The importance of the physical workspace vs IT systems in the workplace

Guest Post: Condeco Software

There is no doubt about it – we’re living in a digital age. When it comes to business and facilities management, one of the pillars of creating a viable, successful and productive workplace is having a reliable IT system. In fact, for many businesses now, the perfect IT system is paramount – and something that a lot of budget is spent on managing and maintaining.

We understand why IT is such a focus in the workplace, but for many, other equally important areas are being underused, undervalued and under-utilised. One area in particular, is the workspace itself – not just offices and desks, but breakout spaces, meeting rooms and social areas.

According to a recent Gartner report, only 11% of the workforce are completely satisfied with the physical workspace their organisation provides. Gartner also reported receiving 65% more inquiries on workspace within the first 7 months of 2017, than the whole of 2016 combined. Clearly, a focus on the physical workspace is crucial, if not essential, to the success of the workplace overall.

How to ensure the workspace brings out the best in employees

We know that productivity can be boosted by strong levels of employee wellbeing. This can certainly be addressed, in part, by the physical workspace, in both big and small ways. From the big picture, such as an office layout design that promotes socialisation, or allows for lots of natural light, to smaller and quicker wins, such as implementing a clear desk policy to avoid clutter, or introducing greenery and plants into the office.

The physical office footprint

The workspace can also be helpful in allowing employees to focus on their roles and responsibilities – by both allowing them space to ‘breathe’ and self-regulate, and ensuring the physical space is well-equipped for the jobs and tasks that are undertaken there. For example, it largely pointless having an office full of separate cubicles if your business thrives on collaboration, creativity and interaction.

Workspaces should also work for the employee in the sense through the introduction of management solutions; technology that enables collaboration and increased productivity levels; aiding in less stress and increased wellbeing.

Digital signage is one such solution.

Through reporting enabled via RFID and PIN check-in capabilities, digital signage has become an important business tool in understanding workspace management, utilisation and real-estate expenditure. This assists in managing no-shows, and avoiding conflicts, when at the crux of it, we want to get down to business, making the most of our day and time at work for the tasks at hand.

Digital signage should have the following criteria:

·       Intelligent RFID technology

·       PIN check-in functionality

·       LED indicators for room status (availability)

·       Smooth synchronisation with meeting room booking software, ensuring that rooms are not double booked for instance.

·       Advanced reporting capabilities

Overall, there is no one singular answer in how to create a stronger workspace, because the needs of your workspace may not be as immediately obvious as something like your IT system. However, both are equally important when it comes to creating a harmonious and hard-working workforce, and steps should be taken to identify the needs and wants of your employees when it comes to their physical surroundings; steps that include the introduction of new technologies and equipment like digital signage.

Condeco technology provides powerful insight to help you better manage your workspace, develop new ways of working and significantly. Condeco Connect is a sleek and simple meeting room digital signage solution for your workspace. Attractive and easy-to-use touchscreen devices for each meeting room, with cloud-based software connected to your Microsoft Outlook and Google calendars, as well as on-the-go meeting bookings through a mobile app, all empowering more efficiency to turn your meeting room booking spaces into smart spaces.

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