Choosing smart workplace solutions: tips, tools & best practices

What is a smart workplace?

A smart workplace is a professional environment that uses technology to help people work more effectively and efficiently. Unlike a traditional office, smart workplaces contain various automated technologies like access control, lighting, HVAC and booking systems designed to help employees streamline administrative tasks and remain fully focused on their work.

Why are businesses building smarter workspaces?

As technology becomes more advanced and workloads grow larger, more organizations are exploring smart ways to streamline their operations. As of 2025, almost 80% of businesses are believed to have adopted some form of smart building technology, with solutions like smart visitor management, entry and HVAC systems helping to address modern challenges.

By choosing to adopt smart workplace technology, businesses can:

• Meet hybrid demands: 64% of businesses offer and 75% are exploring hybrid work models; remote-accessible smart workspace solutions support flexible schedules.
• Reduce mental load: By automating tasks like scheduling, access control and asset management, staff can be given more time to focus on complex aspects of their work.
• Improve hygiene: Intelligent workplace solutions like touchless access and lighting systems reduce contact with high-touch surfaces, helping to limit the spread of illness.
• Reduce energy waste: Smart workplace solutions like automated HVAC and lighting systems can help to boost energy efficiency at a time when costs are steadily rising.
• Enhance recordkeeping: The automated and interconnected nature of an intelligent workplace helps leaders to keep detailed and accessible records of important events.

While the concept of a smart workplace isn’t new, technological advancements are enabling leaders to move far beyond simple automations. Powered by AI, machine learning and edge computing solutions, the modern smart workplace definition covers a wide range of hardware and software tools intended to not only save time but also raise productivity and engagement.

The benefits of implementing smart workplace solutions

Alongside addressing common challenges, choosing to upgrade a workspace to make use of smart technology can bring about numerous practical benefits for leaders and employees.

Some common benefits of building a smarter workspace include:

• Improved productivity: 74% of workers believe automation helps them to complete tasks more efficiently. In a smart workplace, where tedious tasks like scheduling and data entry are intelligently automated, teams are empowered to get more work done.
• Better space utilization: Smart workspace solutions like hot desking software allow staff to book slots using facilities around their unique needs; leaders can review data to best understand how on-site facilities are used and inform practical improvements.
• Increased building security: Integrations between smart access control, IP security cameras and visitor management systems help leaders to prevent intrusions and best-investigate security threats, as well as maintain accurate records of events for auditing purposes.
• Enhanced guest experience: Smart workplace solutions like visitor management kiosks allow guests to sign in, review safety information and receive custom ID cards in a quick and intuitive process, helping to maintain a business’s professional image.
• Happier employees: By automating tedious tasks, smart workspaces help workers spend more time focusing on tasks that interest them; almost 90% of employees who use automation in the workplace claim to feel more satisfied in their roles as a result.

What technologies should a smart workplace have?

While smart workspaces can vary in scope depending on the unique needs of the business in question, there are some core technologies that almost all workplaces will benefit from. To improve security, convenience, efficiency and productivity, prioritize the following technologies.

Mobile access control system

Access control systems are a staple modern security technology that leaders can use to safeguard private facilities behind traceable credentials. Staff and authorized guests are issued unique forms of ID that they must present to door-mounted readers to access secure areas.

In a smart workplace, mobile access control systems enable employees to request access using their phones. Users are sent unique credentials that grant entry to areas associated with their roles, allowing for secure, convenient and touchless travel through the workplace.

Leaders can manage requests, adjust permissions and create new credentials by navigating a cloud-based management portal. Mobile access systems can also be integrated with wider smart workspace tools like scheduling and booking solutions to simplify organizational tasks.

Scheduling and booking systems

Digital scheduling and booking systems are key components of smart workplaces that help to support hybrid and flexible work models. Employees can book time in meeting rooms, at hot desks and in wider on-site facilities at any time by simply logging into a digital platform.

Many smart workspaces also use these systems to manage bookings for office equipment, enabling staff to submit requests for temporary access to assets like smartphones and laptops, with availability updated in real-time to help leaders view equipment usage.

Smart visitor management system

Visitor management systems integrate well with access control solutions to provide secure and convenient property access to authorized guests. Visitors can fill out an online form prior to their appointment and receive unique digital credentials to reduce administrative burdens.

Smart workplaces also use visitor management kiosks to further optimize temporary access requests. On arrival, guests use their digital credentials to sign in, review safety information and receive a temporary ID badge that can be automatically created and printed at the kiosk.

Visitor management data is compiled and organized in a centralized management platform, allowing leaders to review events, file reports and adjust permissions remotely. This type of smart workplace technology can act to reduce wait times and congestion in reception areas.

Digital work management system

Work management systems are comprehensive digital platforms that employees can use to plan, perform and collaborate on work as they please, with options to automate tedious tasks and set alerts and reminders to help ensure projects are completed efficiently and effectively.

As smart workplaces often allow staff to work from different on and off-site locations, these types of systems can be invaluable. No matter where team members happen to be at any given time, work management systems support effective communication and collaboration.

IoT environmental sensor systems

IoT environmental sensors are smart devices that turn real-world stimuli into data, allowing them to be used to automate physical systems in smart workplaces. Heat, motion, humidity, air quality and sound sensors can be used to optimize many aspects of facility management. 

In a typical smart workspace, heat, humidity and air quality sensors will be used to automate HVAC systems, helping to maintain a desirable climate and limit energy waste. Data shows IoT sensor-informed HVAC installations can help to reduce energy use by as much as 30%.

IoT sensors can also be used to automate lighting systems based on occupancy, to create motion-activated security cameras, to configure voice-activated alarms and to generate data about facility usage that business owners can reference when planning site improvements.

Best practices for maintaining a smart workspace

The workplace security, productivity and efficiency benefits provided by smart solutions can only be achieved if adopted technologies and processes are well-maintained. To make the most of a smart workspace, leaders and managers must commit to the following best practices.

• Conduct routine audits: Regular reviews and tests of smart workplace technologies and practices must be conducted by leaders to find and address site-specific issues.
• Perform regular updates: All smart technologies installed in smart workplaces must receive regular software updates to safeguard against newly-exposed vulnerabilities.
• Make data-led decisions: Data generated by smart solutions like sensor and access systems should be frequently reviewed and used to inform continuous improvements.
• Collect employee feedback: Staff should be given regular opportunities to share feedback about smart workplace technologies to help identify areas of improvement.
• Provide comprehensive training: Detailed, ongoing training should be provided to all employees to help build confidence in new tools and influence site-wide adoption.

Choosing the right smart workplace solutions for your business

When designing a smart workplace, it can be difficult to find the right tools that meet unique financial, operational and structural needs. When reviewing modern workplace technology solutions, keep the following considerations in mind to help mitigate common complications.

• Cost: The upfront cost of implementing smart workplace solutions can be off-putting; prioritizing tools that integrate into existing technologies can help to keep costs down.
• Data security: New tools can introduce new cybersecurity risks and expand a site’s attack surface; make sure to select tools that have robust cybersecurity protections.
• Operability: Smart workplace solutions can only provide desired benefits if they’re easily-adopted by employees; prioritize tools that are convenient and intuitive to use.
• Integration: Smart workspace technologies offer the greatest benefits when they’re able to share data freely; look for ONVIF-conformant, integrable tools to achieve this.
• Scalability: The needs and scope of a business are likely to change over time; to get the most out of smart tech, look for cloud-based tools that can be scaled as required.

Build a smarter workspace with cloud-based security

As smart workplace innovation continues to help businesses build safer, more efficient office spaces, many leaders are considering how their systems could be updated. By prioritizing intuitive and scalable cloud-based technologies like access control, visitor management and booking systems, companies across industries can craft smarter workspaces for their teams.