Empowering smart experiences in the workplace

Paul Rylands at Apogee Corporation describes the benefits of moving towards a smarter workplace

Younger employees increasingly look for smart workplaces where seamlessly integrated digital technologies allow them to be more productive.

Many organisations are currently transforming their IT operations. But what about the workplace as a whole? Organisations cannot afford to stay in the dark ages with regard to the experiences their employees have with workplace technology. They must develop smart workplaces.

The ‘smart’ part of a smart workplace

A smart workplace is an ecosystem that seamlessly encompasses digital and non-digital platforms (like print), providing intuitive and secure document workflows. It generally uses cloud technology to foster greater collaboration among employees, regardless of their location.

Whether working from an office or a coffee shop, a truly smart workplace will offer the same level of quality, engagement, and ability to do the job, without any difference in service levels.

Instant connectivity to work systems, whether employees are at home or in the office, is key to being smart. It allows smoother communication, and streamlines processes that have traditionally sparked anger, like booking rooms or timetabling clients remotely. In turn, this helps to maximise employee productivity.

Collaborative tools are also key to unlocking the smart workplace experience. Audio and video conferencing systems - supported by microphones, speakers, imaging units, TVs and interactive whiteboards – enable collaboration among a hybrid workforce. Remote and office-based employees can use a meeting room collectively, as though they are sharing the same physical space.  

However, building a truly smart workplace goes beyond just buying and plugging in all the shiny new kit one can find. It involves finding and using technology that meets prioritized business needs and addresses employee pain-points. Organisations must clearly set out how and why they intend to use any new tools, ensuring that employees are fully supported as the new technology is deployed. In addition, the technology must be easy to use, and not cause additional employee pain-points.

Why workplaces need to get smart

The pandemic has accelerated the shift towards smart workplace technology by at least five years. As hybrid working is now the norm, business leaders must understand the benefits of both office-based and remote working.

Smart offices can become collaborative spaces, offering high-quality facilities, a sense of togetherness, and supporting those who wish to work from home. This hybrid environment should ensure that all employees can be as productive as possible during their working hours.

Smart offices also meet the workforce expectations that shifted after Covid-19. As the Great Resignation continues, employers are realising that the way employees feel about their workplace is important – and technology plays a huge role in this.

For example if, on their first day, new recruits are given a piece of inefficient, out-of-date equipment that takes hours to set up, one of their very first experiences in their new role is a negative one. This feeling of frustration and disappointment will often stick with employees, leading to low morale further down the line.

As well-being at work becomes intertwined with technology, technology increasingly influences the bond between the company and their employees. If the organisation strengthens their technology, they also strengthen this bond.

The barriers to becoming smart

Despite the benefits, creating a smart workplace can be a fear-inducing task for some. Businesses might not know where to start, what to prioritise and how to stretch already thin post-pandemic budgets to accommodate technological changes.

Financial barriers often hold businesses back from transforming. However, creating a smart workplace does not have to involve a large upfront investment as organisations can spread the costs over time.

Cyber security is also a barrier. The more technology a company uses, the more endpoints they have, potentially opening more doors for hackers. Fear of exposing systems to greater risk is not an uncommon obstacle to embracing smart technology.

But these challenges are not impossible to overcome. With the right support, organisations can leverage the latest and most transformative technologies in the workplace, without compromising security, affordability or employee convenience.

Adopting a unified approach

Once technology is implemented, it requires regular maintenance. By partnering with a managed services provider (MSP), businesses can embrace a unified approach to the management of all their technology assets. That way, they can solve problems more quickly and more efficiently, ensuring all devices are consistently operational - in the office, at home, and in the coffee shop.

Strategic partnerships with MSPs can also help companies scale their finance in line with their specific needs and capabilities. And they can facilitate improved endpoint security, giving decision makers a better night’s sleep knowing their data is protected with tools and processes built into workplace technologies.

To attract new talent and increase employee engagement and retention, organisations must become more proactive now and take steps towards a more connected future.

Creating a smarter workplace through leveraging new technologies is a great opportunity to stand out as an employer of choice and form a truly collaborative space where everyone can succeed.

Paul Rylands is VP of Managed IT Services, Apogee Corporation

Main image courtesy of iStockPhoto.com