The Building Blocks of a Better Office

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Companies have years ago started making resolutions for the so-called ‘future of work’. Starting from new office design, cool furniture, flexible desks, IoT or productivity and collaboration apps, organisations are keen on remodeling their workplaces so they can create better ones. On the one hand, they need to create a space that serves the needs of the people at work, and on the other hand, they need to create an office that responds quickly to the needs of the business: productivity and costs.

Beneath the motivation of a “better office”, there’s a lack of real-time data about what works in the office and what doesn’t. Smart technology gives organisations a deeper sense of what’s happening in the workplace, so managers can take decisions backed up by real data.

For a more “what’s in it for me” grab, read our insights on how your enterprise can benefit from workspace technology in the organisations of today.

Killing the Productivity Foe

Technology promises to make employees more productive, and yet, we noticed some raised eyebrows… The math is simple. Users can easily book meeting rooms, parking spots, coffee and croissants, tech supplies or even bicycles, by simply requesting it within a few clicks, with the help of Workibo app. Requests that required lengthy processes, approvals and multiple communication channels, are now tackled in seconds and employees can spend less time searching and more time connecting and collaborating.

We always like to give this example: With the amount of time that office employees spend scheduling meetings, they could take two days off each month. Or spend that time undertaking other tasks.

In addition to the agility add-on, using Workibo supports the ongoing management of the workplace and the measurement of how space is used. Knowing about the most used meeting room, meeting durations, ghost meetings or frequently used resources, are just a few insights to find out about your space.

Unlocking the Potential of Work

Digital transformation is often considered to be any forward-thinking attitude or operation involving a mobile device. However, real digital workplaces occur when the behaviours, technology and workspace act in a way that enforces collaboration, innovation, flexibility and overall employee well-being.

By implementing workspace technology that gives employees the freedom to work from anywhere, from any devices, with the resources they need, it opens new ways of collaboration and an overall sense of a “better office”. With that in mind, the newly formed generation of workers perceive this shift as autonomy, flexibility and further, a more meaningful workspace.

Workibo meeting room beacons are one of the key components that make the promise of collaboration visible. With their unique presence sensing, they communicate with users’ mobile devices and room displays via Bluetooth to show real-time occupancy status and to ensure space usage is optimised.

They even clear the room status if nobody shows up or someone leaves earlier. And if you need a last minute room for a call, beacons can tell, in real-time, where you can find an empty space.

Decoding How Spaces Are Used

The workspace technology places employees in the driver’s seat to choose where and how to work. It gathers the data around their needs, preferences and behaviour, puts the information into charts and lets the Facility Manager in charge take actionable decisions, according to real workspace needs. This was not the case before, when decisions were mostly based on personal assumptions and observations.

This shift provides workspace managers with the ability to take data-driven decisions, like creating new meeting rooms or eliminating the ones unused, equip each meeting space with the most asked resources or change those out of order, or even considering renting new office space.

With Workibo, the resulted reports can be fine-grained to: most used rooms (per location and time), cancelled or ended meetings, users who extended or cancelled meetings, most common support requests, ghost meetings, most booked time range and so on.


We all know that even now, most workspaces leave plenty of room for improvement, meetings are not always attended, they don’t meet the equipment expectations, and the scheduling part takes time and energy.

Meetings are important to business success, so is the way they are scheduled. Employing the right technology will allow you to understand and analyse data that matter to you, and turn it into a ‘better office’. The workspace of the future is the place where technology and business converge and provide an agile, responsive and collaborative work environment.