A Day in the Life of the Digital Office

September 21, 2017


The office environment is changing. Space is shrinking due to high costs, hoteling is the new norm, and the workspace needs to be cool, open, and social—while still being the place where business gets done.

Underneath it all hums the engine that keeps the modern office running efficiently: the resource scheduling platform.

Part meeting assistant, part scheduling mastermind, the organizational platform is critical to increasing office productivity. It ensures everyone is where they’re supposed to be, reduces facility costs, and integrates key systems and hardware. This finely tuned, harmonized platform is essential to keeping your office running smoothly.

Let's take a look at the workday of Cindy, a typical digital office employee, to see how this platform plays a key role in her daily activities.

A typical day for Cindy

8:30 a.m. Cindy arrives at the office and checks into the building using her badge. She doesn’t think about what happens when she swipes her badge, but the resource scheduling platform is already hard at work. Not only does it verify that she should be granted access, it also records her presence on the premises.

8:35 a.m. Once inside, Cindy’s first stop is a touchscreen kiosk in the lobby. Here, she can view facility information according to the permissions set for her by the company, such as access to event lists, floor plan maps, and search and location functions. The company has moved to office hoteling to reduce unused space and square footage per employee. She reserves a workspace for the day with the press of a screen and heads to her desk, satisfied that she was able to choose when, where, and how she would work that day.

10:00 a.m. Cindy joins other team members, including remote employees, in a weekly departmental meeting. The scheduling platform is integrated with the office’s conferencing and calendar software, so remote staff are able to access the meeting information and participate seamlessly via one-click video conferencing. Meanwhile, an administrative assistant changes the start time of next week’s meeting occurrence, which he does quickly and easily via the scheduling platform.

1:42 p.m. Cindy receives a phone call from her financial advisor, so she schedules a private room using the platform’s mobile app. The app gives her instant access to room and workspace data. She is able to quickly find, book, and check into a private space. She appreciates the privacy and security the app provides, and the data her company collects helps give management insight into overall space utilization statistics.

3:15 p.m. Huddle time! Cindy’s co-worker, Max, stops by her desk to see if she’s available for a stand-up meeting. He looks down a nearby hallway and sees an open room, thanks to the eye-catching, color-coded digital room sign. He uses his ID to reserve the room with the push of an icon. And because the digital signage is tied into his office’s scheduling system, he knows there‘s no chance that the location was double-booked. On their way out of the room, Max uses the digital sign to end the meeting earlier than the scheduled time, allowing others to see that the room is now available.

4:25 p.m. Back at her desk, Cindy schedules a customer visit for the next week in the executive briefing center. Along with reserving space, she uses the software to order catering services, instruct the heating and cooling system to turn on a half hour before the meeting, and automatically creates a video conference reservation in her company’s video conferencing system.

5:30 p.m. Before leaving the office, Cindy stops by the desk of a fellow employee, which she located using the kiosk on her floor. The two speak briefly, and then the co-worker, a facilities manager, returns to his task of assessing room usage metrics. He identifies trends, such as who is using a room, for what types of activities, and for how long. He also identifies how many hours a room is empty. The company uses this information to improve the efficiency of their available workspaces.

Maximum productivity in the digital age

Over the course of her day, Cindy has helped her company save money. The company is driving down costs by utilizing workspace in a smarter way, with no wasted services, no double bookings, little unused space, and more.

And perhaps equally (if not more) important, Cindy has maximized her productivity and found increased job satisfaction in a flexible workplace. The digital office is ideally designed for today’s mobile employee, accommodating new technologies and contributing to an exciting new work environment.

To find out how EMS’ enterprise-class room and resource scheduling platform can help power your digital business, please visit www.emssoftware.com.