Technology Paving Way For Efficiency In Office Spaces

Authored by Balaji V, is the founder and MD of TheHouseMonk From self-driven cars and facial recognition to biometric security scans at offices, technology has made operations and management efficient. We have heard horror stories about how technology will make human beings redundant, however the simple truth is that technology does, in fact make our lives easier and it's here to stay for good. When it comes to tech-driven solutions in office management, tech has always proved to increase efficiency and smoothen operations in businesses of any scale. We’re breaking down some key aspects where technological advancements have been a big hit: ASSET MANAGEMENT Assets, being first and foremost for a company, can be managed efficiently by mitigating risks and maximising the ability to spot opportunities for timely repair and maintenance. With the role of asset management transforming to keep up with industrial developments, systems like Asset Tagging have come a long way from simply adding a sticker highlighting the machine name, user and location to now displaying all maintenance related records and future repairs. Using a centralised online platform to store all your asset information in one place can help to save time and improve your overall working efficiency. Platforms like TheHouseMonk offers asset management solutions for your assets. Anything from elevators to desks to A/Cs and coffee machines are all tagged with unique QR codes that help track their installation to keeping a systematic record of timely maintenance. VISITOR MANAGEMENT Apart from the obvious security measures, visitor management at workplaces now adopt technology to efficiently screen, record and manage entry and exit of personnel visiting the workplace. Visitors can now be checked in under 20 seconds with automated solutions such as OTPs for scheduled appointments, instant check-in facilities and connected devices like swipe machines and key cards. Workplaces have further reduced manual intervention by simply placing tablets at reception areas for visitors to check-in themselves in a hassle-free manner. In the event a visitor has to visit a sensitive site, then an ID can be generated electronically complete with a photograph of the visitor and his visits can be restricted to that particular site only. AUTOMATION In a fast-paced world automation is the key to greater efficiency. Business process can be automated for simplicity and greater clarity. Apart from the industrial association of automation, automated processes can also be used in the working environment such as automated refilling of coffee machine, re-stacking books, automated inventory, etc. These automated solutions make life easy for employees for e.g sensors can detect the presence of humans in office and automatically turn on the lights and air conditioners on and in the absence of human beings all gadgets are turned off automatically. SMART LIGHTING A lot of energy is wasted in corporate offices due to lack of awareness, carelessness and ignorance when it comes to the importance of energy conservation. Technology fills that gap for you. There are solutions available that help remotely turn off the lights, indicate when a room is in use or not. Like intelligent lighting controls that help lower energy costs using standard controls – such as dimming, occupancy sensors and daylight harvesting, status reports enable adjustment of lighting schedules where necessary. Mood lightings create the right ambience for work, thereby boosting productivity. Technology is available for systems to switch off automatically in the absence of any human beings, thereby reducing energy costs. Many leading organisations now understand the need for smart solutions in the office. Tech companies are redesigning their offices to use smart lighting solutions (like Phillips) to boost productivity and help make the world a clean, green and healthy place to live. MEETING ROOM BOOKINGS Most offices and co-working spaces have software to block conference rooms well in advance independent of the administration department, leaving them to pursue other important tasks. Some of the advanced features even include mapping out office spaces, viewing current room status and sending meeting requests to attendees. Long story told short, advances in technology are undoubtedly having an impact on office productivity and profit. Right from streamlining processes to save time and money, to reducing chances of manual error, dedicated pieces of software can help businesses manage and regulate their assets better. Investing in efficient office management systems and software will yield positive outcomes for your business.