happier and less likely to quit, ultimately leading to lower recruitment costs and training time. To retain the best employees, an intelligent workplace is a great solution as it provides a proper work-life balance. Moreover, it can make an impact as this approach promotes collaboration and sharing of ideas.

Attract the best talent

A smart working space attracts the best talent because nowadays traditional working environment is not as attractive to millennials as it used to be. They want more flexible working hours and they want to work in an environment that has a good work-life balance.

Smart office automation help workers stay connected and productive by providing a comfortable and attractive workplace that ultimately attracts top talent.

It can provide these things and so much more. It allows people to work remotely and still feel like they are part of a team. A well-designed workplace helps keep employees happy and organized, making it more tempting for people to work there.


Smart office space is one that uses less energy and resources than traditional offices. By implementing innovative technology and design strategies, the workplace reduces energy usage, saves on costs, and creates a more environmentally friendly workplace.

Moreover, it can be more sustainable by using renewable energy sources. A smart workplace recognizes the importance of recycling, as well as conserving water and other natural resources to reduce its carbon footprint.

An intelligent workplace is environmentally friendly and has a low impact on the environment as uses it its resources efficiently. The term “smart” in this context is not just about intelligent technology, but also intelligence in the sense of being aware of sustainability.

Provide actionable insight

A smart office is a workplace that has been designed with the latest technologies in mind. It uses sensors to collect data about how people are using the space, which helps them work more efficiently.

It is a great way to increase productivity and efficiency as it can provide actionable insight into the workspace, manage resources and people, and even generate new ideas.

Optimized resource use

A smart office is an office that optimized resource use. It is a space that has been retrofitted with energy-efficient technologies. The goal is to make the workplace more sustainable by reducing the amount of resources used by the building and its occupants.

Reduce operation cost

Technology plays an important role in reducing an organization’s operational costs. Smart office space automates processes, reduces paperwork, and improves communication. In some cases, it can even help reduce the need for human resources.

One example of how it can help reduce an organization’s operational costs is automation. Automation can help reduce the need for human resources by automating certain processes.

A smart workplace can reduce operation costs by using sensors, cameras, and artificial intelligence to monitor and control temperature, lighting, ventilation, and operation efficiency.

Improve safety

The smart office concept is not just about making the work environment more efficient. It can also improve employee safety. It improves safety by automating tasks that are dangerous or tedious.

It can also improve worker safety by monitoring their health and behavior while they’re on the job so that potential issues may be spotted early and dealt with before they become serious problems, like accidents or other health

Smart office space can help improve safety by automating tasks, tracking safety data, and providing real-time warnings. Data can help identify potential safety issues and make necessary changes.

Importance of smart office

A smart workplace is a modern working area that uses connected technologies to improve productivity, efficiency, and business performance. Workplaces are evolving from cubicles to flexible. Flexibility is key for smart office concepts to cater to a more dynamic working environment.

It is an approach to create a high-tech workplace that utilizes a combination of software, cloud-based solutions, and hardware to promote collaboration and interaction. The technology can detect when room occupancy and monitor employee activity.

Whether you’re an employer in need of more flexibility, increased productivity, or an opportunity to boost engagement, a smart office of the future can help a company achieve these goals. The impact of this concept is multifold.

A smart office of the future can improve worker well-being, boost motivation, and even lower absenteeism. In fact, many large companies are starting to recognize the value of smart office design.

After all, companies want to be agile and collaborative while improving employee experience. It improves workflow and staff behavior. A healthy work environment encourages workers to stick with the company, as they enjoy coming to work.

Smart office solutions also improve planning and scheduling, which help firms achieve their business goals on time. Ultimately, it improves the quality of life for employees on a professional level.

In addition to improving workers’ productivity, these systems save money on security staff while reducing the risk of property theft. They can also optimize safety and compliance practices by automating menial tasks.

Intelligent smoke and gas sensors can alert office managers of a leak or smoke condition, helping to reduce operational costs. Intelligent cameras can also monitor employee health and behavior. And can even be connected to heating and lighting systems.

Facial recognition technology will enable businesses to grant access to people without human interaction. Additionally, intelligent access control and CCTV will help monitor visitor paths and manage their energy use.

Intelligent systems can manage real estate and space utilization, allowing owners to sell space when it is no longer needed. They also cut energy consumption, benefiting the environment and reducing utility bills.

Smart office technology can even adjust lighting and heating systems to turn on and off automatically based on occupancy. And because they track energy use, they are a great option for reducing operational costs.

These improvements impact utilities, payroll, real estate, and energy in a positive way. And they won’t compromise accountability. By creating a more efficient and safe environment, an intelligent workplace will be more cost-effective. Employees can also enjoy greater freedom.

It allows for measuring real-time occupancy and usage data. This data is valuable in determining workspace utilization. Wasting office space can be costly, so it’s crucial to ensure that the company is making the best use of space.

Workplace Analytics can also give valuable insight into user behavior and preferences. This can lead to better decisions and lower overhead. Smart office concepts can help make better decisions on business operations and activity as well as improve the overall working experience.

Another reason to implement intelligent workplace solutions is that it is highly flexible and allows remote working. It facilitates remote work, which leads to more collaboration and improves relationships within the workforce.

Using technologies can help an employer manage the workplace from any location. Technology enhances flexible working and collaboration practices. Having access to the network while working at home or traveling allows employees to work anywhere they want, as long as they have a reliable internet connection.

Moreover, the pandemic has created a new opportunity for companies to increase their presence in workspaces and online services. The intelligent working environment can help organizations meet their social distancing laws and are an ideal way to improve the operations of office space.

The rise of health issues has also impacted the way businesses operate. The health crisis, which affected the workforce and workplace, made smart offices even more important. Technology is being implemented in office design to address these concerns, as well as to improve employee and organizational performance.

Furthermore, an intelligent working environment gives market players plenty of room for innovation and new products. This technology can also help staff navigate large offices, allowing them to work more efficiently and focus on higher-value tasks.

This type of technology also allows workers to communicate more effectively and focus on innovation. Investing in smart office solutions can improve employee morale, productivity, and collaboration.

Employees who feel happy and productive at work will stick around for a long time thus saving the company money on recruitment and training. Creating a workspace that supports the human condition and promotes productivity can help workers stay happy and productive.

With so advantages, It is obvious that 66% of global organizations say that their primary objective is to invest in technology. An intelligent office can help companies meet their goals and improve employee engagement, retention, and health which leads to increased satisfaction.

This is because it makes monitoring and work easier for employees. A satisfied workforce is the most productive and engaged. In addition to increasing satisfaction, smart office software helps companies cut operating expenses by reducing unnecessary vacancies.

Future of smart office

The future of smart office is not going to be like the past. We will see a lot more collaborative workspaces and flexible workspaces. With the help of technology, we can also expect a lot more telecommuting and virtual offices.

In addition, there will be a new type of working systems that are based on the “gig economy”. This means that people will work temporary jobs with flexible hours and pay. The office of the future is a place where employees can work in different ways, depending on their needs.

In the future companies will be more agile and flexible, and we will see more and more people working remotely. The workplace will be less about location and more about skillsets and creativity.

This is because, in the future, artificial intelligence and machine learning will take every repetitive and tedious task. Robotic process automation will be writing and editing content, scheduling meetings, taking care of finances and administrative tasks, etc…

The market value of smart offices is expected to triple by the end of this decade. It was valued at USD 31.37 billion in 2020. A CAGR of 11.1% is expected from the period 2021 to 2030. The market value is projected to reach USD 90.63 billion by 2030.

The Asian Pacific region (APAC) is the fastest-growing market for intelligent workplaces. China and India are experiencing a rapid rise in the internet of things concept. It is estimated that the IoT market will reach USD 2465.26 billion by 2029.

As workers become more aware of smart home technologies, the need for smart office solutions will increases. Once the technology matures, hybrid workers will drive the evolution. When IoT technology becomes more proactive, hybrid workers will be the driving force.

In addition, IoT systems will automate routine tasks and even turn off computers and lights at night. The future of smart office technology is a combination of advanced technology and modern workplace design.

Using IoT technology, businesses can monitor the interior environment such as temperatures, humidity, and carbon dioxide levels. This will reduce energy consumption and CO2 emission.

Moreover, the smart offices of the future will feature virtual assistant holograms that can speak multiple languages and understand sign language. This technology will help ease the load on staff, where they will be able to focus on other aspects of running the working environment.

And as corporate offices become bigger and larger, technology is becoming essential for their operation. Smart desk technology will help book meeting rooms, track attendance and manage workspaces.

These intelligent desks will replace outdated phone landlines and provide a touchscreen for easy communication. With the adoption of smart technologies, we can use sensors and buttons to measure everything.

The future of smart offices is based on sustainable, connected, and scalable solutions. Employees can also use the technology to monitor their energy consumption. In some cases, even security will be automated.

Intelligent cameras and voice-recognition technology will be used to keep an eye on the environment and detect suspicious activity. A smart office of the future will improve employee efficiency and productivity by allowing them to collaborate more effectively.

Offices of the future will create multiple working spaces assigned to different staff members. IoT will connect individual devices and bring them together in a connected ecosystem. Its interface makes collaboration smooth and easy.

It will also enable users to set up new workstations like a home workstation. Making home workstations as productive as those of corporate offices. And the data generated by IoT devices will allow analytics teams to provide insight into employee work habits, helping managers better support their teams.

The smart office of the future is constantly changing with new technologies. Virtual and Augmented Reality are technologies that are entering a variety of industries. Virtual Reality allows users to explore and interact with virtual environments.

Augmented Reality is similar to Virtual Reality, but it uses computer-generated images that are overlaid on real-world surroundings. This technology is often used to create user interfaces and training simulations.

In the future, the workplace will look very different than it does today. There will be more emphasis on technology and innovation. Moreover, we might see a future where employees will be able to work in the Metaverse.

In the future, workers might start their day with a 3D holography video conference with their CEO. And then log into a department meeting with their avatar that mimics their actual movements and facial expressions.

Moreover, a body monitoring device will encourage workers to get up if they’ve been sitting around for too long. The workplace is going to change in the future. The changes will be driven by technological advancements and the evolving needs of creative employees.

The workplace of tomorrow will be more efficient and flexible. Employees will be able to work from anywhere, anytime and with any device they want to. They will have more autonomy in their work. And they will have more opportunities for career progression than ever before.

Final words

The smart office concept is set to impact the future of the workplace. The main driving force is increased IoT devices and connectivity. And with the increased demand for collaborative spaces, flexible working environments, and workspace efficiency, this evolution is becoming a reality.

The Internet of Things is creating an intelligent ecosystem of devices that manages many aspects of a work environment. Whether it is heating, lighting, air conditioning, employee monitoring, and even security, this concept is a great way to keep employees happy and healthy while reducing resource usage.

With the use of real-time data, companies can make better decisions and increase employee satisfaction, as well as reduce costs. Smart lighting systems can be programmed to match employee preferences, allowing for efficient energy use.

With this type of technology, employees can customize their workspaces to suit their preferences. The use of smart office technology has numerous applications for the workplace, including improving the comfort and security of workers.

Moreover, some jobs are going to disappear while new jobs are going to emerge as a result of new technologies and changing needs of employers and employees.

Soon, smart office solutions will become the norm. Employees will be happy and more engaged at work. With the right technology in place, employers can make their entire work environment more efficient.