The connected workplace: a modern IT guide | OfficeSpace

A connected workplace, where all employees have access to everything they need in one shared and centralized digital space, is quickly becoming a prerequisite for both profitability and employee well-being.

Companies need to figure out how to keep their teams connected via an easily accessible single platform, especially as we move to hybrid work and flexible new work environment types.

In this article, we explore the benefits of a connected workplace and review specific technology and policies that can lead to a happier, more connected workforce.

What is a connected workplace?

In the 90s, an office excited to get their first dial-up connection might boast about being ‘connected.’ Of course, connected workspaces now encompass so much more than a simple Internet connection!

Today, a connected workplace uses technology to centralize work, foster connection and collaboration, and ensure all employees have access to the people, resources, and information they need, no matter where or when they’re working.

Only by building a well-integrated digital ecosystem can companies improve both the hybrid workplace and the employee experience. Creating a connected workplace is about embracing both the workspace and digital transformations that are changing the way we work, along with the way we think about work. This leads to more productivity and innovation in the workplace.

The difference between a connected workplace and a digital workspace

Some use the terms ‘connected workplace’ and ‘digital workspace’ interchangeably, but there’s an important distinction. A good digital workspace is not inherently a good connected workspace. Creating a digital workspace is an essential first step in creating a connected office space, but only when this is done with the right goals, policies, and technology.

Creating a connected workplace is about understanding that work now can and does take place from anywhere. Workers who are always in the office have the same technical requirements as those who always work remotely.

Flexibility is key to creating a connected workspace.

All employees need real-time digital workplace solutions that keep them linked together and to resources they need, whether they’re in the office, working remotely, or a hybrid employee toggling between the two. These workplace solutions need to be central, on the cloud, and easily accessible via mobile app. They also need to be part of a larger company-wide commitment to collaboration and employee experience.

How can we make the workplace more connected?

Workplace connection is about removing all barriers—including distance—between all workers.

Creating a more connected workplace often starts by connecting Information Technology (IT), Human Resources (HR), and Facility Management (FM) teams. Collaboration in the workplace between these once siloed departments can lead to information and idea sharing, along with better implementation of any new technology or policies.

Once IT, HR, and FM teams are working together with shared goals, they can start to advance a workplace that better connects all team members. Breaking down barriers between these departments can be a model for everyone else in the office, creating a flexible work culture that is more synergistic and more likely to embrace tools that can improve the workday.

When employees have to struggle to make technology work for them, they lose the desire to innovate or think outside the box and their productivity goes way down as a result. Companies need to focus on removing the technology barrier in order to support natural, productive conversations.

Each company will have to create its own systems and workflows. However, creating a more connected workplace usually comes down to two critical areas: technology and employee experience.

Use the right technology

Using the right technology is critical to creating the right workplace. A recent comprehensive workplace survey finds that 49% of US workers say they are likely to leave their job if they experience frustration with the technology solutions. And 32% actually have left a company where they felt technology was preventing them from doing good work.

Most new technology in the workplace is designed to enhance workplace collaboration and connectedness. Many companies are already using some of the tools that help create a more connected workplace.

The right technology for fostering workplace connection generally falls under one of the following categories:

Collaboration tools

Collaboration was much easier in the days of shared offices and water coolers. Today, even in traditional offices where most people are working face-to-face, a good deal of work takes place online. The digital transformation means that even traditional workplaces may be working with clients, vendors, or satellites in other offices or countries.

All added up, this means that even small or traditional offices need technology solutions that make real-time and asynchronous communication and collaboration easier. This can look like email and a company intranet, but also cloud-based software solutions like Google Suite, Slack, and Microsoft Teams. Hybrid meetings require software like Zoom or Google Meet.

Collaboration apps are changing the way people work, and it’s about time.

Workplace management tools

A connected workplace needs to simplify and improve all ways of working, including the physical office. This demands robust workplace management software that can accommodate and grow with a flexible work environment.

Hybrid employees often treat the physical office as their go-to place for collaborative work, so offices need to be equipped with well-planned meeting rooms and meeting room booking software that makes them easy to access.

Good desk booking software is key to optimizing any flexible seating arrangement, making the office more useful and usable, especially for those on a hybrid schedule.

These booking solutions can be enhanced by using cutting edge technology like IoT sensors that can detect when a room or desk is in use. This introduces automation that can simplify workplace strategies like free addressing and office hoteling.

Some companies have unique situations and shared spaces, such as reserving parking spaces or booking lab equipment. Ideally, these booking solutions will be available on an easily accessible app that also gives workers a window into where their coworkers are at any given moment, providing essential visibility into their whole workspace.

Companies should also enhance them with good wayfinding solutions, including digital wayfinding signage and a comprehensive visual directory to help everyone better navigate the office.

Connectivity is key

It needs to be easy to book a desk, room, or other essentials without having to set foot in the office. It also needs to be easy to find and access the people and resources you need to do your job well—no matter where you’re working from. This connects the physical workspace with the digital workspace, improving both and leading to a much better workplace experience.

Almost half (49%) of US workers say they are likely to leave their current job if they’re unhappy or frustrated with the technology they use at work.

Space management tools

IT and FM teams looking to maximize the connected workplace need the right insights. Only with the right workplace analytics can they make data-driven decisions to continually improve their office.

Any software used to create a connected workplace should also be collecting space utilization data. This data tracks how every inch of the office is actually being used by workers, helping to better calculate room capacity and allow for more effective headcount planning.

Gathering this data can help managers understand what improvements are actually needed to create a more connected workplace. For example, it may highlight an empty meeting room problem, or show if the issue is due to poor meeting schedule software or because the meeting rooms themselves are not the types of collaboration spaces employees really need.

This data can also lead to better scenario planning and stack plans, making it easier to plan for any new configurations as needed.

Unite employees

Companies need more than great technology to be successful. Creating a more connected workplace is also about creating a company culture that unites employees and improves their workplace experience. Good HR is often an essential component of more connectedness at work.

While IT or FM managers may be responsible for creating communication channels, it’s up to HR to ensure they’re being used properly. HR is also responsible for creating a great onboarding experience, where new employees learn about and explore all the technology options available to them and how to connect with each other from day one.

HR may also create company events and bonding opportunities, which need to be just as accessible for remote employees as those in the office, requiring collaboration with IT. Companies with a physical office should use space utilization data along with employee surveys to ensure they are creating a space that enhances collaboration without sacrificing space for quiet heads-down work. This might include embracing out-of-the-box flex room ideas for informal socializing.

Leadership needs to model the collaborative relationships they want to foster among their staff.

What are some benefits of a connected workplace?

Collaboration is important in the workplace because it can lead to more innovation, mentorship, employee engagement, and productivity. One recent study found that collaboration improves performance by 5 times, while another suggests collaborative employees are 17% more satisfied with their jobs. Giving employees access to data can boost loyalty and help attract candidates.

Creating a more connected workplace can improve the employee experience and create more empowerment in the workplace. This helps companies retain current employees and attract top talent from around the globe, making it critical to surviving trends like the Great Resignation.

More companies are embracing the hybrid office than ever before. When implemented and managed properly, this can create a workplace without limits, accessible from anywhere by any employee. But when poorly implemented and managed, hybrid work can quickly lead to chaotic work environments that do more harm than good.

Benefits of optimizing the connected workplace

When companies optimize their connected workplace, they can expect the following benefits, regardless of their work model:

• ​Improved company culture that breaks down barriers and silos, leading to more engagement and collaboration, and helping employees feel like part of a team no matter where they are
• ​A more personalized workplace experience for each employee
• ​Better employee retention and access to a global talent pool
• ​A streamlined physical office that can reduce corporate real estate costs and carbon footprint
• ​Better request management, enabling FM teams to resolve facility issues more quickly

What is the importance of a connected workplace?

The most successful workplace teams are those that give employees what they want and need. Employees today want and need a connected workplace. The importance of a connected workplace is that it’s the key to keeping employees happy and future-proofs any organization.