As the world still deals with COVID-19, companies need to rethink how they manage their workspace.
The old playbook of running the office doesn’t work anymore. The modern employee wants to be in an environment that’s flexible, that support the various ways they get their work done, and that doesn't get in the way of focusing on the stuff that really matters.
They also want a workplace that respects social distancing and encourages a safe return in the wake of COVID-19.
Thankfully, there’s plenty of technology available to help you adapt to changing expectations. Let’s explore the different types of workplace software, some of their features, and the best tools you can use for to help optimize a hybrid workforce.
Types of workplace software solutions
From keeping track of projects to managing your office space, it’s so much easier to optimize employee performance with the right technology. Here are some of the most common types of software that transform your workplace experience:
Staying focused and productive in the workplace can be a headache.
The average employee spends more than 50% of his time on unproductive tasks such as unnecessary emails and useless meetings. With so many distractions, no wonder that it’s so hard to focus on what truly matters.
That’s where using a collaboration platform comes in. The technology makes it easy to manage tasks and projects between employees, even if they live across the globe.
It keeps everyone in the office on the same page and makes sure that each team member is accountable for their tasks. As a result, there won’t be any excuse to not finish work.
Office management software
Being on a workplace team comes with many challenges. Not only do you have to make sure that you’re maximizing office space, but you also have to keep up with current workplace trends.
For example, the COVID-19 pandemic transformed how we now work. Employees want to feel safe and comfortable as they return to the office, which means your office must adapt to new social distancing measures.
Office management software improves the logistics in the workplace to support all employees in your company. With a tool like Robin, you can set up your floor plans, manage desks, and improve office visibility all in one place.
You can also book conference rooms in advance for your next meeting. You’ll know instantly which rooms are available, and pick the right space that fits the theme of your conference.
Video conferencing software
Long gone are the days when you had to fly over for a meeting with someone in another state or country.
Considered science fiction in the past, you can now have discussions with people all over the world with video conferencing software. The technology was helpful during the lockdown earlier this year, with more people working from home than ever.
Not only is it perfect for remote work, video conferencing software is better for the planet. Since the discussion is online, you’re reducing the carbon footprint that comes with face-to-face meetings.
When you’re scheduling meetings, so many hours can go out the window with back and forth emails to find the best time to book a call. Instead, it’s so much easier to use calendar tools for appointments.
Calendar tools allow you to define your availability on their platform. Attendees can click on your link and instantly book a call at a time that fits them. You can say goodbye to endless email chains that seem to take forever!
Most calendar solutions include integrations with some of your favorite video conference tools for effortless booking.
Common features of workplace software to look for
Regardless of whatever workforce management software you use, they typically share similar aspects that make your life easier. Some of the most common features that come with office tools include:
Even if you’re not the most tech-savvy person, workplace software should be easy to use and implement. It needs to be simple enough that you can understand and use it right away within a couple of days.
Now, even if the software is optimized for ease of use, there may be times where you can get lost or can't find a feature you’re looking for. The software must come with tools and resources that guide you through the process in case issues arise.
For example, at Robin, we have our very own help center to help you navigate through our platform. You can search for help topics and easily find answers to your questions.
We also have an active blog to give you tips on managing your office and the best tips to maximize your workplace.
Automation for boosted productivity
Employees can waste so much time juggling from task to task. A common feature that comes with workplace software is automation, which processes repetitive actions to improve the employee experience so they can focus on their work.
On top of boosting productivity, automation improves your team’s overall job satisfaction. They’ll be able to focus on important tasks that help them grow and advance in their career.
Integrations with your favorite tools
Investing in workplace software doesn’t mean that you have to give up on your existing stack. Most solutions make it possible to integrate and synchronize all of your favorite tools, so you can get the best of everything.
Solid software must come with advanced analytics to help you keep track of office performance. With metrics and custom reports, you’ll gain a solid idea of how your team is moving towards its goals.
The information also helps you create data-driven decisions and make impactful changes in the workplace.
For example, for better office management, our software comes with workplace analytics to identify patterns in occupancy and under-used spaces. You’ll be able to create an office that helps employees do their best.
Employees should be able to view and manage their data within the workplace software. It reduces your workload as an office manager and allows employees to update their information at any time.
Mobile and tablet app
To maximize the workplace, a software solution should be possible for employees to carry everywhere. They should be able to take a look at their schedule while they’re on the train or hopping in a rideshare.
Robin comes with both a mobile and tablet app for your team. Employees can take your office everywhere and get notified right away when changes arise in the office.
Getting vital company information in the wrong hands is every company’s nightmare. It’s why a workplace solution needs to be secure and protect your confidential data.
The software does this by allowing companies to define staff roles and permissions. You should be able to determine which specific information that only certain members in the office are allowed to access.
It’s going to give you peace of mind and make daily maintenance easier with "set it and forget it" permissions in place.
How workplace software helps optimize your workplace
Providing your team with the tools they need for success is crucial for growth and employee morale. Some of the benefits that come with workplace software include:
The biggest benefit you’ll get from workplace software is a boost in your team’s efficiency. By automating repetitive tasks, you’ll reduce their workload and make things go faster in the office.
Your team will be able to prioritize tasks based on their importance and weed out any unproductive labor that gets in the way. It’s going to leave them with more room to focus on what matters: doing their job as best as they can.
Improved employee experience
On top of reducing productivity, giving employees all the tools they need makes them more fulfilled at their job.
One in four workers believe that bad technology in the office is enough for them to leave a company. So if you’re not optimizing your office with workplace software, you’re shooting yourself in the foot.
As mentioned before, technology boosts employee experience by automating mundane tasks. By getting those tasks out of the way, employees can focus on work that matters instead of worrying about where they're supposed to sit, how to find a coworker, or if there are any open rooms for an upcoming meeting.
Better prepared for hybrid and flexible working
Many workers (especially millennials) seek a modern workplace that offers freedom and flexibility. If you want to not only retain employees but attract new talent, creating a flexible work environment needs to be on top of your list.
Adopting workplace tools helps make your office more progressive and flexible. The solutions are designed to be accessible at any time or geographic location, which makes it ideal for companies with a remote team.
On top of boosting your productivity and creating a better office culture, workplace software saves you money on overhead costs and other aspects of business.
For example, office management software uses analytics to give you an idea on how you’re managing space. By identifying which rooms are underused, you’ll be able to assess which spaces are unnecessary and cut down on real estate costs.
By using video conference tools for prospect calls, you’re saving money on travel expenses to attend meetings. There’s no need for gas or a plane ticket to reach the client.
That’s extra money each month that you can use for other business activities such as marketing or office renovation.
Effective communication is the key to teamwork success. Without it, you won’t be able to reach your goals quickly and drive the best results.
Technology makes it so much faster and easier to transfer information between different departments. Workplace software can keep everyone in the same loop within minutes and makes sure no one gets left behind.
There are so many communication tools that employees can use with each other. They can talk through video calls, messaging, and so much more. Document and updates can get shared between different teams instantly.
Top digital workplace software solutions
As you can see, adopting workplace software has the power to take your office to the next level. With so many tools on the market, however, you may have a hard time finding the technology that fits your company.
So to help you out, here’s a list of digital workplace tools that are going to optimize your workplace and better engage employees:
Asana is a project management software that connects teams from everywhere to focus on their projects. It automates some of the most complex communication tasks to save you time and money.
The platform provides teams with a clear picture of what needs to get done for better task management. You can organize your projects with lists, calendars, boards, and timelines. For each task, you assign a deadline to make sure they don’t take forever to finish.
Asana also comes with advanced analytics that include real-time charts and highlights to share status, spot issues, and assess how you’re progressing towards your goals.
Calendly makes it incredibly simple to book appointments with other team members, clients, or prospects.
All you have to do is let Calendly know your schedule for the week, and they do the rest. You can then share your link via email or on your website so attendees can choose a time that works for them (as shown above).
You also don’t have to worry about different time zones. Calendly comes with seamless timezone detection for invitees, which show the time of the meeting based on their timezone. It’s a practical feature if you often speak with people internationally.
BlueJeans is a complete video conferencing tool that makes it possible to organize phone calls, host livestream events, and meetings all in one platform. It’s used by top companies such as National Geographic, Facebook, and ADP.
What makes BlueJeans stand out from other video conferencing tools is its real-time intelligence feature. It comes with meeting highlights and transcription to boost your productivity and make sure you get the most out of each call.
It’s a must-have tool if you want to build a remote work environment.
4. Proxyclick visitor management
Welcoming visitors when they first come to your office is vital for a good first impression.
Proxyclick helps your company prepare before visitors arrive while protecting your data at the same time. The platform alerts hosts ahead of time when a visitor is about to come through.
You can also generate QR codes for certain levels of access to ensure protection.
So far, the platform has supported 30 million visits at 7,000 locations. It’s the only VMS that offers unlimited visitors, hosts, and kiosks.
5. Google Workspace (formerly G Suite)
Google Workspace is the professional version of email for teams that want to boost their productivity.
The platform gives your business a more professional look. Instead of a standard email such as email@example.com, you get an address that looks like something such as firstname.lastname@example.org.
The software comes with features that help you work more efficiently. You can collaborate on documents in real-time and directly communicate with team members.
Security is also a big factor with Google Workspace. All of your data and devices are protected under Google’s secure infrastructure system, and everything gets backed up in the cloud.
Openpath is an access control system that enables fast, hands-free building entry with your smartphone. Not only does it ensure the safety of your office, it offers a contactless experience to adapt to social distancing.
You can manage your database from any web browser or device that you’re using. With its patented unlock technology, you can unlock doors fast even if there’s on internet connection or the cell service is weak.
It includes various interesting integrations, such as temperature screening tools to identify if any employee has COVID-19 symptoms.
7. Robin Powered
At Robin, we offer a complete solution when it comes to office management. Our software helps companies manage all their office resources (spaces, desks, amenities) all off an easy to use map.
Your employees can book their meeting rooms, desks, and find where their teammates are in real-time. Based on employee feedback and analytics, our platform recommends you on the best spaces to meet depending on the task at hand.
We also have a full suite of space and desk analytics that comes with real-time and historical information about your office usage. You’ll be able to maximize space and get a clear idea of what works for your office.
The best part? We integrate with a ton of other workplace tools like Slack, Microsoft teams, Office 365, Google Workspace, Proxyclick, Openpath, Blue Jeans, and so on to keep your tech stack simple.
Workplace software improves your employees’ engagement, helps you make data-driven decisions for your company, and creates a better workplace culture for everyone.