Man Entering Meeting Room

Building Digital Tools Into New Office Space Designs

When moving into a new office, enthusiasm is high. People look forward to working in a new environment. A new office brings with it new expectations on the environment,  culture and amenities. People expect to make office space usage as seamless as possible. As a result companies moving into new office want to adopt high tech solutions to common problems. 

In today’s office space designs, digital technologies form an important element and are built-into the architecture from the outset. Digital technologies as part of the office provide a great workplace experience for the users, enhanced productivity,  greater staff morale and improved image of the office. 

 In this article we share some of the key technologies that can transform your office into a high-tech workplace.

Room Booking System

Meeting rooms form a core component of the office. It is common to have more meeting rooms when companies move to a new office or upgrade their existing offices. Everyone feels the pain of not having a room available for that important video conferencing call or for an interview with a candidate.  A room booking system can provide the much needed efficiency in utilizing meeting rooms. From controlling access to ensuring efficient usage through automated cancellations of unoccupied meetings, a room booking system can bring improved efficiency in usage. 

To augment the room booking system is the Room Display Panels mounted outside the meeting rooms that provides an easy way to check and reserve meeting rooms. The ability to manage bookings from the screen with a simple tap of your staff card or a pin code can dramatically improve efficiency. Color coded lights provide for easy visibility on the available rooms.

Hot Desking System

With many offices transforming themselves into open work areas, hot-desking is gaining popularity in small as well as large corporations. With more people working remotely, there is no need for a dedicated desk that is assigned for each staff. Today’s mantra is to maximize the space usage while reducing operating costs by being able to share space between staff who come to office occasinally. hot-desking can help companies optimize shared space usage while allowing people to move around and teams to create and dissolve seamlessly.

On desk devices provide staff with the ability to manage their reservations with a simple tap of their staff card. A quick scan can help staff to make reservations,  check in/ out,  extend, end or cancel their reservations. Color coded LED lights provide the ability to see available spaces with a simple scan across the floor. 

Smart Locks

Smart locks are gaining much adoption in the corporate world.  Most smart lock companies now target enterprise usage that can help control access to secured assets. With smart locks integrated with a room or desk booking system,  offices can now have automated control over the rooms.

Digital Signages

Large Display Digital signage, like airport flight displays can provide an overall view of spaces such as free or occupied desks and rooms or a schedule of upcoming meetings. With a single glance, staff can know what is going on each of the spaces and when they will be free. 

When placed at the reception,  visitors can view hosted events and be directed to the correct location. Corporate branding videos can run side by side to real time event information to augment visitor experience. 

Visitor Management

While security is becoming a greater concern in the office, a simplified visitor management system can provide the much needed control over who visits the office. The ability to reserve a room and invite visitors can greatly improve efficiency especially when there are changes to the timings or the location. A unified interface can help to inform the visitors as well as front desk of changes. Hosts can be notified immediately when a visitor arrives, giving them a positive experience when visiting your office.


The first step towards a smart office is in the adoption of digital tools that can help gather as well as disseminate information. Technology has evolved to become more human-friendly, adopting to the needs of the user. When implementing such tools, it will be wise and cost-effective to build them in the outset, into your office design.