How workplace technology is reshaping our work environment: concrete examples and insights

Have you ever tried to spend a day without using or being in contact with technology? It is almost impossible. Digitalization is everywhere, including in our professional lives. For this reason, understanding workplace technology and how to use it best is key for all businesses.

Employees, especially Millennials and Gen Z, are used to technology's assistance. At home, smart robots help them clean, control the room temperature, and secure their doors. When they go out, automation and modern digital solutions are also available. Self-checkout at supermarkets or car GPS are common examples.

But what about technology in the office? What are the latest workplace technology examples that are changing how we work? What are the direct consequences of having tech-driven solutions and robots as virtual assistants? That’s what you’re about to discover.

Definition of workplace technology

Workplace technology is the array of digital tools and systems we rely on daily to make work smoother and more efficient. These invisible threads connect us, streamline processes, and open doors to new collaboration methods. Workplace technology forms the backbone of modern work environments, from communication platforms that keep everyone in the loop to software that manages hybrid offices. It’s constantly evolving, reshaping how we approach our daily tasks and enabling us to reach new levels of productivity and creativity. You engage with workplace tech as you sit at your desk or log into a virtual meeting.

7 examples of workplace technology

1. Space management software to optimize and oversee your workplace

Over the last few years, digitalization has evolved into a key ally for managing office facilities. Sensor devices are now a standard solution to save energy and money. Hybrid workplace technology is rising as many companies realize the benefits of more flexibility. Space management tools have also become essential to improve the workforce experience. These digital solutions collect workplace analytics better to understand employees’ expectations regarding the office space. Do they require more meeting rooms? Are they struggling to book the desk they want? Office tech helps you to determine their needs to cultivate a great employee experience, enable strategic planning, and enhance productivity.

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2. Collaboration and communication tools to ensure effectiveness

For most office employees, online collaboration and communication platforms are now the norm. Workplace apps like Slack, MS Teams, Zoom, or Google Meet enable hybrid teams to converse and share information seamlessly and effectively. As more and more organizations embrace the benefits of hybrid work, the use of cloud-based systems is also increasing and becoming a must-have in the digital collaboration tools set. The number of options is endless, with more detailed features to help you meet your employees’ expectations. You can even take collaboration and communication a step further with VR, AR, and XR technologies!

3. VR, AR, and XR software to level up collaboration and training

Since hybrid work is now the norm, digital systems such as VR (virtual reality), AR (augmented reality), and XR (extended reality) technology are about to change our relationship with our jobs and the workplace. These tools enable remote workers to virtually “sit in the same room” with their on-site colleagues while video conferencing. This leads to an innovative model of collaboration that enhances teamwork and performance. Training can also be attended via VR, AR, or XR devices. One of the main advantages of learning through these technologies is the possibility of trying and making mistakes without any real consequences. These are just two examples, but there is much more to come, so is your business ready to dive into a parallel digital world?

4. AI and automation tools to optimize your processes and gain efficiency

Automation tools have been around for a while now, but AI is still a relatively new support for workplaces, and we are still trying to figure out how it can best help us. Together, AI and automation are like those reliable colleagues who always know how to get things done faster and smarter. They seamlessly weave into the fabric of workplace technology, transforming how we tackle tasks and optimize processes. By effortlessly managing routine tasks and data analysis, they free up our time for more informed decisions and strategic actions. Imagine having an assistant who never sleeps, continuously learning and improving to boost efficiency. This is what AI and machine learning are about. These solutions reduce human error and ensure everything runs like a well-oiled machine.

5. Green-tech to create a more sustainable work environment

Companies have started implementing green tech in their buildings for greater environmental awareness. For example, an increasing number of businesses are now referring to the insights provided by these tools to become more sustainable. The information collected by these devices allows them to make data-driven decisions to lower their CO2 impact. For instance, green tech solutions can include using smart sensors to decrease energy consumption or adjustable AC filtration and airflow. Not only does it regulate AC usage, but it also offers greater comfort for workers.

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6. Cybersecurity technology

As technology advancements evolve at an incredibly rapid path, so do cyberattack techniques and malicious activities. Therefore, data protection and network security have become major topics for all businesses, regardless of their industry. Cybersecurity tools act as the vigilant guardians of your digital workplace, standing watch to protect your valuable data and sensitive information. They work tirelessly behind the scenes, identifying vulnerabilities, warding off potential breaches, and keeping unwanted intruders away. This digital shield allows your employees to focus on their work, free from the worry of data theft or system compromises. Cybersecurity technologies empower them to innovate and operate confidently while ensuring a safe and secure environment.

7. Smart technology to create the best work environment and save costs

Smart office technologies, also known as workplace IoT, are the innovative geniuses transforming work environments into efficient, cost-effective places. This equipment, such as smart desks, intelligent lighting, and climate control systems, dynamically adjusts to real-time needs. They optimize resource usage, ensure your staff works in optimal conditions, and cut unnecessary expenses. Imagine entering a workspace where lights and heating automatically adapt to occupancy levels so no energy is wasted in empty spaces. By efficiently managing utilities, these tech-driven solutions can significantly reduce energy bills. Smart scheduling and automated administrative tasks also minimize time and resource waste. Teams can then better focus on strategic goals rather than mundane activities. Smart technologies act as a strategic business partner, ensuring that every dollar spent contributes to productivity, cost efficiency, and sustainability.

The different consequences of technology in the office

The influence of workplace technology on our jobs and the importance of skill-shifting

The effect of technology in the workplace is a very hot topic as some people raise concerns about the future of our professional lives. For example, AI will soon be smarter than humans, and machines will be capable of performing coding tasks autonomously. For the last decades, robots have gradually replaced humans in some positions. It has allowed businesses to produce more with fewer staff members or enable employees to work on more meaningful tasks.

Adopting workplace technology is also a great opportunity for reskilling, upskilling, and having a more purpose-driven career path. Some professors, like Benjamin Hunnicut, even talk about a new economic model—a system where money will be less important and, therefore, working won’t have such a fundamental position in our lives. However, the smooth transition to a more digital workplace will depend on how organizations and governments implement this technological advancement.

The unstoppable and rapid progression of automation and AI

Did you know that “Artificial Intelligence and automation are progressing three times faster than Moore’s Law,” which suggests the speed of computers is rapidly increasing? (Source: Technology and the future of work, SHRM.) Many people fear the impact of workplace technology on their jobs. What will our lives look like in a world where digitalization plays a bigger part?

All experts agree on one thing: companies must help their workforce learn how to collaborate with these machines and robots. As digitalization will not stop, building trust between humans and automatized tools is a priority to benefit from digital evolution. Employees must understand the benefits of machine learning, Generative AI, and automation.

💜 Learn more about AI and the future of work!

The support of workplace technology regarding flexible work practices

Workplace technology is essential for facilitating flexible work arrangements and fostering seamless collaboration and productivity from any location. Video conferencing systems like Zoom and Microsoft Teams make virtual meetings as effective as in-person sessions. Cloud-based platforms such as Google Workspace and Microsoft 365 provide access to vital documents and applications anywhere. Project management tools like Trello and Asana keep teams aligned across time zones. Desk booking software and workplace management apps like deskbird enable employees to reserve the workspace they need and plan their schedules efficiently. They also help you optimize your workspace by collecting key data about office occupancy and use. All these tools (and many others) empower your staff to customize their workdays around personal commitments, a fundamental aspect of improving work-life balance and cultivating a more inclusive and agile work environment.

The impact of technology on the way we work

Technology in the workplace benefits companies as much as employees. Yet, it implies being open to change as it completely reshuffles the way we work. Here are already a few areas where tech significantly improves our daily life at work:

• increased collaboration and productivity;
• higher employee satisfaction and experience;
• stronger cybersecurity systems;
• better learning opportunities;
• quicker decision-making;
• faster scaling;
• smarter office management choices (and lower costs).

👉 These are the main positive consequences of workplace technology on our working methods. But it can also negatively affect your team members. Read our article “How technology has changed the way we work?” to get the full picture.

Workplace technology assists us in various ways, sometimes even without realizing it. Undoubtedly, a big transformation has started, and its impact on our careers depends on how organizations, governments, and employees react to this change. Have you already trained your staff to use technology at work? Learning digital skills is an inevitable step workers must take, and, as a modern and people-centric company, your role is crucial in making this happen.

Are you looking for a cost-effective tool to help you manage your flexible work environment efficiently while improving employee experience?

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