Workplace Technology Catalogues

Why?  

We have talked at length about how the world of work has shifted towards hybrid working since 2020. Initially a temporary solution, it is becoming progressively more permanent. Instead of repeating ourselves, today we want to look at the technologies designed to help you create a truly strategic hybrid workforce using real-time data for strategy and planning. Namely, workplace analytics.  

Workplace analytics help you understand which parts of your workplace are used most often and how. For example, Hot Desk utilisation reports make sure that you can improve desk usage, similarly, the same principles and technological approaches can be applied to how you manage all your spaces including your meeting rooms, break-out spaces, privacy booths, and parking spaces. This data becomes a highly valuable tool in the strategy and planning of how you use your office space, now and in the future, and crucially what those needs are versus what they need to be.  

There continues to be fluctuation in the occupancy rate, most research typically cites 30%  – 50% which is a wide stat, however, what is clear is that flexible working is the new norm and office design, as we have written about will need to change to reflect this shift from office based to flexible working. This represents a real opportunity for substantial cost savings and optimisation for your company. Only by collecting real-time data and insights of important office resources using a workplace analytics solution can a business increase office utilization, get better occupancy information, and positively improve operating costs.  

The workplace is a complex environment that requires careful planning and execution. The right tools help you and your company to make better decisions about how to manage it. 

• Collect accurate usage data and analytics of your workplace and office resources. 
• Reduce property-related costs for your company. 
• Create office space strategies based on accurate workplace analytics. 
• Produce and export detailed insight reports. 
• Right-size your office space for a hybrid workspace environment, and your teams need. 
• Increase the employee experience by creating a workspace they enjoy and find ways for easy collaboration. 

How ?  

The simplest method of monitoring comes in the form of monitor devices from partners of ours such as Flowscape.

We implement wireless battery-operated sensors in specific, pre-agreed locations which collect accurate, granular, real-time data about the precise use of every single resource throughout the day. The sensors are easy to deploy, battery supplied, connect wirelessly, and can run outside your IT infrastructure. Desks can also be equipped with USB Desk sensors that will give accurate usage data and enhance the end-user experience by automatically checking desks and presenting the name of the user on the office space map. The USB Desk sensor does not need any batteries or network. This approach is an ideal solution for open-plan spaces, meeting rooms, cellular offices, and more.  

When coupled with Flowscape’s statistical portal, FlowAnalytics, this integrated module allows you to view and analyse historical data about how your office resources are used – you are relying on real-time, accurate data to make strategic decisions about your company’s operations – these analytics can be captured in a single location or across multiple locations if your company infrastructure spans multiple sites.  

This overview of your space helps you to easily see how many resources (and buildings) you have and how they are being used in real time by your workforce. You can also get a direct overview of how many bookable and non-bookable spaces are available, how many sensors are installed, and where they are located. Space overview is an excellent tool for building knowledge and understanding your business’ real-estate portfolio to maximise both productivity and utilisation of your office space. 

Crucially, given that we are working in an employee-led market, retaining top talent will be increasingly more important in a mobile work environment – and the office environment will be one of the key tools to motivate people to stay and attract new talent. Using technology such as that offered by Flowscape can allow employees to choose when to make the best use of the physical office to benefit from connections, collaboration, or to share creativity. 

Workplace occupancy is an incredibly exciting and valuable tool for companies embracing and adopting a hybrid work policy and can give management the tools and data to make informed decisions with regard to the best use of office space.  

What does the new year look like from a modern Workplace Technology perspective?

 

Our roots, the foundation of Bizquip in 1984 was based on workplace technology such as fax machines and printers – cutting edge technologies of the time.

Much has changed since those early days; the technology has advanced significantly, and the chances are if you ask anyone under the age of 30 what a fax machine is, they will be stumped!  What has not changed is our approach. Our ongoing evolution and our research into workplace technology solutions means that we are adapting to our clients changing needs as we have moved into a digital world.

10-15 years ago, Bizquip was focused solely on our clients’ printing needs, now we are asking the question – do you really need to print that?

We offer business process automation solutions that drive efficiencies in how they work for you and prescribe bespoke solutions that are not designed to baffle but to break through.  Most importantly, solutions that are easily integrated with your IT infrastructure and do not require you to tear up the playbook and start again.

Consultancy, is another aspect of our business that has never changed.  It is easy to assume that we do the same today as we did in our infancy, sell you printers and fax machines, but our evolution and the knowledge and experience we have gathered in the intervening 38 years have shaped us into one of the leading workplace technology providers in the business today.

Digital transformation or Business Process Automation, whatever you choose to call it, it is the application of technologies to your operations that are designed to enhance your business functions, create seamless workflows, reduce overheads, increase productivity and so much more.

But how?

Today we will focus on some of the key questions we are asked daily in relation to our Business Process Automation Services and share with you the answers.

What is digital transformation?

Digital transformation is leveraging digital technologies into various areas of a business to drive fundamental change to meet market and business requirements.

What is Business Process Automation?

The use of technology to automate repeatable and time-consuming manual tasks.  Using digital forms and workflows these tasks are done quicker by routing information to the right person at the right time through user-defined rules and actions.  Learn how BPA is something for every business of every size here

What are the benefits of automating or digitising manual processes?

Eliminate Errors

When using a manual process, the chances of human errors occurring are inevitable.  Implementing automated processes minimises errors, especially with mundane tasks like data entry, resulting in more efficient work and less time fixing avoidable problems.

Improved Employee Morale 

Automating tedious and repetitive tasks can free up employees’ time and allow them to focus on higher-level tasks which add more value to the business while also resulting in greater job satisfaction.

Make accurate data-driven decisions

Having access to reports and dashboards that wouldn’t normally be available when performing business processes manually, results in your business being able to make better decisions in a timelier manner.

Save time and money

Reducing the time employees need to complete mundane tasks allows them more hours to focus on doing work that drives profits.

• What are some examples of digital transformation using workplace technology?
• Travel Authorisations / Expense Claims
• Employees typically need to fill out authorisation forms for business trips or expense claim approvals. Time is wasted chasing incomplete paperwork and requests going back and forth.  Instead of dealing with paper, digitise these forms and automate your internal requests.  Have a full view of whose queue your request is sitting with.
• Accounts Payable
• Eliminate time-consuming manual processes by automating your accounts payable process. With automated invoice processing and automatic approval routing, there are no delays in making a payment to your suppliers.
• Employee Onboarding
• Help employees become productive sooner with an efficient onboarding process for new staff members. Instead of requesting a pile of paperwork to be completed use business process automation to complete tasks like:
• Collecting personal information
• Setting up payroll and benefits

 Why is digital transformation important to your business?

Automation reduces time, effort, and cost, whilst reducing manual errors, giving your business more time to focus on your primary objectives. Repetitive tasks can be completed faster and without the need for staff to compete mundane tasks. Automating processes ensures high quality results as each task is performed identically, without human error.

 

Additional questions revolve around the specific technologies we implement, such as Laserfiche and Square 9. The options in terms of on premise or cloud-based hosting. The benefits to a dispersed workforce, remote access, security and so much more.  These and many more questions can be answered by our highly experienced workplace technology team who are fluent in both plain English and tech talk and on hand to guide you seamlessly through your requirements for workplace technology and digital transformation.

In the meantime, learn how some of our clients have already saved significant amounts in overheads thanks to their adoption of workplace technologies and business process automation solutions here

A well-executed hybrid workplace strategy and an effectively designed workplace have become key to the way in which companies are planning for the future. This relies on an intertwined combination of interior design and workplace technology. 

If we were to truly simplify the optimal hybrid office, we would break it down to four key pillars of focus:  

1. Fostering Culture – Space Planning that optimises culture and community 
2. Flexibility and modularity in furniture – easily adaptable to a variety of uses 
3. Privacy – visual and acoustic 
4. Workplace Technology – a plug-and-play approach to enable seamless collaboration 

 4 key areas of focus, each of which works hand in hand with the other and together they deliver the hybrid office. 

Fostering Culture  

We have previously written about the workplace as being a community or a neighbourhood that people go to. For many, it offers the antidote to working from home, a return to watercooler chats and lunch with colleagues. Not to mention the more crucial elements and benefits of in-person collaboration, team building, and in-person productivity.  

Returning to the office means fostering a culture that shines a spotlight on creativity, connection, social interaction, and community – a culture that stimulates, energises, and empowers. Not only in how it looks and makes people feel but in how smoothly the workplace technology operates to make for a frictionless day.  

It might seem like an unusual connection, but how you shape your interior has a direct impact on the success of the culture of your workplace.  

To harness a sense of culture and community, it is important that your space is planned out to incorporate a range of settings or zones, areas for collaboration and meeting, formal and informal, areas for head-down focussed work and areas for time out and moments of mental rest.  You want your team to be able to come together in an intentional and purposeful way but also to create a space that enables spontaneous interactions too. 

Companies are starting to appreciate the value of an office environment that brings people together, the office as a destination. 

 Flexibility and modularity in furniture 

In our opinion, having furniture in your office that is flexible, modular, and mobile can only enhance your freedom in how you use your space.  From the basics such as mobile whiteboards and digital screens to mobile privacy screens on wheels that allow for creating private zones or quiet spaces.  

With a fantastic range of modular desk options, you can easily increase desk space or reconfigure existing layouts to meet the needs of your growing business.  

Folding desks enable modularity, creating a space that meets the need at a given moment in time, be it a working lunch session, training set up, a town hall meeting, scrum set-up to a customised meeting room. Folding tables can be nested in a corner or nook when not in use and most offer castors as a standard feature for ease of movement throughout.  

The ideas are vast. Professional and experienced space planning is key and is something we offer as a complimentary service to our clients.  

Privacy – visual and acoustic  

There will always be a need for privacy in the workplace. Open-plan offices offer flexibility in how a space is used and adapted and, in our view most importantly a company’s culture is positively impacted. In short – barriers within the workplace are removed both literally and figuratively. 

That said, there will always be a need for privacy and quiet time. Whether that is to address private conversations or the need for uninterrupted time and space to really focus as an individual or in a small team. 

Privacy booths and acoustic pods are not new to the office landscape, but they are becoming more of the norm in the design or redesign of a modern office. 

Private, echo-free acoustic pods and privacy booths from companies like Framery address the need for on-demand privacy, enabling people to seamlessly connect, regardless of physical location. Their compact design has little impact on your open plan. Thanks to the fact that they incorporate the latest in technology mean you can connect your pod to your desk booking solutions such as our GoBright desk booking and space management app. ⠀ 

The Right Technology  

The needs of the hybrid landscape have created a shift in how we work and therefore a shift in terms of our workplace technology requirements.  

Workplace technology has become an even more critical aspect of the hybrid landscape as it is relied upon to unite teams and connect with clients, each of whom are also working from multiple locations.  

It has become apparent that need for the right video conferencing tools is the key to success here.  

• All in one Video conferencing solutions for spaces and huddle rooms have been a worthwhile investment for many of our clients, transforming any area into a collaboration zone. These solutions enable teams to bring their own device to a particular area or zone and seamlessly integrate with a large screen, video conferencing sound bar with an integrated camera, thus allowing for seamless collaboration amongst office-based teams and remote users. 
• Microsoft Teams Rooms have been hugely popular, enabling users to book a meeting space and host an MS Teams meeting inviting internal and external users with intuitive audio-visual technology to ensure non-fragmented meetings, no matter the location of the participants.
• Simple plug-and-play solutions that work cross-platform are also proving extremely popular, especially in situations where there is a need for BYOD.
• Most importantly is the requirement to identify hardware that is specifically designed for the room it is intended for, from small huddle spaces to large meeting rooms and boardrooms. 

If you have removed dedicated desk locations in favour of a more flexible hot desk environment, you might consider the need for desk booking tools to manage your occupancy, desk and room booking administration, visitor management and much more.  

By now, you will have recognised our passion in delivering your hybrid workplace. With a combination of expert space planners and CAD designers working in tandem with our commercial interiors and workplace technology teams, our united front will deliver your united office.  

The fundamental message is that every business differs, and office sizes vary, therefore a bespoke solution is the only solution for you. The four pillars of focus remain the same, it is how we implement them for you that is important.  

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