The Future Of Workspaces: Adapting To Changing Business Needs

A bevy of landmark events and innovations have led to the transformation of traditional workspaces. These changes have led to people seeking a stimulating work environment that embraces modern elements. A large part of these changes has been possible due to the willingness of organizations to adapt to new workplace trends, which also includes evolving into hybrid working spaces. 

Comfort is taking precedence for present and future job atmospheres. The synergy of humans and technology, along with external events, has made such a thought process possible. Thus, to experiment with modern workplace solutions, it would be wise to observe the changes made by some of the noteworthy events that triggered the beginning of the emergence of futuristic workspaces.

Influential events shaping the future of workspaces:

• COVID-19 pandemic 

  The year 2020 has made a significant impact on many sectors of the economy. As a result, it has forced key decision-makers to rethink their objectives. This includes an overhaul in physical workspaces. The shift is undertaken gradually with an emphasis on tackling the effects of the pandemic. Some of the main structural changes undertaken are:

  
  

  • Sanitizing stations

  • COVID test facilities

  • 6-feet-apart seating 

  • Hot desking, etc.  

  
  

  Some of these definitive steps and more have become a part of office safety precautions for ensuring that all emergency and health needs of employees are protected.

  
  

• The Emergence of Hybrid working models

  Remote working was a rarity that was available to a select few in unique positions. However, during and after the pandemic, it has become a norm. Organizations prefer a mixture of remote and in-office working and hence have begun including hybrid working models. Though it decreases the use of physical spaces,  it doesn’t completely eradicate them. Such changes have merely introduced employers to a new approach to managing office spaces.  

  
  

• Increasing Climate Consciousness  

  Sudden and unnoticed climate changes can become a recipe for disaster if not pre-planned. Equipping structures with disaster mitigation and management supplies increases preparedness. For this, choosing a space that has the capacity to store such supplies is a necessity. Newly evolving workspaces are also putting efforts towards de-risking their offices from climate pollution by adopting greener and more sustainable measures.      

  
  

• Rise of Artificial Intelligence

  Artificial Intelligence’s capabilities have been discussed since the topic’s invention. But its true potential is yet unknown and still being cultivated. One of the functions of development is its ability to streamline day-to-day tasks. For an organization, such an application can save a significant amount of time by automating an office space’s functionality to an Artificial assistant.   

The above events have led to some interesting discussions resulting in inventions that have changed the perception of office-goers. The following four pillars have helped unlock the utilization of workspace trends for creating innovative workspaces: 

The Four Pillars of Workplace Innovation

Technology

• Automation

  A large portion of time is dedicated to grunt work that involves routine tasks. This includes keeping a record of building data. Though facilities management handles this work, they also need to juggle between tasks that require interacting with vendors, employees, tenants, etc. Instead of keeping track of each project’s progress, a simple update in the common application can be accessed by all concerned employees. Using property technology for automating such tasks can divert energy towards other important tasks needing immediate attention.    

  
  

  • Shift-Scheduling: Assigning work hours and days for employees can be tedious if there isn’t a system in place. Hours of manual input time can be reduced by setting up an automated system with a pre-existing scheduling program. The program will designate schedules planned by the management.   

    
    

  • Data entry: Though the use of computers and technology-related machines has made human lives easier, there are still some tasks that need automation. Data entry is a necessity for any organization that maintains records; however, it is also extremely time-consuming. With the use of automation software, data extraction, document conversions, form-filling, etc., can be completed in a faster time frame. 

    
    

  • Human resources management: A team that manages human resources is frequently flooded with employee data and other documents and information related to all the people associated with an organization. An efficient system can unload some of the burden and present the information in a concise manner.

    
    

• Smart Buildings

  Integrating systems in a building can be better streamlined using building management software. They connect all aspects of a property and improve its performance through technology such as artificial intelligence and machine learning. Such software can help monitor a building and increase security. It also helps in customizing a workplace by allowing employees access to the building’s functionalities.   

  
  

  • Smart-desking: Although this is considered part of building management, booking a desk is controlled by the organization that occupies the building. The management department chooses the floors and space required, and the teams of various departments select desks, cubicles, meeting rooms, etc., based on their agenda. This can also be assigned randomly if the management decides to implement a rotation cycle. 

    
    

  • Building management system: A building is used for multiple purposes. Whether it's for personal or commercial requirements, the frequency of the movement of goods and humans needs to be monitored minutely. A building management software that records delivery tracking, inventory management, staff checklists, guest entries, etc., will allow the building managers and tenants to authorize the movement of equipment and staff and also notice any discrepancies. 

    
    

  • Digital infrastructure: A commercial space requires the presence of digital infrastructure for a smooth flow of information. This includes operational data centers, internet connectivity, cloud storage, functional software applications, etc. The above-mentioned facilities, i.e., smart desking, building management system, and other software can be used only when there is a link between the multiple hardware and software devices that aid in the function of a smart building.

Sustainability

• Reducing Wastage

  Decreasing Climate risk is a common practice in many countries: hence, governments take several measures to reduce waste. Their regulations extend to many sectors,  including real estate. Clients, in a bid to follow these regulations and practice responsible usage of resources, are demanding commercial spaces with chances of reduced pollution. One of the ways this can be achieved is by constructing or converting existing spaces into green buildings.  

  
  

  • Energy efficiency: The use of air conditioning, heating, lighting, and any other electrically connected equipment takes up maximum energy in a commercial space. Smart buildings with sensors and data-recording capabilities will inform the tenants about their usage capacity. If the energy consumption is close to exceeding normal consumption, the sensors would emit warning lights or send a notification to the tenants. 

    
    

  • Space optimization: Organizations and commercial tenants sometimes over or under-estimate their spaces. This often leads to an abundance of empty space or very little space. A well-planned workspace can convert existing spaces into mixed-use spaces with adjustable furniture.

    
    

  • Renovation projects: Expansion or refurbishment is a sign of growth. It tempts professionals to engage in extravagant spending that elevates the look and functionality of a space. A well-designed space invites prosperity, but it would be unwise to build it with the use of harmful products. Construction materials are infused with chemicals causing damage to the environment in the long run. Using recyclable materials with multi-purpose functionalities can help organizations reuse the same materials for different purposes.

    
    

Business Productivity 

• Innovation and Creativity

  A functional office space with essential amenities can aid in idea generation. Besides creative thinkers, an organization needs a comfortable space that allows such thinking to thrive. In such scenarios, the design and location, coupled with technology, play a major role in improving productivity. 

  
  

  • Flexible refit: Agility in workspaces is a unique concept. A workspace no longer subscribes to the notion of sticking to rigidity. Every organization uses a commercial space as they see fit; it could either implement a one-size-fits-all approach or undertake customization. Either way, flexibility can be established by adding spaces that allow free movement. 

    
    

  • Inspiration zones: Being exposed to certain areas stimulates imaginative thinking. They are part of a workspace that offers flexibility by creating a relaxing environment. Some well-known examples of such zones are fitness areas, meditation rooms, gaming areas, one-on-one discussion pods, lounge areas, etc.

    
    

• Collaboration

  Interacting with co-workers from various departments has proven to elevate the thinking abilities of innovators. An open office environment with regular meetings and physical movement can indirectly encourage employees to engage with others. Cubicles with adjacent meeting rooms, gym and meditation rooms, wider cafeterias, etc., help seniors and juniors to mingle and exchange ideas. 

  
  

  • Open-plan workspace: A shared work environment is beneficial for increasing teamwork and interactions. A workspace with long rows of desks having no dividers and huge open windows that cover the area with ample sunlight is one of the examples of such a collaborative space. The design and architecture are slightly modified depending on the organization’s work culture. 

    
    

  • Activity-based zones: These zones are designed to exude comfort and include equipment that helps hybrid workers participate in the collaborative process. Such booths or rooms help employees exchange thoughts and concepts, encourage interactiveness, and increase a sense of belonging. Such zones can have whiteboards, digital interactive displays, snack stations, etc.

    
    

Employee Wellness

• Health and Safety

  There are two ways to ensure employee welfare, by striving to provide a safe work environment and by allowing flexible work schedules. Security protocols in buildings have begun including digital attendance and face scanning technologies along with sensors that alert intrusion. Tie-ups with reputed facilities management firms will ensure safe disinfection and cleaning of workstations, cafeterias, washrooms, etc. 

  
  

  • Flexible work hours: Many roles are rigid in nature and allow little flexibility. Keeping this in mind, management teams in organizations are beginning to make concessions and allow rotational shifts.

    
    

  • Wellness activities: A workspace can be tension-inducing even with extended breaks. Employees’ demeanor remains rigid for the most part of the day. After the tectonic shift in working styles due to the recent pandemic, organizations are taking initiatives to spread health awareness. Ice-breaking sessions and relaxing activities such as yoga classes, and meditation rooms can ease some of the stress. 

    
    

  • Healthcare tools: Organizations have begun streamlining their activities through mobile applications. This includes health sections that focus on employees’ wellness. Some of the options include emotional assistance, appointment booking in health clinics, contact details of in-house doctors, etc. Such tools can help employees during health emergencies and assist them in connecting with physicians. 

  
  
  
  

Conclusion

We spend a huge part of our lives in a workspace. A comfortable working environment contributes towards increasing motivation, thus leading to successful endeavors. However, undertaking these bold choices requires thorough research. A commercial real estate professional from Citadel can carry out an in-depth analysis and furnish a concise report that will help you find or create a futuristic workspace. 

Feel free to get in touch with one of our experts for more information regarding workspace management at https://www.citadelnetinc.com/