Smart Office makes life easier: digital technologies create a comfortable environment for work and creativity and save employees' resources. Depending on the company’s needs Smart Office can include basic solutions such as a meeting room booking system and video surveillance, or it can imply full automation of all processes. Smart Office can be controlled by mobile application where each user has their own profile and access to various functions. The application can be installed on any mobile device.
Smart Office is a complex telecommunications ecosystem consisting of hardware (servers, sensors, card readers, etc.) and software. All kinds of devices equipped with sensors, video surveillance cameras, and other systems inside office areas are interconnected and controlled from a single center (server or computer) using special software.
Access to office areas
Access control systems allow you to control access to various locations such as office areas or parking. For example, employees have the opportunity to use a mobile phone or alternative solutions such as face recognition instead of a pass card. The systems will also help locate people in emergencies in the office, i.e. during an evacuation.
Meeting room management
A unified management system meeting room gathering directories, communication applications, third-party entities, service providers, and communicators for broadcast on the Internet. A tablet located in the meeting room controls all processes. You can send a message about a malfunction to technical support specialists, call a cleaning service employee for cleaning or a coffee lady, adjust the climate and lighting level in the room, book a room for the required time using the tablet’s interface. All of the above can be done without leaving the meeting room.
Managing an entire office offers many possibilities, such as climate zoning or energy energy-saving systems. Various sensors are installed in the office to measure the level of carbon dioxide, noise level, temperature, illumination. Based on the data obtained, various scenarios can be implemented: open windows, use a noise reduction system, turn on air conditioners, and change the lighting level in accordance with current needs. This function allows online monitoring of office indicators for the person in charge of building administration.
The service life of the office can be managed with a quick response system. Tablets or QR codes are installed in various office locations that give access to the interface where you can call the right specialist. For example, report that the kitchen has run out of coffee or water in the cooler. You also can configure the system for checking the completion of cleaning or other performer’s action, where it’s needed to report about the completion of the task.
Another useful system is smart printing: you can exclude situations when the document was sent to print by mistake. All employees have access to one virtual printer, and they can print the necessary documents by going to the nearest convenient device and attaching a special card to it. It can also help you avoid situations where confidential papers are sent to another department to print, and can monitor document printing analytics to optimize printer layout and paper costs.
Any location can be equipped with a position recognition system and subsequent tracking of objects within the area using a mobile application. If an employee or office visitor turns on Bluetooth on his mobile, sensors in the room will track his location, and on the phone screen, he can see where are various office locations and how to go there. The system also can work via wi-fi using office access points.
The hot desking system helps to efficiently use the workplaces, where you can book a temporarily empty table. It is relevant, for example, in the sales department, where employees tend to work out of office and use their place for about 20% of the total working time. It will also help nonresident employees who come on a business trip to get used to the office. Temporary teams can book workplaces located nearby for more convenient intra-team communication.
In connection with the current epidemiological situation, we have also developed an algorithm that allows you to block neighboring places that are closer than 1.5 meters when booking a workplace. This function makes it easier for workers in the office to comply with the prescribed safety measures.
For convenience, the interface of the workplace booking system is implemented in two languages - Russian and English. It is convenient to use it remotely from mobile devices for booking a place in advance.
Based on the data logged in the system, managers can build reports on the visits of their employees. This will help to track employee shift crossings and control the maximum allowed level of office presence.