Even the federal government is getting in on the hybrid office trend. There are many good reasons to continue the combination of in-office work and remote work: high productivity, happy employees, and lower facilities overhead.
But there’s a security downside. It’s easy to lose track of the whereabouts of assets. Workers move documents, office equipment, even furnishings between home and office. Without a comprehensive check-out check-in system, business assets can fall through the cracks.
And missing assets are costly. Currently, the average office chair is $400. The average laptop computer is $1600. A single missing document is valued at an average of $120, and the cost could be far higher if the data contained in that document cannot be replicated. The cost of lost assets can easily outweigh the cost savings of a hybrid workplace.
This is where RFID can make a difference. You may think of RFID as a tool to manage your product inventory or secure your building’s entrances. In fact, the technology can be extended into other areas of asset management:
- Office furnishings – Doorway-mounted RFID readers monitor the movements of furniture in and out of a room, or out of the building if you’re supplying furniture for your employees’ home offices.
- Office equipment – The same doorway readers track RFID-tagged laptops, tablets, and cell phones. Paired with RFID personnel tags, you’ll know which employee has which electronic equipment.
- Documents – Sensitive documents can be printed on paper with embedded RFID, and file folders can be RFID-tagged. Like furnishings and equipment, the documents are monitored as they are moved around the office, and tracked if they are taken out of the office.
Can you manually track the ins and outs of assets between home and office, the way it’s always been done? Of course. But a paper and pencil sign-out system is astonishingly error-prone.
RFID is accurate. It doesn’t count on people remembering to sign out a file folder or a computer. It doesn’t mistakenly transpose a chair’s asset management ID number. You can rely on the asset data an RFID system delivers.
The hybrid office trend is here to stay. Manage your office assets with RFID and ensure your operation is getting all the benefits of the hybrid workplace.
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As some non-essential workers begin to return to the workplace after a year of working from home, they are discovering a museum-like scene: offices frozen in time. As reported in this Washington Post story, some offices look a bit like Pompeii after the Vesuvius eruption. Dusty post-it notes and coffee cups sit on desks where they were left a year ago. Break-room refrigerators hold months-old food. Calendars still show March 2020 appointments.
And yet, through the weeks and then the months that piled up into a year or more of office absence, we somehow continued with the work we were doing when we were all sent home. How is it possible that businesses kept functioning productively, remotely, while their offices became dioramas of The Early-2020 Workplace?
Information technology is the answer, of course. When a business has converted from paper-based operations to digital format, work from home (WFH) isn’t just possible, it’s practical. A remotely-accessible database of imaged documents keeps the wheels of business moving.
Employees have discovered the benefits of WFH and they’re unwilling to give them up. The scheduling flexibility of WFH has improved staffers’ work-life balance even as their productivity has increased. Nevertheless, in-person collaboration and culture are sorely missed, and valuable professional relationships are suffering. The hybrid office is predicted to become the dominant workstyle as we move toward a post-pandemic world.
McKinsey researcher Dr. Susan Lund, quoted in Fast Company, states that the return to work will emphasize the kind of social interaction that supports collaborative work. Face-to-face team projects will happen in business offices. Individual tasks or extended heads-down work will be done at home.
With 68% of CEOs planning to downsize office space, design and FM professionals have an opportunity to reshape offices into updated team-supportive offices. IT, too, is part of the design picture; with IT imaging a business’s paper documents to a digital data source, less filing space is needed, making room for more teamwork in less total area.
Tomorrow’s hybrid-office-space design will emphasize togetherness, encouraging what the Harvard Business Review terms “unstructured collaboration:” those water-cooler moments that lead to fruitful connections and breakthroughs. The new offices will probably look rather different than the work spaces we walked away from a year ago. Will anyone preserve a piece of the museum-quality time capsule of the old offices? If you are returning to work in old Pompeii, we’d like to hear from you.
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“Return to work.” Many organizations are struggling to define what that will mean for physical space, for productivity, and for corporate culture in the post-pandemic world.
When office-based operations were forced to pivot to work-from-home (WFH) at the beginning of 2020, the hybrid workplace was in its infancy. It quickly became the preferred workstyle, balancing WFH and in-person office time. Offices were safer because there were fewer occupants at any given time, and social distancing was easy to maintain. WFH proved its value with increased productivity and employee satisfaction.
The hybrid office gives workers a welcome degree of flexibility they didn’t have in a traditional office setting. And yet it is an imperfect solution. Employees without assigned workspaces report feeling disconnected from the team and the organization. WFH requires technology and furnishings that may not be readily available in some workers’ homes. Less in-person time may have a negative effect on performance evaluations.
What are some of the options for space utilization and technology that will make the office workspace and the home workspace function smoothly together?
- High speed internet: Many employers are paying directly for their WFH workers’ high speed internet service. It goes without saying that productivity, whether in the office or at home, relies on fast internet speeds.
- Information accessibility: Especially in document-heavy industries, information in paper documents is less accessible than the data in digital documents. A database of searchable imaged documents provides WFH accessibility without the security risk of removing documents from the office. When workers are scheduled to be in the office, that same information is available without any time wasted searching through paper files.
- Productivity apps: From screen-break reminders, to instant-join shortcuts for virtual meetings, a host of new apps deliver productivity support for WFH and hybrid workplaces. There’s even an app that converts WFH “virtual commute time” into an opportunity for exercise or meditation, promoting employee wellness.
Physical space options:
- Smart lockers: Hybrid office workers arrive in the office with a lot of stuff, from laptops to lunches. Without assigned workspaces, they need secure personal storage. A smart locker gives them the storage they need, and it can be reserved remotely. An extra bonus: The customizable exteriors of lockers makes them an attractive design option.
- Mobile furnishings: Hybrid workers often need to collaborate with different groups on different days. With no fixed “address” in the office, collaboration or heads-down work becomes simple with modular mobile workstations which the user can wheel to the appropriate location. Some of these mobile workstations fit into home-office settings, too, for use by remote workers.
Flexible work spaces and flexible schedules are intrinsic to the hybrid workplace and a successful return to work. With such an array of technology options and office space options, hybrid offices can become the perfect solution for the post-pandemic world.
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Seventy percent of employers anticipate downsizing their office space, according to a KPMG survey of CEOs. Pandemic-enforced work-from-home (WFH) has evolved into widespread adoption of the hybrid work style, a flexible combination of time in the office and time working remotely. Some businesses are going near-100% remote, reducing their footprint to a single small office. Many others are shifting to hub-and-spokes offices for their hybrid operations, letting employees put in their office hours in smaller “spokes” offices close to home, and reserving a downsized downtown “hub” office for central administration, IT, and major meetings.
The shift to smaller spaces inspires fear and loathing in facilities managers and operations administrators everywhere. The design phase alone is a daunting challenge; every department has to weigh in with their different, and sometimes conflicting, needs and wants. And then there’s the relocation logistics – what to move, when and how to move it, and where to put it all when it arrives at its new home.
It’s the stuff of nightmares.
It’s also a great opportunity to review office operations and make positive, profitable changes.
- Convert your documents to digital format via imaging
- Save the cost of moving all that paper, not to mention all the filing cabinets to house it. Retain only the necessary paper documents, and shred the rest.
- Support your “spokes” offices and WFH workers with an accessible, searchable database of imaged documents. Keep them on-task instead of spending time searching through folders in filing cabinets.
- Boost your community goodwill (and your bragging rights) by reducing paper consumption and increasing your sustainability rating.
- Convert to an RFID asset management system
- Save the cost of replacing lost furnishings. Tag furnishings to create a locational database, tracking items from office to office, and from room to room.
- Keep track of electronic devices that move from business office to home office and back again.
- Save the time and labor costs of a manual inventory that requires visual identification of assets. Output an accurate report of the business’s assets automatically.
Incorporate these upgrades into your office relocation plan, and you’ll begin reaping the benefits before your move as well as after. The right technology will banish those downsizing nightmares and set you up for hybrid workplace success.
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The pandemic has been a change accelerator in many ways, but few areas have seen more rapid revisions than the workplace. Two trends were already gaining traction before 2020: the open office plan was being reworked to include some private spaces, and work-from-home (formerly termed telework) was spreading beyond a few narrow industry sectors.
Now these trends are rapidly becoming the norm, and they are bringing with them a host of design, operations, and corporate-culture questions.
The End of the Open Plan Office?
A recent survey of tech companies with open plan offices found that fewer than half expected to stick with their open-plan layouts after the pandemic. Yet even with the additional space requirements of private or semi-private workspaces, more than 80% of these companies expected to need less office space in the next 18 months. More than half anticipated entirely eliminating some of their office space.
For designers and facilities managers, these forecasts require a re-working of office space. Reduced storage space calls for space-saving high density storage systems. The noise reduction and privacy of semi-enclosed spaces call for dividing structures like touchless locker systems. Moves to smaller spaces call for office relocation services.
Is WFH is Here to Stay?
Work-from-home (WFH) is now a permanent fixture in workplace operations. Numerous surveys and metrics have shown the productivity advantages of WFH, and businesses are adopting technology such as document imaging, video conferencing, and digital whiteboarding that makes WFH practical.
With the success of WFH, managers and designers are now beginning to ask the big corporate culture question: What is the purpose of an office?
What About Corporate Culture?
As John Seabrook (New Yorker Magazine) writes, this question brings up other questions: “Is [the office] a place for newbies to learn from experienced colleagues? A way for bosses to oversee shirkers? A platform for collaboration? A source of friends and social life? A respite from the family? A reason to leave the house?” The answer, to one degree or another, is “Yes.”
The hybrid office, combining WFH with flexible in-office time, is right on trend. Hybrid workspaces help businesses reduce their office space footprint while giving WFH staff a needed dose of in-person interaction.
However, for a hybrid office to function well, corporate culture has to change many of its former patterns. Many employees worry that decreased “face time” will damage their peer and mentor relationships and diminish their opportunities for advancement. Improved transparency, communication, training, and especially diversity and inclusion policies will build employees’ trust that they are visible, supported, and recognized for their contributions.
Taken together, the trends of the Covid change accelerator can seem overwhelming. National Office Systems is a strategic partner helping you plan and implement workplace designs and technology to adapt to the changes.
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Large or small, any business decision requires good data. The Internet of Things (IoT) pools data from numerous “smart” sources and delivers actionable data across your enterprise – operations managers, facilities managers, HR, marketing. Real-time data adds agility and flexibility to your operations.
And the more data, the better. RFID has proven its value as an asset management system, tracking inventory, furnishings, process components, even paper documents. Building on that information technology, smart devices are providing a wealth of data to the IoT.
So how can office furnishings generate digital data for better management decisions? Take the example of smart lockers in a hybrid office. Flex-schedule staffers without assigned workspaces use day-use lockers to store their personal items while they are in the office. Additionally, they can securely retrieve packages (documents or electronic devices for off-site work, for instance) at any time, without scheduling a face-to-face hand-off.
Data from these networked smart lockers produces two kinds of management insights: (1) a snapshot of current usage, and (2) a detailed picture of historical usage over time. Paired with touchless technology that lets users open lockers with an RFID personnel badge or a mobile phone app, managers can learn:
- How many lockers are in use on a given day
- Which group of lockers is overused or underused
- Which locker an individual used, and for how long
- When, or whether, a package was picked up
With this abundance of data, managers can make decisions about:
- Occupancy density
- Space utilization
- Personnel flow
For example, if lockers are fully utilized on a particular day of the week, predictive software in the facility’s IoT alerts management to okay a climate control adjustment for that day. If a laptop is placed in a locker for a staffer, an automated notification is alerts the staffer to pick up a package, and a second notification tells a manager when the laptop is picked up. If a particular bank of lockers is underutilized, a space-utilization alert tells the facility manager to consider a more user-friendly location.
And when management decisions need up-the-line approvals, hard data from accurate sources gives credibility to any request. Make the most of smart technology, and make data-driven decisions. Your bottom line will thank you.
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