Smart technologies are increasingly being used in every field to improve life. The active use of Internet of Things (IoT) devices in everyday life significantly improve living conditions in homes and workplaces. Offices have also started to use these technologies widely. Thanks to smart office systems that offer the working environment of the future, productivity increases in the workplace, and the motivation of employees and managers rises. In this article, we will try to explain what smart office systems are and how they work and discuss essential smart office technologies.

What Is Smart Office? 

Smart office systems use numerous technologies and tools to automate the business environment. They utilize smart devices and connectivity solutions to improve productivity, collaboration, and space management. These cutting-edge technologies contribute to more productive, seamless, and automated work processes. Video conferencing software, conference room software, desk reservation software, hardware tools, and analytical tools are some of the technologies utilized in a smart working environment. Likewise, with the Internet of Things, smart office furniture is integrated into the system, making workspaces much more ergonomic.

The primary purpose of automating an office is to boost productivity and create a healthier working environment. Smart office solutions eliminate duties that waste time and energy and require unnecessary use of the workforce, allowing employees to focus on what is truly important.

In general terms, a smart office system consists of a series of technological devices and systems that connect with employees, buildings, and existing information technology infrastructure through KNX systems to achieve these goals.

Advantages of Smart Office Systems

There are numerous advantages to applying smart technology in the workplace. The most important of these advantages is that smart office systems help increase the employees’ productivity. This is due to the fact that smart technology makes things much easier than they are. It also automates many operations, allowing people to work on more efficient tasks rather than repetitive, trivial tasks. This helps people in a work environment achieve their professional goals much faster and allows both the organization and its personnel to improve. Furthermore, employees who complete common tasks quickly and simply would be more motivated.

Another significant advantage is that smart office technologies make the workplace much safer. This is because security devices such as Wi-Fi sensors and security cameras can be integrated into the smart building system. Data from these devices are easily accessible in real-time. In addition, cloud-based solutions can help remotely control security and compliance at work, as they are managed by specialized companies that invest extensively in security.

Another smart office advantage is that a smart office can create a much more comfortable and controllable office environment for employees with remote control and customization features. Smart technology allows people to control the properties of work environments, such as temperature control and advanced workspace reservation.

Features That Should Be In a Smart Office

Not all smart offices are designed the same. Like smartphones, some are better equipped than others or have different hardware or software. They are designed according to the needs of employees. However, some features are shared by all smart offices.

One of the essential features of a smart office is smart air conditioning and lighting control. Smart lighting and smart heating, cooling and air conditioning systems are requisite systems for comfort in smart offices as well as smart home systems.

Smart air conditioning systems are capable of automating usages by analyzing utilization data. This is accomplished through a simple touchscreen input or smart sensors built in to detect movement and activity. After a while, these systems regulate the temperature and lighting according to the information they obtain from the sensors. At the same time, thanks to heating, cooling and air conditioning systems and lighting systems that can be controlled via the phone or web browser, employees can change the temperature or light of their environment without leaving their seats.

When the spaces are not in use, the air conditioning and lighting can turn off automatically. This feature saves energy and therefore money. There are also systems that allow various components of climate and lighting control, including doors, windows, and lights, to be easily managed with a simple tap of a screen.

Smart Meeting Room

Smart meeting rooms are a must for smart office systems. Meeting management platforms can monitor usage in public office areas such as conference rooms, meeting spaces, telephone booths, and desks. These platforms combine a variety of features that help improve and organize the meeting process within an organization.

Remote appointment or reservation software allows employees to book the necessary places in advance and see where their colleagues are. This speeds up the booking process and helps with efficient space usage. It also gives employees more control over where, when, and with whom they work.

Smart meeting rooms, one of the biggest advantages of smart office systems, may also include software that allows users to request extras such as essential equipment and catering on a single platform. Meeting management systems manage reservations and send meeting alerts to administrators and attendees. Facility management teams can access this data to ensure that all necessary equipment and services are provided and that all events are properly managed. This ensures that everyone performs their duties and is notified of any cancellations or changes to the meeting location or time.

Smart screens can display who uses the space at any given time, details of upcoming bookings, how long, and for what purpose the room will be used. This system avoids traditional problems with setting up a meeting, such as unwanted interruptions, double bookings, and room availability.

Smart Visitor Management

The most advanced smart office management systems also include smart visitor management. This allows companies to automate the check-in process, track visitor numbers and visit purposes while providing referrals to help visitors find where or whom they want to visit. The system also monitors overtime or undertime by checking the check-in/check-out hours of employees.

Smart Office Technologies

Smart offices are powered by the Internet of Things (IoT), which includes a combination of hardware and software solutions. This cloud-based technology is at the heart of the smart office along with some other smart devices. Many hardware devices can help support a smart working environment. Of course, traditional office devices such as computers, phones, and mobile devices are required. However, they must be up-to-date and capable of supporting the software, functionality, and level of connectivity required by a smart office

In addition, smart furniture, a new technology product, also plays an important role in the smart office system. Smart lamps, smart desks, and remotely controlled office chairs are the most prevalent types of smart office furniture. Especially smart desks and chairs provide a great advantage for employees who spend most of their workday sitting at the same angle at the office.

Data Collecting and Displaying

Smart offices typically have a variety of high-tech equipment. This equipment also includes strategically placed smart displays to provide the right information to the right people at the right time. The security of the office is also enhanced by these displays.

Smart Transformation in Offices

Making an office smart provides numerous benefits such as developing jobs, assisting employees to work more efficiently, and reducing time loss. The first step in turning a typical office into a smart office is to integrate a KNX system into existing devices. KNX systems enable devices that do not have smart technology to get smart features. Thanks to devices called KNX gateways, many systems can become assembled and remotely controllable.

So, in order to have a smart office, you don’t need to refurbish all devices or invest much in smart technologies. Offices can become incredibly useful for both employees and managers by making a few simple improvements. KNX systems can be integrated into most systems that an office may need, such as lighting, check-in/check-out, security, central control, and heating, cooling and air conditioning systems.

As kbox, we develop unique solutions in the integration of air conditioning systems with smart technologies, and we assure you a comfortable and high-performance office environment with KNX systems that we support with R&D studies. We are pleased to offer you innovative solutions for smart office systems as the manufacturer of the kbox-Mitt, the world’s first KNX gateway that transmits data via the TB15 port. Contact us now to get detailed information about the KNX system or smart offices!