New Trend in Workplace Technology: Empowering the People, Not Things.

Assuming the goal of a better and more effective workplace (the “Smart Office”) there is arguably a lot to be gained from investing in workplace technology. One example is providing office workers with easier access through the use of intelligent access control to let people through gates. Another example is collecting occupancy data through the use of presence sensors. Both of these solutions have essentially the same goal; a better and more effective workplace. Where they differ is in time-to-value – an often overlooked parameter when buying workplace technology – and a distinction between two kinds of systems can be made; short time-to-value and long time-to value. The first category are the solutions that create value from day one after having been implemented. The example I mentioned earlier, easier access control, is a solution that will help employees save time and effort from the first time they go through the gate – a very short time-to-value.

The other category (long time-to-value) often requires collection, analysis and action before the values are realized. In my example above, installing presence sensors to measure occupancy is an example of long time-to-value. I would argue, the ideal workplace technology do both: give value from day one and provide valuable insight as to how work is done over time.

Now, take the problem of space utilization and meeting room management. In conversations with real estate managers and IT people, I often hear that meeting rooms are overbooked in the booking system which leads to no-shows – this is something the real estate managers and IT managers are well aware of. The users, however, have the experience that no room is available. Or they are stressed and frustrated that they can’t find their meetings. Meetings may even start late as a consequence of this. A real effectiveness problem. If you experience this at your workplace you’re not alone but luckily there are solutions to the problem. What solution your company will buy is a matter of what is valued. And what is valued depends upon the mindset of decision maker (can’t do much about that, can you?). In my experience, and this is a bit of an exaggeration, there are roughly two different mindsets:

While the mere measurement of how different spaces are being used may be useful, it requires analysis and action before any business benefit can be achieved. On the other hand, giving the employees what they need from the start is a more straight-forward journey, although it requires the people first mindset. A short time-to-value is naturally cherished by both minds, but one of them is in a much better position to have something to show for at the end of the day. And there are a few industry trends that speak in favor of the people first minds.

• HR departments are becoming increasingly involved in workplace design. By definition, HR takes the people first perspective (or should take).
• Privacy and integrity regulations put pressure on organizations and their suppliers (in Europe: GDPR) who must be transparent and thoughtful on the notion of personal data. Collecting vast amounts of data that may be useful in the future may constitute an unnecessary risk. Although there are cultural differences, it seems like this is the path forward with Europe leading.
• Flexible/mobile work arrangements continue to grow as tech continues to mature and the generational shift taking place. Enforcing stricter policies on people is generally not a good idea, as it stands in contrast with the flexible work environment that people will expect.

Regardless of how employees are seated, at home, assigned desks, hoteling or otherwise and regardless of how many bookable collaboration spaces you have, simply measuring what is going on may seem tempting but can be questioned in terms of time-to-value.