Mitri Roufka
Mitri Roufka (Program Director, Imaging Devices & Document Solutions)

A workplace management solution is a platform using advanced software and other integrated systems to optimise the use of space and energy, improve employee productivity and enhance overall employee experience by providing an enjoyable, modern, safe and practical workplace environment.

Organisations need a robust set of workplace management tools to give them the flexibility and resilience to work through and beyond the COVID-19 pandemic. Too many organisations, however, still do not have an integrated workplace management system and are using an assortment of applications.

There are plenty of good and increasingly urgent reasons for companies to invest in a workplace management solution. The top 6 are as follows:

  1. The future is hybrid. The world is changing, and hybrid working is here to stay. We predict that by 2023, digital transformation and business volatility will drive 70% of G2000 organisations to deploy remote or hybrid-first work models, redefining work processes and engaging diverse talent pools. The G2000 are just the tip of the iceberg, as the vast majority of companies are already dealing with hybrid working. This has clear implications on workplace space occupancy and this needs to be effectively managed. It’s important to note that almost three years since the start of the pandemic, many employees have still not come back to the office full time. Many of those don’t plan to come back any time soon, meaning a workplace management solution was needed yesterday. It’s clear from our research that remote and hybrid work models will be an embedded part of accepted work practices in the long term as a way to address both employee needs for flexibility and employer requirements for work that is done in more agile and productive ways.
  2. The pandemic isn’t over. Many employees haven’t fully returned to the office due to concerns they might catch COVID-19. By investing in workplace solutions that monitor the workplace in terms of air quality, ensuring proper ventilation and including other safety solutions such as touchless devices, companies will reassure employees that the workplace is safe and healthy. This in turn could encourage more employees to return full time or at least spend more days working from the office.
  3. High inflation and energy cost. A main priority for companies is to find ways to reduce the high costs related to energy and heating and make sure these costs are well monitored and under control. Such costs are very unlikely to come down significantly in the short and medium term, or return to previous levels in the long term. Investments in workplace management solutions that help control these costs are therefore a necessity.
  4. Meeting sustainability targets. Our end-user surveys over the past two years show that 60%–70% of all European organisations either have an established sustainability policy and clear targets or are planning to introduce them. This is another area where workplace management solutions can be deployed to measure, analyse and show proof of results. Environmental considerations are becoming increasingly crucial to win deals, so companies need to understand that investments in solutions that support sustainability targets are really investments in business development.
  5. Companies need to attract new talent while keeping current workers satisfied. Employees’ expectations of the workplace environment are changing and are becoming more sophisticated. At the same time, competition among employers is increasing. Companies are realising the importance of offering a whole package that includes an enjoyable workplace experience with the right “look and feel”, high health safety standards, sustainability, and digitally controlled workplace tools and space. These will not only attract new talent but will also keep current employees satisfied. The next five years will see a clear change in both the mechanics and social attitudes surrounding the future of work.
  6. Companies are likely to reduce their office floorspace in the next five years. At the start of the pandemic in 2020, one of our surveys showed that more than a third of companies said they will reduce office floorspace when things get back to normal. This means that managing space occupancy will become essential to maintain efficient use of the space and to improve employee productivity. Among other major changes, the pandemic has brought greater awareness of workspace utilisation. Many organisations have started to look closer at how spaces are used, and this has led to bold decisions on how to go about work and the workplace.

So, what should a good workplace management solution include?

  1. Booking management system for conference rooms and parking, for collaboration and efficient use of space
  2. Space management system based on data analytics of occupancy for the best use of space
  3. Environmental analytics system for a healthy and safe workplace
  4. Energy/heating/air conditioning management system to provide an efficient workplace operation and to cut unnecessary costs
  5. Asset management system to optimise maintenance of valuable items that require regular upkeep
  6. Integration and use of IoT for all deployed management systems to ensure maximum flexibility, accessibility and efficiency


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