Workplace Technology Catalogues

Over the past few years, the concept of “the office” has undergone a dramatic transformation. For many Irish employers and employees alike, the way we work and where we work has shifted beyond recognition. Hybrid schedules, digital collaboration and flexible office designs are no longer trends; they’re foundational to the modern workplace.

The conversation about office-based work usually revolves around weekly schedules: “how many days are you in the office?”, but this often oversimplifies how hybrid workplace environments look and operate in reality.

CBRE’s “Global Workplace & Occupancy Insights 2024” report noted that office space utilisation averaged around 40% in EMEA last year, which should see a jump in occupancy levels this year. We referenced this report in greater detail in a previous article, which can be viewed here.

But where is this all going?

As we look ahead, it’s clear the future of the workplace will be shaped by technology, agile commercial furniture, and sustainable design that fosters collaboration.

In our latest article, we outline the key fundamentals that forward-thinking Irish companies need to know:

1. Hybrid work is here to stay: And It’s reshaping the Irish office landscape.

There is clearly more activity in offices, with Q1 2025 seeing a strong trend toward reduction of remote schedules. However, the hybrid model is proving to have staying power.

According to the Central Statistics Office (CSO), nearly half of Irish professionals now work remotely at least part of the week. This seismic shift is prompting businesses to reconsider how their office space is used, and what purpose it really serves.

Gone are the days of one-desk-per-employee. Instead, we’re seeing a growing emphasis on shared or “hot-desk” workstations, collaboration zones, and dedicated privacy areas for focused work.

Contact us via our online enquiry form for complimentary space planning services to help you visualise how you can reconfigure your existing office. Some previous examples of our space planning service can also be viewed here.

2. The rise of smart workplace technology

Workplace technology it’s now the backbone to productivity in any working environment for a distributed workforce, and imperative for organisations to choose the correct technology to fit their requirements. 

Cloud-based SaaS solutions are becoming increasingly popular for IT teams in workplaces, removing the need for on-prem server infrastructure.

Cloud-based print management software such as Papercut HIVE or Ricoh’s new CloudStream solution removes the need for dedicated print servers, further enabling this cloud-first journey that many companies are undertaking. You can learn more about CloudStream in our recent article, available here.

Tools such as Microsoft Teams, Zoom, & Google Meet enable seamless collaboration between in-office and remote teams. We also covered various meeting room technology solutions relating to this topic in a previous blog, linked here.

Meanwhile, office tech infrastructure is getting smarter to enable the effective management of the workplace. Solutions like desk & room booking systems, occupancy sensor technology and automated visitor management systems ensure workspaces are fully utilised and flow seamlessly.

Partner spotlight: Bizquip works closely with Flowscape as their technology partner in Ireland, providing clients with a powerful and effective hybrid workplace management tool, you can read more about this here.

Framery, the pioneer and world’s leading manufacturer of acoustic pods identified this growing trend in recent years and as a result, they have replaced all their original pods with Smart pods. Integrated technology enhances the functionality across their entire range and offers capabilities such as mmWave radar detection, a sound masking system, automated reservations, adaptive airflow and occupancy analytics for real time usage data.

The same can be said for smart locker solutions, Bisley’s BeSmart collection is designed to offer advanced, secure and data-driven locker solutions to understand user behaviours, track locker usage and optimise locker allocation.

These tools not only support flexibility, they also help optimise office layouts based on real-time usage, streamline workflows and save money whilst improving the employee experience.

3. Agile furniture equals flexible teams

Flexibility doesn’t stop at scheduling, it extends into space planning and office design schemes. This is where agile commercial furniture comes into play.

Think mobile tables, reconfigurable or stackable seating, foldable walls, and collaborative booths that can be moved or adapted as needed. Agile furniture supports fluid collaboration, enabling teams to shift between focused work and teamwork without friction.

Open plan offices are evolving too, instead of the chaotic noise of the 2010s, today’s open spaces are zoned intentionally, creating areas for focused tasks, casual meetings and collaboration. Grid storage, acoustic hanging screens, high back open booths and biophilia enable effective zoning.

You can delve into more detail on this via this recent article where we honed in on privacy screens, modular storage, high back seating and more.

4. Designing for collaboration: Space planning for functionality

Modern collaborative workspaces combine open plan elements with thoughtful zoning, acoustic solutions and biophilic design to create environments where people want to work.

Collaboration thrives in spaces that are:

• Comfortable and visually inspiring
• Equipped with digital tools for brainstorming (interactive screens & whiteboards)
• Easy to rearrange for teams of different sizes
• Flexible and accessible to carry out focused work and avoid distractions

Click here to review Framery’s pod placement guide.

5. Sustainability and wellbeing at the forefront

As ESG (Environmental, Social and Governance) objectives take centre stage, future-focused workplaces in Ireland are prioritising sustainability and employee wellbeing.

This includes:

• Energy-efficient building management based on occupancy levels: Flowscape can provide data-based insights to manage HVAC & lighting in a building.
• Energy efficient workplace technology: See our recent article relating to energy efficient IT procurement here.
• Cloud first IT procurement: Reducing on-prem servers to reduce energy output & costs.
• Ergonomic, eco-friendly furniture.
• Green spaces and natural materials to boost mood and productivity.
• BREEAM or LEED-certified buildings.
• The circular economy and a sustainable approach with respect to re-use, re-purposing and extending the life cycle of existing furniture.
• Rigorous focus on sustainable materials with new furniture procurement, demand for sustainable production processes and sustainable materials.

Earlier this year we summarised the balance across cost, quality and environmental impact of sustainable furniture procurement, here is a link to this article for further insights.

In summary: Building tomorrow’s workplace, today

We are certain that the key to effective workplaces in Ireland is ensuring adaptability, purpose and experience. Companies embracing smart technology, people-centric design and sustainable, flexible solutions are better positioned to improve productivity and retain talent within their organisation.

Talk to us about evolving your workplace, complete our online enquiry form and our team will get in touch.

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A large number of organisations in Ireland have been adopting a “cloud-first” strategy with regards to technology procurement over the last number of years for a number of reasons. These include increasing pressure to modernise IT infrastructure, cut costs, and support a hybrid workforce, without compromising on security or performance.

Traditional print management software solutions are reliant on on-premises servers which can be expensive to maintain and IT teams are trying to migrate away from on-prem infrastructure, where possible.

RICOH CloudStream is a secure, scalable, and serverless cloud print management solution designed to meet the evolving needs of “cloud-first” organisations globally, from SMEs to large corporates.

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Why are companies moving away from traditional print infrastructure?

The reality for many Irish businesses is that legacy print systems are becoming more of a burden than a benefit. On-site print servers require regular maintenance, upgrades, and patching, eating into IT budgets and staff time.

Security threats are becoming more sophisticated, and ensuring compliance with data protection regulations is more complex than ever.
Meanwhile, the rise of hybrid and remote working means employees need the freedom to print from wherever they are, without technical barriers or security compromises. Traditional systems simply can’t keep up.

Meet CloudStream: Cloud printing made simple

RICOH CloudStream is Ricoh’s newest innovation in cloud-based print technology. It’s a unified print management platform that allows your business to securely manage your entire print fleet, Ricoh or otherwise, without the need for any on-site server infrastructure.
Whether you’re a small business looking to simplify print operations or a large corporate needing enterprise-level functionality, RICOH CloudStream delivers a flexible, reliable solution that grows with you to fit your cloud managed print services needs.

Benefits of RICOH CloudStream:

1. Reduce IT burden and operational costs

With no print servers to maintain, your IT team can say goodbye to driver updates, patch management, and troubleshooting print queues. Instead, they can focus on strategic projects that move the business forward.

A universal print driver further simplifies operations, replacing the need for multiple printer-specific drivers.

2. Enhance security and compliance

RICOH CloudStream uses advanced cloud security protocols to safeguard your documents and data. Features like secure pull printing and automatic security updates ensure that your print environment stays protected and compliant, critical for organisations handling sensitive data.

3. Empower you hybrid workforce

In an increasingly flexible working world, employees expect seamless access to printers regardless of their location. CloudStream’s location-aware printing allows users to print from any device to any enabled printer, negating the need to install drivers.

This makes it ideal for multi-site organisations, co-working spaces, or any team that’s split between the office and home.

4. Achieve your sustainability goals

CloudStream supports sustainable print management by reducing hardware dependency, conserving energy, and minimising paper waste. With intelligent reporting on print and power usage, you can make informed decisions that align with your ESG strategy. This, paired with our sustainable managed print services offering and market leading Ricoh hardware, will ensure you are meeting environmental targets when it comes to your print infrastructure.

5. Improve the user experience

Whether it’s mobile printing, guest access, or driverless setup, CloudStream is designed with the end-user in mind. Employees enjoy fast, frustration-free printing, while administrators gain full visibility and control.

How does CloudStream compare to other solutions?

Unlike many cloud print solutions, RICOH CloudStream is vendor-agnostic: meaning it works across a mixed fleet of Ricoh and non-Ricoh devices.

Various cloud-based print management solutions also leverage user devices, meaning an agent must be installed on PCs / laptops, which can also create IT issues, especially in a “zero-trust” network infrastructure environment.

In contrast, CloudStream communicates directly from the print device to the cloud, creating a truly cloud-based print management system.

CloudStream has been recognised as a leader in Quocirca’s Cloud Print Services Market Landscape (2024) report, a testament to its innovation and reliability in this space.

Flexible licensing that adapts with you

CloudStream offers a modular licensing structure, allowing organisations to purchase only what you need, whether that’s for one device or a large-scale rollout, on an annual subscription (Saas model) basis.

As your organisation evolves, scaling up is easy and cost-effective.

Embrace the future of print management & book a free CloudStream demo today:

RICOH CloudStream is more than a cloud based managed print solution, it’s a smart, secure, and sustainable way to manage your print infrastructure and future proof your work environment.

Our team makes it simple to explore what CloudStream can do for your business:

1. Book a free demonstration: See CloudStream in action, tailored to your environment.
2. Start a trial: Test the platform with no commitment.

Get started with CloudStream today by booking a free demonstration with our pre-sales team by filling in our contact form here.

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Sustainability, day-to-day operational costs and network security are all critical areas of importance for organisations in todays world, but companies can sometimes overlook one critical piece of workplace technology: their printing hardware.

While office printers, photocopiers / copiers, and multifunction devices (MFDs) may not always get top billing on an IT budget, outdated printing equipment can quietly rack up operational costs, significantly contribute to your carbon footprint, and can often post serious network security risks.

In our latest blog, we explore why upgrading your old print hardware is not just a cosmetic refresh — it’s a strategic move that can yield tangible returns on investment in terms of efficiency, sustainability, and security.

1. The hidden costs & risks of outdated printers

a. Excessive energy consumption

Many older printer models are power-hungry compared to modern energy-efficient designs. Even in standby or “sleep” modes, outdated devices can draw more power than newer units operating at full capacity.

Over time, this leads to higher electricity bills and an unnecessary burden on the environment. We explored this topic in greater detail in a recent blog post, which can be viewed here.

b. Increased costs for maintenance and repairs

As with any aging technology, printers become more prone to breakdowns over time. The cost of sourcing replacement parts can be surprisingly steep. Frequent downtime of older MFDs not only inflates maintenance costs but also hampers overall workplace productivity.

These increased issues over time often lead to increased running costs to operate the legacy printers & photocopiers.

c. Inefficient use of consumables

Older printers and copiers often lack advanced toner saving features such as toner locking mechanisms, leading to excessive use of consumables such as toner cartridges and paper.

By contrast, new photocopiers and printers use optimised print mechanisms and have eco-friendly modes that significantly reduce the amount of toner used—lowering both running costs and waste. Simple pin release functionality ensures waste is significantly reduced.

d. Outdated printers: A security blind spot

While devices and servers often get the lion’s share of security attention, legacy printers & photocopiers can be a hidden gateway for cyberattacks. Older devices may lack the necessary firmware updates or built-in security features to thwart modern threats.

Hackers can exploit these vulnerabilities to gain unauthorised access to your network or intercept sensitive data in transit. In 2022, Cybersecurity experts at Cybernews hijacked close to 28,000 unsecured printers worldwide, highlighting how easy it can be to hack unsecure networked printers.

2. Lowering your carbon footprint with modern printing technology

a. Reduced energy usage

Modern photocopiers are designed with energy efficiency in mind. Ricoh, HP and Brother models are all certified through ENERGY STAR®, ensuring they meet strict energy conservation standards.

This efficiency translates to lower utility bills and a reduced environmental impact — a win-win for your bottom line and corporate social responsibility goals.

Our team can conduct a complimentary “carbon calculation” of existing print infrastructure, which you can learn more about in our previous blog here.

b. Smart power management

Modern printers & photocopiers come with automated power-down and wake-up settings that adapt to usage patterns.

Rather than running at full power around the clock, the new range of Ricoh & HP devices run on “Sleep” or “Eco” mode when not in use, boosting energy savings further by reducing consumption.

c. Eco-focused design and sustainable materials

Ricoh, HP & Brother have all made a shift toward using recycled or recyclable materials in their print hardware, consumables as well as their packaging.

By upgrading to modern print hardware, you support a circular economy and can lower the overall carbon footprint across your equipment’s lifecycle. Read out previous blog on carbon positive printing here.

3. Improved efficiency and security

a. Faster, more robust and efficient hardware & feature enhancements

Whether you’re printing high-resolution graphics or running large volume jobs, newer printer models offer faster, more consistent print speeds, higher duty cycles, and better reliability. This means employees spend less time waiting for documents and more time focusing on core tasks.

Modern print hardware often includes seamless integration with cloud services, mobile printing capabilities, and advanced scanning features. Employees can print securely from their smartphones or tablets, scan directly to the cloud, and share files effortlessly, ideal for today’s hybrid work environments.

b. Print management software & centralised management

Print management software allows our team to remotely monitor print usage, automate supply ordering, and quickly address maintenance issues.

Solutions such as Papercut, Tungston and others, further secure print hardware and put controls in place for users, significantly reducing both costs and unnecessary waste.

This centralised control reduces downtime and the burden on IT, and ensures optimum device performance across the organisation. Introducing a print management solution can have a hugely positive impact on ESG & sustainability, which we covered in a previous blog, available here.

c. Advanced encryption and authentication

New printers & MFDs / photocopiers typically include “out of the box” robust encryption protocols and user authentication methods.

Newer print devices come with encrypted HDD as standard, which overwrites any data on the devices themselves. Pin release functionality also ensures that only authorized individuals can access devices and that data remains secure from the moment a document is sent to the printer until it’s in that individuals hand.

d. Regular firmware and automatic software updates

Modern printing devices allows our team to push automatic updates remotely, ensuring your devices are always patched against newly discovered security threats. This proactive approach drastically reduces the chances of hackers exploiting known weaknesses.

With Ricoh’s “Always Current Technology” & HP’s “Wolf enterprise security for print” features, you can rest assured that your print infrastructure is secure.

4. Calculating the return on investment (ROI)

a. Cost savings

Between lower energy consumption, reduced running costs and minimal device downtime, upgrading your printer fleet can quickly pay for itself.

Alongside the reduced running / operating costs of new print hardware, Bizquip can provide various lease finance options for new print hardware, meaning the cost can be spread over 3-5 years to ensure no large capital expenditure is necessary.

Our team can usually show immediate savings for clients (including the rental) in comparison to the existing running costs for older devices, which ensures no additional expenditure is necessary.  

b. Employee productivity

When employees can rely on fast, reliable printers with enhanced workflows, they complete tasks more efficiently. Over time, these incremental productivity gains add up, contributing to a smoother workflow and higher overall output.

c. Risk mitigation

The cost of a single data breach or security incident far outweighs the price of upgrading to a secure printer or photocopier. Beyond the financial impacts, safeguarding your reputation and client trust is an invaluable asset.

How Bizquip can assist with transitioning to a more sustainable and secure print environment and a fully managed print service:

a. Conduct a print audit

Our technical team begin by auditing your existing print environment.

We then provide a detailed report, comparing existing running costs, carbon emissions and usage data of your existing print environment.

Our professional services team will then provide you with options and recommendations in line with your existing & future requirements to replace the current print fleet with a new, fully managed print solution by Bizquip. Read more about our managed print services offering here.

b. Work with our specialist team to upgrade your old print solution.

Upgrading outdated print hardware to modern, efficient devices is more than just a technological refresh, it’s a strategic investment that can drastically reduce costs, cut carbon emissions, and safeguard your network from potential security breaches.

By conducting a thorough audit, selecting the right equipment, and proactively managing your new printer fleet, Bizquip will assist you with the transition from wasteful to efficient and secure in no time.

Ready to make a change?

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Hybrid and remote work policies have changed the way organisations conduct meetings dramatically, both internally and with clients.

According to The Harvard Business Review, 77.6% of business meetings were entirely face-to-face pre-pandemic, in contrast to remote meetings increasing by over 60% since 2020.

In 2024, Microsoft Teams reached 350+million monthly active users, up from 75 million in 2019.

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While there are significant benefits to online meetings, there can often be issues faced for users and participants, especially when it comes to technology!

Over-complicated video-conferencing systems can cause huge frustration for users, which has led to a shift to more simplified & user-friendly meeting room systems in recent years.

A concerning statistic from the latest Microsoft “Work Trend Index Annual Report” reveals that 43% of remote employees feel disconnected during video conferences, resulting in less efficient meetings.

Remote participants often struggle to contribute effectively and get their point across, particularly when there are multiple office-based users in the same room.

Thankfully, Yealink are addressing these challenges with the new MVC- S series of meeting room technology, suitable for rooms and spaces of all sizes.

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Dual-eye camera system sound bar

The new range of video-conferencing technology from Yealink boasts a dual-eye camera system ensuring exceptional image clarity. With lenses directed toward each side, it offers a superior viewing angle, while its 48MP cameras deliver high-resolution images even at extended distances.

AI-Powered viewing assistance

To solve the disconnect challenge faced by remote participants, the Yealink MVC-S series boasts an AI-powered view. The on-device IntelliFocus feature displays real-time close-up shots of recent speakers, showing on-site users in separate windows, allowing remote users to stay focused on what truly matters, and feel part of the discussions.

IntelliFocus minimises background distractions and highlights key conversation participants, resulting in a more focused view for all users.

IntelliFocus also allows participants to video & audio fence specifics areas, which is a really useful feature in cases when a meeting space in not enclosed or the meeting room has glass partitioning, shown below.

AI-powered audio & noise cancellation

To ensure a smooth and distraction-free virtual meeting, the new range provides high-quality full-duplex audio with AI-enhanced noise cancellation, removing echoes & background noise with the ability to audio fence the specific area of focus.

Simple connectivity – plug & play

The MVC-S series is simple to operate, with the option of one single cable or wireless dongle required for users to “plug-and-share”.

Users join a meeting via the panel, and share content by simply connecting the wireless dongle or cable to their device.

In a previous blog, we highlighted the factors to consider when upgrading video-conferencing technology, which you can read here.

Ease of use, camera features and connectivity are all key factors, and it is safe to say that Yealink ticks all these boxes with the new series.

With 350 million people using Microsoft teams monthly alone, video-conferencing technology must be simple for users to operate.

Yealink are simplifying meeting room technology, removing technical obsticles for users, and enabling collaboration & communication with the new MVC-S series.

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As part of our ongoing ISO 14001 (Environmental Management System) certification, our team have been measuring our carbon footprint and implementing carbon reduction strategies in line with our environmental objectives in place.

As part of this process, we analysed our own internal print infrastructure using Ricoh’s new Carbon Calculator, which our technical team recently completed training and certifications to produce these reports.

The Carbon Calculator compiles independently sourced data on all print manufacturers (Photocopiers, MFDs & printers) and produces a report highlighting the following metrics:

• Energy consumption of existing print fleet
• Co2 emissions (metric tonnes)
• Costs per month / year
• Paper & water consumption
• Overall energy / electricity usage per annum

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As Ricoh launched a brand-new range of A3 photocopiers & MFDs in July 2023, it was opportune for us to compare our existing print hardware with the new range of Ricoh photocopiers.

By upgrading our legacy photocopiers (6yrs old) to the new Ricoh A3 MFD range, we reduced our Co2 emissions by 35%, decreased our energy usage by 29%, which has lead to an overall cost saving of 15%.

Since November 2023, we have been also working with various clients to produce these carbon calculations, which is a completely complimentary service we offer.

We have been able to show significant savings for a number of clients by upgrading legacy print hardware over the past few months with these new, energy efficient Ricoh devices, with one client saving €6,750 annually, whilst also reducing their annual Co2 emissions (metric tonnes) by 41%.

Below is an example report which shows real data for a client’s print environment, comparing their old Xerox print fleet and the brand new Ricoh MFDs :

Ricoh Carbon Calculation – Xerox vs Ricoh

If you would like us to conduct a free carbon calculation of your existing print infrastructure, please get in touch with our technical team by filling in this contact form – contact form.

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Since our inception in August 1984, Bizquip have been supplying and supporting managed printing solutions to our clients.

Bizquip specialises in “Managed Print Services” (MPS), providing SME’s to enterprise organisations nationwide with a fully managed service for all their print infrastructure, including Photocopiers / Copiers / MFDs, networked printers, scanners and large print room production printers.

Our managed print services offering takes away the need for our clients to dedicate any internal resources to manage their printers or photocopiers, allowing them to focus on core business activities and trusting us to look after their print infrastructure.

We are incredibly lucky to have such in-house expertise, with over half our technical team being with us for 15+ years. Our 18-person technical team have over 275 years combined experience working in managed print services for Bizquip, delivering the best service to our clients.

Bizquip partners with global market leading print hardware manufacturers such as Ricoh, HP and Brother and software vendors such as Papercut and Tungston Automation to ensure our clients’ print environments are robust, secure, efficient and sustainable.

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How can Bizquip’s managed print service offering benefit your organisation?

About Bizquip’s Workplace technology team:

Experience – Bizquip has an 18-person, in-house technical team including technical administration, pre-sales, professional services, implementation consultants, post-sales support and service engineers.
Expertise – Our technical team have over 275 years of experience in managed print services with Bizquip and over half of our team (10/18) have been with us for 15+ years.
Quality – Bizquip is ISO 9001, 14001 and 45001 certified as of December 2023 for Quality Management (ISO 9001:2015), Environmental Management (ISO 14001:2015) and Occupational Health and Safety Management (ISO 45001:2018), with processes and on-going training programmes in place to ensure our clients receive the best possible service delivery.
Support  – We pride ourselves in our service delivery which sets us apart from our competitors. All our technicians carry all the necessary parts & consumables to be able to fix a device first time in most cases.
Bizquip is Ricoh’s largest and only “Prestige” partner in Ireland, meaning we must deliver the highest levels of service delivery to maintain this accreditation annually. Our team has partnered with Ricoh, the global market leading print hardware manufacturer for 40 years.

Whether you are a small office looking to purchase a new printer / photocopier, or a global enterprise with business critical printing needs, our team have the expert knowledge and experience to supply and support the best managed print solution for your environment.

We also offer a free carbon calculation tool which analyses current print environments, which you can avail of here.

If you would like to speak to one of our experts, please get in touch by using our contact form, or directly by phone on (01) 2178015.

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Last month, we explored Flowscape’s suite of workplace management tools which enhance any workspace and optimise office functionality in our blog, which you can read here.

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This month, we are focusing on the desk booking solution, from both a user and administration perspective.

Flowscape’s feature-rich and user-friendly platform streamlines desk booking, with a modular design, customisable features, and robust reporting capabilities. These elements combine to meet your current and future needs with minimal disruption.

The solution can be deployed in the cloud or on-premises. It seamlessly integrates with Microsoft Office 365, Microsoft Exchange, and G-Suite. It also offers compatibility with Windows, macOS, Android, and iOS devices.

The highly scalable solution is adaptable to your specific requirements with various hardware options available to enhance user experience.

You have the flexibility to configure non-bookable desks, bookable desks, and permanently assigned desks.

Flowscape seamlessly supports both individual desk configurations and shared collaboration areas and spaces, you can even book car spaces, lockers and any other resources using the Flowscape application.

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With Flowscape’s desk management solution, users can easily:

• Reserve desks upon arrival or in advance.
• Book desks on behalf of team members to enable effective collaboration.
• Create zones and neighbourhoods to optimise space.
• Implement advanced booking rules tailored to your preferences.
• Block off areas / floors / zones depending on occupancy to increase energy efficiency.
• Customise desk types to meet diverse user requirements.
• Search for available desks based on equipment, accessibility and availability.
• Check live seat availability in busy office environments.
• Utilise the Colleague Finder tool to locate team members.
• Generate comprehensive workplace utilisation reports.

Create a smart working environment for your employees:

Custom booking rules / permissions
Efficiently manage desk reservations with Flowscape’s configurable booking rules. Limit desk bookings within specific zones, floors, or departments. Tailor rules to control the number of bookings allowed within designated timeframes or areas within the workplace.

Fixed desk environments
Reserve desks permanently for specific employees, indicated in red on the Flowmap. This option is ideal for employees with specialised equipment or desk setups.

Ad-hoc / hot-desking seating environments
Monitor and release desks if unoccupied. Use USB or presence sensors for automatic desk check-in, reflecting real-time desk availability. Drop-Down desks presence sensors detect desk usage and display it as red on the map.

Booking on behalf of others
Flowscape enables users to reserve desks on behalf of colleagues, ideal for team collaboration sessions, guests, or administrative staff assisting senior management. Configure booking rules to suit your needs via the Flowscape admin portal.

Busy lights
Show desk occupancy status from a distance, helping you manage un-bookable desks effectively.

Fault reporting
Instantly create support requests using the fault reporting feature. The report is routed to your chosen destination, with a visual alert on the map. Users can report any issues (e.g. broken monitor) and attached a photo using the mobile app, which is send directly to facilities / administration to resolve.

Desk management for the smart workplace:

Flowscape’s Desk Management Solution is your ideal companion, whether you need desks on-demand or prefer to plan the week ahead. Designed for both hybrid and traditional offices, it seamlessly caters to employees who embrace office life, work remotely, or travel frequently.

For more information on how Flowscape’s desk management tool can benefit your organisation, please contact our Workplace Technology team by filling in our contact form here.

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Introduction

Over the last number of years, the traditional workplace has undergone a profound transformation, driven by technological advancements, and changing employee expectations. The emergence of remote work and the rise of hybrid work models have challenged conventional notions of office space utilisation, leading to a growing need for innovative solutions that can adapt to the evolving needs of modern businesses.

The evolution of the workplace

The workplace landscape has evolved significantly over time, from traditional office setups characterised by fixed workstations and rigid schedules to more flexible arrangements that prioritise mobility and collaboration. The advent of remote work has further accelerated this shift, prompting organizations to rethink their approach to office space management. Hybrid work models, which combine remote and in-office work, have become increasingly prevalent, creating new challenges and opportunities for businesses seeking to optimise their office spaces.

Challenges in office space management

Despite the benefits of remote work and flexible arrangements, many organisations struggle to effectively manage their office spaces in the hybrid work era. Traditional methods of office space management, such as manual booking systems and static floor plans, are ill-equipped to handle the dynamic nature of modern workplaces.
As a result, companies often face inefficiencies, underutilised spaces, and wasted resources.
The need for data-driven insights and analytics has never been greater as organisations seek to maximise the value of their office spaces and adapt to changing work patterns.
The problem many organisations face in Ireland, is the need to redesign or resize their workplace to fit their needs, often without knowing what their needs are.

CBRE, the global commercial real estate specialists recently produced their latest “2023-2024 CBRE Global Workplace & Occupancy Insights” report based off global workplace averages, with some key points highlighted below:

• Office space utilisation rates remain under 40% occupancy in EMEA.
• 43% of organisations plan to decrease their office space by more than 30%.
• 36% of workstations go unused in a typical workday in a hybrid office environment.
• 29% of workstations are used less than 3hrs per day.

 

What these three stats indicate is that changes to workplaces are necessary, it is not a one-size-fits-all solution, with some companies requiring more space for collaboration, and some requiring less space entirely.

Introducing FlowSense

FlowSense is our brand new workplace analytics service, in partnership with Flowscape.

FlowSense leverages advanced sensor technology to offer detailed insights into the usage of the workplace. By tracking booked resources, instances of no-shows, the duration of resource utilisation, and the number of people in each space, the service provides unparalleled insight into office space usage.
Its aim is to provide actionable recommendations on how to best optimise workspace configurations to support evolving work patterns, enhance efficiency and reduce costs, unique to a clients specific requirement.

Benefits of FlowSense

The FlowSense service solution delivers fact-based framework for reimagining workplace layouts to meet current and future requirements.
The data enables organisations to optimise resource allocation, improve productivity and employee experience, and reduce costs. By embracing data-driven strategies, organisations can significantly enhance workspace efficiency, cater to the diverse needs of their workforce, and position themselves for future growth.

By understanding how your office is being utilised, you can make smarter investments for your future workplace requirements, reduce costs, energy and your carbon footprint, while vastly improving employee experience.

How it works?

Bizquip install occupancy sensors on all existing resources in the office environment, including workstations, meeting rooms, break out spaces and collaboration areas to monitor real-time occupancy and resource utilisation in the workplace over a fixed timeframe (recommended timeframe of 3 – 6 months).

The sensors collect tangible data of resource utilisation over this period of time, measuring actual occupancy of meeting spaces and desks to determine existing and future workplace requirements.

Multiple types of sensors used to collect data including no. of occupants in meeting rooms, and overall occupancy of a resource.

This analysis specifically focuses on weekdays’ office hours, offering an accurate depiction of space usage during peak operational periods.

The duration of data collection can be tailored to suit individual customer requirements. Typically, a 3-6 measuring period is recommended to yield comprehensive insights into actual office usage.

These insights enable informed decision-making regarding necessary changes and adaptations to company policies.

Workplace utilisation report and recommendations:

Upon conclusion of the occupancy measuring period, Bizquip will provide a report which details our findings based on the data collated.
The report we provide shows the no. of workstations required based on multiple scenarios, including both hot-desking and fixed desking options to ensure both current and future requirements are met.
Meeting room analysis is also shown, highlighting actual usage and occupancy of the existing meeting spaces. The report shows both the level of occupancy and no. of occupants per meeting room over this period.
As part of this report, our team also provide recommendations and solutions for optimum workplace efficiency based on the data shown.

What the workplace utilisation report includes:

• Desk occupancy statistics, showing daily / weekly occupancy, zone, floor, building.
• Meeting occupancy statistics across all meeting spaces.
• No. of users occupying each meeting space at any given time.
• Data analysis of existing resource usage.
• Recommendations for existing and future desking requirements.
• Options based on multiple scenarios e.g. 2hr. “hot-desking”, and fixed desking.
• Meeting room requirements
• Options based on occupancy data & no. of users utilising existing meeting spaces.
• 3D renders & layouts showing proposed options for redesign.
• Furniture & technology options & recommendations (if required).
• Scope of works to complete project.

 

Whether you are reviewing your existing workplace requirements, or planning an office move, this report will provide you with data-based information and assist with making informed decisions on the future of your workplace.

If you would like to discuss the possibility of using our new workplace analytics service, FlowSense, please reach out to our team using our contact form here.

 

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Flowscape’s workplace management tool 

Flowscape is a cloud-based booking and analytics tool that automates the ongoing management of the workplace, creating a smart environment by optimising functionality of the office.

The comprehensive solution provides everything your business needs to streamline and enhance your workspace.

Flowmap

The cornerstone of the Flowscape solution suite is the Flowmap, an interactive map of your workplace highlighting desks, rooms, resources, and points of interest.

Available resources are depicted in green on our Flowmap, while booked or occupied ones are shown in red. The Flowmap is available via mobile app, desktop web application, or kiosk screen displays throughout the workplace.

FlowPlanner 

Easily plan your workweek and coordinate with colleagues using Flowscape’s FlowPlanner solution. With a user-friendly interface, employees can seamlessly schedule their office attendance in flexible work environments, checking available spaces and coordinating with others’ schedules. They can indicate their status (Office, Remote, or Off work) and plan attendance based on space availability, reducing overcrowding, and enabling productive ad-hoc collaboration. The system also offers an overview of attendees during emergencies and enables data-driven space management strategies for optimised office utilisation.

Desk Management

Flowscape’s desk management solution facilitates smooth transitions to flexible seating, enabling companies to seamlessly adapt to office, remote, and hybrid work arrangements while maximising workspace efficiency. Key attributes include desk bookings with flexible rules, optimal desk selection based on equipment and seat availability, sensor-based monitoring of hot desks and drop-in rooms, and accurate data insights for desk utilisation and equipment error reporting.

Room Management

Flowscape ensures seamless handling of the entire booking process, covering room reservations, guest invitations, and room location. Scalable for organisations of all sizes, it aligns perfectly with hybrid workplaces, offering efficient room management, integrated booking, and enhanced workplace experiences, including streamlined room management with Room Displays. Core functions include overview of bookable rooms, instant scheduling, and wayfinding. Direct booking from calendars, easy participant invitations, ghost booking prevention and room utilisation analysis.

Resource Management

Flowscape’s resource management solution optimises resource usage in your office, providing advanced features and a user-friendly interface. Easily reserve parking spots, bike racks, pet seats, and more via mobile or web interfaces, whether in advance or upon arrival. Detailed reports offer insights into resource utilisation. Features include real-time availability checks, ad-hoc options, permanent assignments, specific resource identification, visual indicators, and comprehensive analysis with issue reporting.

Workplace Analytics

Gain unparalleled visibility and transparency into office space utilisation by leveraging Flowscape’s presence sensors and people counting sensors to track booked resources, instances of no-shows, the duration of resource usage, and the number of occupants in each area.

This comprehensive insight is facilitated by Flowscape’s sensors and robust analytics portal. Access real-time data on the usage of rooms, desks, and various zones within your office environment. Analyse this data across different time frames, including monthly, weekly, or daily views, or specify a custom period for analysis. Apply the collected insights to optimise office resource allocation and enable informed, data-driven decisions to be made relating to your actual workspace requirements.

Visitor Management

Flowscape’s Visitor Management Solution provides end-to-end support for the visitor experience, from streamlined check-ins to real-time notifications. Ensuring security and hospitality, it enhances efficiency and visitor satisfaction with a comprehensive approach to visitor management.

Flowscape Solutions

Combine Flowscape’s smart solutions to create the perfect digital experience across all your offices. Multi-tenant functionality enables the booking of both your company’s and shared resources in the same building, while Flowscape’s Bluetooth indoor positioning solution locates colleagues even when they are on the go.

The indoor positioning system can also serve as an in-house Wayfinding system. Flowscape can integrate with access control systems to restrict access to those who have booked a desk or a meeting. Flowscape’s cloud platform is built on open-interface technology, making it seamless to integrate our solutions with your existing IT systems.

Bizquip’s solution experts will design the optimum solution that not only addresses your present workplace requirements but also anticipates the future needs of your organisation.

Contact us:

To find out more about Flowscape’s solution or to request a demo, please email info@bizquip.ie or fill in our contact form here.

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With environmental impact near the top of the agenda for most companies today, a sustainable approach to organisational operations is essential.

Our Workplace Technology team have been working closely with our clients to help analyse and reduce carbon emissions in the office environment by implementing various practices and technology solutions.

Some key areas which are proving to have a positive impact on sustainability in the workplace include:

Consolidation of existing printer & photocopier (MFD) fleet – reviewing and reducing print hardware in line with current and future ways of working. This has a positive impact both in terms of carbon reduction and expenditure.

Business process automation – reviewing and digitising manual, paper-based processes to reduce print consumption and enhance operational efficiencies. Our recent blog post on digital transformation highlights some key areas and processes we can help to automate, which can be viewed here. Any remaining necessary print consumption can be offset utilising PrintReleaf to reforest trees in projects globally.

Upgrading legacy print hardware – replacing older print hardware with new, energy efficient print hardware, both Ricoh & HP are the two leading manufacturers in terms of energy usage and sustainability. Our team can analyse existing expenditure and carbon emission data of existing print hardware and provide reports to show the savings that can be achieved across the business by upgrading older photocopiers and printers to new, energy efficient models.

Circular economy, toner recycling – a service we provide to ensure old toner, parts and IT equipment are being recycled and re-purposed in partnership with Ricoh, HP and Brother.

Introduction of a workplace management solution – Bizquip work closely with Flowscape, a leading workplace management solution provider which enables clients to manage their workplace efficiently. Flowscape enables users to book desks & meeting spaces and car spaces, allowing organisations to reduce energy usage based on live occupancy data (highlighted in a recent blog post here) in the office at any given time.

Thes solutions highlighted doesn’t necessarily mean there is a need for initial capital expenditure, we have finance options available across all our Workplace Technology solutions, that can show reductions in operational costs.

Our team can outline the return on investment and show savings in most cases.

Additionally, we can provide measurable data, including carbon calculations and reductions to help make informed decisions and reduce expenditure across the organisation.

If you would like more information on any of the points outlined, please contact our team by filling in this contact form or by reaching out to our team directly via email on info@bizquip.ie

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When purchasing video conferencing technology for a meeting room or a break-out area, it’s essential to ensure the chosen system meets your organisation’s needs for effective communication and collaboration.

Budget and ease of use for participants are usually the main determining factors, but there are also additional areas to consider:

1. Room Size and Layout 

a) The size and dimensions of the room determine the optimal placement and type of system required.

b) Consider the room’s acoustics and whether any soundproofing measures are necessary, with the potential of introducing sound-absorbing finishes to ensure there are issues with audio.

2. Number of Participants 

a) Estimate the maximum number of participants in the room to ensure everyone can be seen and heard clearly.

3. Video & audio quality 

a) Look for systems that offer high-definition (HD) video to ensure clear visuals.

b) Check camera field of view and zoom capabilities to accommodate different room sizes and seating arrangements.

c) Opt for systems with high-quality microphones and speakers.

d) Consider features like noise cancellation and the ability to handle multiple audio sources.

4. Camera Features 

a) Investigate if the camera has auto-framing or speaker tracking technologies.

b) Determine if you need a camera that can be manually controlled or adjusted.

c) Ensure the system is compatible with your current hardware and software platforms.

d) Check if it integrates seamlessly with your preferred conferencing software (e.g., Zoom, Microsoft Teams, Google meet).

5. Ease of Use 

a) Look for user-friendly interfaces that all participants can operate without extensive training.

b) A simple plug-and-play system will enable users to easily collaborate without creating issues internally.

c) Consider systems that can be controlled remotely or via mobile devices.

d) Consider what technologies you use for hosting meetings, look at the possibility of a Microsoft teams room system if all your meetings are via teams, for ease of use for users.

6. Connectivity Options 

a) Ensure there are adequate ports for HDMI, USB, and other necessary connections.

b) Check for wireless connectivity options like Bluetooth or Wi-Fi, which can offer flexibility and reduce cable clutter.

c) Consider wireless vs wired systems, the benefits and potential drawbacks of each.

d) Review any BYOD system requirements you may have, such as plug-and-play type systems or wireless presentation tools, both for internal staff or clients who may be using the technology.

7. Scalability 

a) Consider whether the system can be scaled up to accommodate future growth or needs.

b) Check if additional microphones, cameras, or speakers can be added if needed.

8. Security 

a) Review the security features of the system to protect your data and privacy.

b) Ensure the system supports encryption and secure connections.

9. Budget 

a) Determine your budget and find a system that offers the best value within your price range.

b) Consider the total cost of ownership, including installation, maintenance, and any necessary training.

 

While there are a lot of factors to consider, our workplace technology specialists can guide you through the process and provide recommendations based on your specific and individual requirements.

We are a vendor agnostic solutions provider, meaning we recommend meeting room technology based on your specific requirements to fit your business needs, not based on who we are aligned to.

Our technical team can assist in the design, plan, supply, install and maintenance services for meeting spaces of any size.

If you would like to analyse your existing meeting room technology, or need some guidance on what will match your specific requirements, please reach out to our Workplace Technology team using our contact form here.

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For 40 years, Bizquip have been one of Irelands largest managed print service providers, supporting small businesses to enterprise organisations nationwide.

Over the last number of years in particular, our team have taken various steps to ensure we are making an ongoing positive impact on the environment, both internally and for our clients.

A huge part of this focus has gone towards our managed print offering. We are proud to work so closely with global market leading manufacturers in the print industry, such as Ricoh, HP and Brother, all of which have really strong environmental and sustainability goals and strategies in place.

According to Quocirca’s latest study on print sustainablity trends , 77% of businesses are accelerating sustainability initiatives, with 62% saying sustainability is important to business performance now, and 85% believing it will be important by 2025.

Our sustainable Managed Print offering ensures that our clients can have a net positive impact on the environment when it comes to their office printing, and here are some examples how:

 

Offsetting paper consumption by planting trees: Bizquip works closely with PrintReleaf to measure our clients paper consumption and provide certified reforesting projects to help achieve a net neutral or net positive impact on the environment. This can be introduced to any existing or new printing solution.

HP CarbonNeutral print hardware certifications: HP have introduced HP CarbonNeutral product certifications which are available for all print hardware that Bizquip supply and support, our team include these certifications for all new print hardware provided at no additional cost to our clients.

Toner recycling: Bizquip provides toner and parts recycling in partnership with our manufacturing partners to contribute towards the circular economy.

Less plastic, more recycled materials: Ricoh’s new range of A3 photocopiers (MFDS) use 54% less plastic packaging than previous ranges, with 50% post-consumer recycled plastics used in the MFD and 100% recycled plastic used in their toner bottles leading to a 17% less carbon footprint across the lifeline of the product.

Eco-friendly hardware : The print manufacturers we partner with lead the way in energy usage comparitively to other manufacturers, meaning reductions in energy consumption, Co2 emissions and running costs.

There are plenty of other ways in which our team at Bizquip are helping our clients on their sustainability journey through our managed print service offering, including print management software like Papercut, which we recently highlighted the benefits of here.

Bizquip are also delighted to have recently joined the HP as a catalyst partner to help create lasting, positive change for the planet, our people, and the communities where we live, work and do business.

Our Workplace Technology team have also recently undergone training to provide carbon calculations for clients on their current print infrastructure, which shows existing carbon emissions, costs involved and recommendations on how to lower both.

If you would like to arrange a free carbon calculation of your existing print fleet and understand how you can decrease your carbon footprint, please get in touch by clicking here.

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