6 essential features

Space management: enabling employees to use space effectively

Workplace experience applications allow employees to plan their day at work and seamlessly locate and book spaces such as desks, meeting rooms, parking, or lockers through a single application or mobile app. Organisations can also create work zones to support collaboration for teams that need to work together.

Additionally, they enable employees to easily view room availability, size, and what audiovisual equipment is available. Other features, such as room booking panels, can indicate who is using each room and for how long, ensuring only invited people enter the meeting room.

Analytics and reports

To realise your workplace's potential, you must ensure your choice of workplace experience application can provide granular data analytics, including occupancy, space usage and environmental metrics. Having access to this data enables your organisation to:

Optimise your office spaces, for instance by creating new collaboration areas if your meetings rooms are constantly booked.
Adapt governance policies, such as hybrid working requirements.
Rightsize your facilities and reduce office-related costs.
Better manage resources and meet your ESG targets, for example by heating office space only when occupied.

Visitor management

Employees don't want to keep guests waiting unnecessarily, rush procedures, or risk the organisation's security when checking in visitors.

A workspace experience application can also offer a visitor management module, enabling a simplified sign-in experience to suit your organisation's unique needs. These modules control who enters the building and what data is collected from them. Employees can pre-book visitors and be notified when they arrive. Some solutions also allow visitors to check in via a digital interface at reception autonomously.

Wayfinding

Office wayfinding designates modules designed to guide employees, visitors, or clients through an office space. It ensures individuals can locate their destinations without frustration or unnecessary delays and don’t stumble on confidential information or sensitive conversations, leading to a safer and more efficient work environment.

Workplace experience applications offer or integrate with modules such as digital signage or interactive floor maps designed to direct people exactly where they need to be. This ensures everyone, including visitors, is in the right place at the right time and is kept informed with relevant news.

When integrated with IoT sensors, these modules can also provide a live view of which desks or rooms are in use, allowing users to find the space they need quickly.

System Integration

Most workplace experience platforms integrate with various systems, such as the workplace-related applications already mentioned, sensors, collaboration tools, or even third-party applications such as HR systems. These integrations allow for real-time data insights, improved communication, and streamlined processes, ultimately fostering a more productive and employee-centric workplace. Some example integrations include:

Integration with office-related modules, including analytics, space booking, print infrastructure as well as wayfinding and visitor management.
Integration with sensors and badge scanning allows organisations to collect extensive real-time data on occupancy, office usage, and environmental metrics such as temperature, air quality, etc.
Integration with collaboration tools like Microsoft, Google Suite, or other systems allows employees to easily book the space they need seamlessly from wherever they are working. This integrated data also provides a richer picture of employee behaviour.

Service requests

In an office environment where efficiency is key, the ability to quickly and easily manage service requests can really add value. With workplace experience applications, you can also allow employees to access and request the office-related services of your choice, enabling the simplification and automatisation of various time-consuming processes, such as cleaning or catering requests or visitor bookings, and significantly reducing the administrative burden on staff.

For example, if your team organises a day workshop in a meeting room, you can simply use the platform to book your guests in advance and request cleaning and catering services for the day, ensuring the workshop is a success and the space is ready for the next meeting.

To ensure a seamless experience, it is crucial that the application integrates easily with other request platforms such as ServiceNow. This allows for a unified and efficient workflow that meets the needs of modern workplaces.