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Grow Your Business Technology

Building a Smart Office from the Ground Up

Building a Smart Office from the Ground Up
Credit: SFIO CRACHO/Shutterstock

The next step in humanity's digital evolution is to enable everyone's electronic devices and appliances to connect to "smart" networks. From refrigerators to thermostats, people are actively connecting every aspect of daily life to an increasingly networked world. Of course, the same goes for the home base of business: the office.

While every office will be designed differently according to each company's unique needs, there are a few components that are critical to making the smart office truly intelligent. In this roundup, Business News Daily looks behind the drywall to see what makes the office of tomorrow tick. [See Related Story: The Smart Office: How Connected Tech Is Redefining the Workplace]

Wiring an office with sensors allows for automatic responses to any number of stimuli, such as changes in light, temperature or motion. Picture the following: You pull up to the office's garage, and the door automatically opens when nearby sensors identify your license plate. Meanwhile, upstairs, the blinds have automatically adjusted to the amount of sunlight flooding into the room, and the thermostat has adjusted accordingly to find a suitable temperature. All of this is done based on information collected by the sensors outfitted on the building. Deloitte's smart office in Amsterdam, for example, features 40,000 sensors in total!

Working in unison with the sensors is the internet of things (IoT), which allows for the collection and retention of data transmitted by the sensors. This means that, over time, companies can glean trends from the collected data, such as how often a meeting room is occupied or which workstations are used most frequently. In the long run, this sort of information can offer companies the ability to make wiser decisions, like where to invest or how to decrease waste.

IoT also means that the new "smart devices" in the office, like those automatically adjusted blinds or the self-regulating thermostat, can essentially learn patterns of usage and adjust accordingly. For example, if a thermostat continues to adjust itself as the seasons change, it will be able to adopt the most optimal levels depending on the time of day and the particular season, even shutting down completely when the office is not in use, saving the company money on energy usage. IoT can also be used to determine when replenishable items, like air filters, need changing based on their usage. Think of IoT as the central nervous system of the smart office.

No need to fear a robotic takeover; artificial intelligence (AI) in the office will more likely be used to enhance the decision-making process rather than to push human jobs out. Whether AI is used as a tool to govern investments or to automatically update customer relationship management systems, machine-learning is a way to automate or supplement important tasks that humans often carry out alone today.

Companies incorporating AI into their operations will need to ensure the proper level of cybersecurity is implemented as well. Once the system is protected, however, AI could open up possibilities that even its developers didn't foresee.

You might think of virtual reality (VR) and augmented reality (AR) in terms of video games or immersive videos, but both VR and AR have practical uses in an office setting as well. As remote workers and decentralized office spaces become more commonplace, hosting a meeting can be difficult; no matter how effective your videoconferencing system is, keeping participants engaged is not always easy. That's where VR comes in.

A VR meeting room will bring all of the participants together, as if they were sitting around the same table making eye contact and picking up on the subtleties of one another's nonverbal communication. When you're hosting a meeting in-house or delivering a presentation, AR allows you to change the appearance of the room, perhaps overlaying important graphics or interactive features along the walls or on the table. Employees can also use AR to place digital reminders or updates on their personal workspaces.

These are just some of the aspects of the smart office, and each company can tailor the design to suit its own purposes. If these smart-office upgrades are done correctly, businesses can expect to see increased productivity, better data retention and analytics, and improved employee morale.

If done improperly, however, the project could amount to wasted money and mass confusion. So be sure to consult with an expert or professional firm on the creation of smart offices before implementing your own plan; a good partner will help you design and build a system that meets your needs, without going overboard.

Adam C. Uzialko
Adam C. Uzialko

Adam received his Bachelor's degree in Political Science and Journalism & Media Studies at Rutgers University. He worked for a local newspaper and freelanced for several publications after graduating college. He can be reached by email, or follow him on Twitter.