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4 Strategies to Create an Intelligent Workplace

AI intelligent workplace

It might seem like an intelligent workplace is self-explanatory, but what does creating an intelligent workplace achieve? An intelligent workplace allows employees to work in a seamless and automated environment. As businesses adopt different models and transition away from the traditional Monday to Friday work schedule we’ve seen new opportunities.

A well-designed hybrid office can help companies avoid wasting money and energy.

At its core, an intelligent workplace is an environment that incorporates technology into the everyday job. But how does an intelligent workplace help employees complete tasks in a more simple way? Employees become more efficient when using intelligent workplaces. Companies are able to eliminate pointless tasks that slow down the workflow. This can result in cost savings as well as increased productivity.

While the areas that companies can save money are pretty clear, designing an intelligent workplace can come with challenges. What is the cost? Will you have to train employees? In the end, will the intelligent workplace be worth it? The answer in short is yes. These 4 strategies can help you create an intelligent workplace easily in a well-designed hybrid office.

As with any changes, there should be a clear goal. You should know what it is that you’re trying to accomplish. Intelligent workplaces can include everything from specialized software for scheduling to automated lighting solutions. Knowing what you need to maximize workflow, what you want, and what your employees need is the first step in building an intelligent workplace.

AI and the Future of Work

Modern breakroom

AI or artificial intelligence, has become a technology that is more readily available to companies. There’s no reason that AI shouldn’t be used in a hybrid office in some capacity. The opportunities are endless. AI creates the building blocks of an intelligent workplace. Creating a more efficient, streamlined, hands-off operation is done using some form of AI. CNBC wrote an article on AI and the future of work. The author talks about how artificial intelligence helps employees become more efficient and productive.

When talking about AI, there are many negatives and concerns, but when it comes to the future of work, it is becoming a necessity. Complimenting your hybrid office with AI can improve the workplace and the work experience.

The 4 Intelligent Workplace Strategies

It is important to have a strategy when any changes are made. And it’s important to know what you’re doing, how you’re going to do it, and whether or not it’s really what you need. When launching your hybrid workplace into the future of work there are some ways you might benefit more than others.

Aside from all of the strategies listed below, it’s important to consider all the options available. An intelligent hybrid office might be something completely different to another company. It’s hard to replicate something that works for somebody else and it results in the same change. The future of work depends on your company’s work.

Adopting these strategies 4 strategies for creating an intelligent workplace can help you create an office that doesn’t just create an intelligent office but also creates an intelligent environment.

1. Consider Employee Needs

modern intelligent workplace

Employees need the proper tools to do their jobs. When employees have to complete repetitive or time-consuming tasks just to complete their jobs they can become easily discouraged. This can lead to a poor work environment and employee burnout. When employees are able to focus on their jobs uninterrupted they can devote their full and undivided attention to their jobs. Removing repetitive and useless tasks can result in better quality work. The future of work can be shaped by listening to what employees need.

This does not mean automating an employee’s job. It means making the day-to-day easier. Employee needs can vary greatly but meeting their needs can have a large impact on their performance and their happiness in the workplace. As an employer, meeting employee needs can begin with building an intelligent workplace.

2. Consider using Automation Tools

automated workplace

An intelligent workplace varies depending on the scope of work. For example, an office isn’t going to use robotic machinery in order to streamline tasks, but they might use specialized software, scheduling tools, or employee monitoring programs.

There seems to be an endless amount of software and applications on the market that can make a worker’s job easier. Easier jobs can lead to employees being more efficient and productive. G2 talks about how automation can lead to an increase in productivity as well as a decrease in human error.

Another example would be reducing communication time between employees, management, and departments. Doing this can save time and money. Sometimes it can be difficult to communicate in the office even if employees work in close proximity. Scheduling conflicts, excess work, and poor time management can make it hard to find the person you need to talk to. These issues can be avoided.

Project and task management as well as scheduling software can make communication in the workplace easier. Getting rid of “phone tag” can help employees focus more on why they are communicating rather than how they are communicating. Removing this time-consuming and sometimes frustrating communication can save employees time and ultimately money.

Whether you want to create a smart office with automated utilities, or you want to automate employee monitoring, the tools to do so are available. Automation is a word that has been closely associated with factories and production, but making small changes with the use of automation can have the same impact in an office.

3. Incorporate Intelligence into Your Hybrid Office

acoustic furniture

There are some issues that a company might encounter when switching to a hybrid model. This might mean monitoring employee attendance, having space available when employees are required to be in the office, and making sure employees have the same private areas they have at home. Incorporating intelligence into a hybrid office isn’t quite as hard as it might seem.

An office strategy that has become more and more popular is desk sharing or hotel desking. We see this – or a variation of this – in a lot of hybrid offices. Even though thinking about multiple employees using one desk can seem like a logistical nightmare. The idea of employees fighting over a single workstation can seem like it would cause more harm than the space it saves. Automated software can help employees reserve desks easily without having to communicate their needs with others. This is an example of an automation tool that really helps the hybrid office thrive.

A sustainable workplace is an intelligent workplace.

A lot of outdated offices are designed with one thing in mind. Previously, the purpose of an office was to give an employee a place to work. With the office landscape changing, more time is spent on the design, the layout, and considering the employees. This shift in office design has given us a lot of pretty unique designs.

Work areas have become more visually appealing, but more so, easier to work in. The introduction of acoustic furniture has allowed companies to utilize more space by having an open office layout. Offices are incorporating sound-dampening technology into noise panels, seating, and office phone booths. An intelligent workplace doesn’t always mean using digital tools. It can also mean using technology in furniture, and workstations.

Maximizing the space where employees work can give them the tools to do their job more efficiently.

4. Create a Sustainable Workplace

sustainable workplace

Sustainability has become a focus for many companies. Apart from upholding social responsibility research has shown that it is important to employees as well. The hybrid workplace is a perfect opportunity to use more sustainable practices.

Automating utilities such as lighting and air conditioning can help save energy when the office is not in use. HVAC Products has an article that showcases how automating utilities in entire buildings can cut down on costs and save energy to create a more sustainable workplace. Along with being environmentally conscious, it can result in saving the company a lot of money depending on the size of the office. This can be a very useful tool for companies that don’t hold regular hours or where employees come in on an as-needed basis.

A sustainable workplace is an intelligent workplace. Companies do their best to avoid wasting money, and a well-designed hybrid office can help companies avoid wasting money and energy.

Should you Create an Intelligent Workplace?

There’s really no reason to steer clear of an intelligent workplace. As workers and their needs change, the office will need to change as well. As with most changes made to an office, there will be an initial cost, training, and a learning process. Employees might have to adjust to the way they communicate or the type of space they work in. As long as you have a defined goal, consider employee needs, and make use of the tools available, the end result will be a hybrid office that reflects the future of work.

A key to seamless integration of technology in the workforce is the right furniture. Explore our hybrid office collection and contact us to design your intelligent workplace.

Want to learn about creating a hybrid workplace? Check out our comprehensive guide!



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