Have you ever thought about how many technologies you use from the moment you arrive at work until you leave? Computers, printers, and phones are standard for most organizations, but office technology solutions go far beyond those devices. Consider how you unlock the office door, reserve a conference room, and respond to customer questions. Chances are good that at least one, if not all, of those activities involve modern workplace technology.
Some organizations don’t use these solutions to their full potential, and it’s easy to see why. The sheer number of office technologies providing security, productivity, and logistical support is overwhelming. We’ve put together a list of modern workplace technologies that are redefining the office experience to help bring your organization up to date.
What is office technology? #
Office technology is the hardware and software organizations use to improve and simplify their operations. Computers, fax machines, and word processing software have been essential office technologies for decades, but today’s landscape includes a much wider range of solutions.
What’s the purpose of workplace technologies? #
Technology is transforming the work experience in a variety of ways. These are some of the areas you can improve with the right solutions:
- Communication
- Productivity
- Efficiency
- Security
- Cost savings
- Recruitment
- Employee happiness, well-being, and health
While some technologies target one particular goal, such as video surveillance increasing security, most are aiming to support businesses in multiple ways. For example, access control systems are beneficial for security reasons, but they also offer greater convenience to employees.
What are some technologies that are used to increase productivity? #
Productivity gains are a primary objective for many office technologies. For instance, workplace platforms, such as project management and customer relationship management software, help employees connect, stay on top of tasks, and meet deadlines.
Technologies that support productivity tend to have a few shared characteristics. First, many of them involve automation. Automated technologies, including report generation, desk booking, and calendar scheduling, complete repetitive tasks with little to no human interaction.
Productivity focused technologies also tend to be smart, meaning they’re interconnected and use sensors to make automatic adjustments that help optimize employee well-being, comfort, and success.
What are the biggest workplace technology trends? #
Office technology has undergone significant changes in recent years. In the past, employees used it to complete tasks more quickly and effectively. Its current capabilities go further, allowing for deeper insights, greater security, and advanced problem solving.
One of the most influential trends is the adoption of new office technologies, such as artificial intelligence (AI) and machine learning, which allow organizations to rapidly analyze and process data. Extended and virtual reality are also making an impact because employees can immerse themselves in training exercises, meetings, and other professional experiences without leaving the office.
Another significant shift in modern business is the growing prevalence of remote and hybrid work. Office technologies reflect that change by allowing employees to control vital systems using mobile apps and online dashboards. This, paired with communication and collaboration technologies, allow organizations to accommodate different employee schedules, preferences, and work arrangements.
Workplace technologies are also increasingly integrated, making operations seamless with simplified management. Connecting systems, such as access control, video surveillance, and visitor management, is flexible and streamlines operational processes.
10 office technology solutions #
Workplace technologies can address virtually every aspect of an organization’s operations. These are the solutions offices can use to enhance their performance.
1. Access control #
Physical access control technology allows businesses to limit who enters and exits the space. Using credentials, such as mobile apps, key fobs, and key cards, users can unlock office doors. These systems also track access data so businesses can monitor office traffic, follow up on security incidents, and record employee attendance.
Some of the top providers of access control solutions include:
In offices, access control systems are often placed at primary entrances, but they’re also used for interior doors and to secure employee-only areas. By preventing unauthorized individuals from entering, they strengthen security and help ensure compliance with safety and data privacy regulations.
Although it differs by provider, access control systems are generally priced by door, with higher prices for complex systems with advanced features. The cost is typically worth it, particularly for high-risk industries and organizations handling sensitive data.
2. Visitor management #
As the name suggests, visitor management systems allow offices to establish a record of who is entering an office at any given time. Guests, vendors, contractors, and other visitors can register and sign in upon arrival and print badges to wear while on the premises.
These are some of the best visitor management solutions available:
Like access control, visitor management systems increase office security by making organizations aware of who is on site. It also increases efficiency, especially when visitors pre-register, and creates a more welcoming and professional environment.
Although some organizations still rely on paper sign-in sheets and logbooks, many are switching to digital visitor management systems. Organizations with even a moderate amount of visitor traffic can shorten wait times and protect their employees and assets with this technology.
Visitor management that fits your needs
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3. Communication and collaboration #
Meetings, conferences, and calls are still a cornerstone of business operations, but they often look different than they did in the past. Communication tools now allow business leaders, employees, and customers to speak and meet from different locations. These technologies are central for daily communication as well as larger events, such as industry conferences and webinars.
These are some of the most well-known communication technologies for businesses:
Tools like Slack and Zoom are primarily used to enable smoother communication, but they also support collaboration and remote work. They’re generally low cost, making them one of the most popular and appealing options for businesses.
4. Video surveillance #
Commercial video surveillance systems use a combination of cameras, software, and recorders to display and capture footage of activity in your office. They allow you to monitor movement, suspicious behavior, and employee performance.
Video surveillance is available from a wide range of providers, with some focusing more on residential applications and others on commercial uses. These are a few of the modern companies providing business video security solutions:
The greatest advantage of video surveillance is creating a safer office environment with fewer risks. Security cameras deter theft and other criminal activity and provide important evidence if an incident occurs.
Video surveillance systems are available at many different price points, making them accessible to small businesses as well as enterprise companies. For most organizations, the money an office can save by installing cameras and minimizing theft, property damage, and data exposure outweighs the upfront expense of the system.
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5. Project management #
Project management systems help businesses plan, organize, and oversee their projects. They usually include a variety of features, including scheduling, task management, collaboration, and budgeting.
Project management solutions are available from companies such as:
Organizations can meet different kinds of goals with project management tools, but many of them are focused on managing their money more effectively, achieving better productivity, and simplifying planning. They also help employees collaborate and give supervisors a clearer view of work progress.
The cost of project management technologies differs significantly based on the features they include. Many providers offer free versions with more limited capabilities, which may be more than enough for small and medium-sized businesses. Paid versions are particularly useful for organizations managing multiple projects at once or facing strict deadlines, as well as offices that allow for remote or hybrid work.
6. Desk booking #
Booking software allows employees to reserve work spaces, such as desks or offices, for specific days and times. It’s a relatively recent development in office technology, but it’s an extremely important one considering the influx of remote and hybrid office models.
Desk booking is often part of a general space management program, such as:
These and similar platforms help businesses achieve better space utilization, cut costs on property and supplies, and make planning and scheduling easier for employees. Many platforms are based on a subscription model, and organizations can often justify the expense because of the money they save by reducing dedicated office space.
7. Occupancy sensors #
Automating interior conditions, including lighting, heating, and air conditioning, is possible because of occupancy sensors. These sensors detect when people are present in a room and change settings accordingly.
Occupancy sensors are available through many companies, including these trusted brands:
These sensors help organizations reduce energy consumption and waste. This, in turn, can lower their energy bills and decrease their environmental footprint, a major concern for eco-conscious companies. It also helps employees feel more comfortable in the space, which studies show increases employee productivity and satisfaction.
The return on investment for occupancy sensors depends on the size of your office and the number of employees who work there. However, the reduction in utility bills and increases in productivity often offset the initial installation expense.
8. Cloud storage #
Cloud storage services allow organizations to store documents, spreadsheets, presentations, photographs, videos, and other types of files. Equally important, employees can use the cloud to share files and work together on projects whether they’re an office, country, or continent away.
Some office technologies have internal cloud storage services, but many businesses also use separate cloud providers. These are among the most commonly used platforms:
Cloud storage is usually offered at tiered prices, but free plans typically don’t have the necessary storage capacity to meet business needs, especially for larger offices. For many organizations, the ease of sharing, updating, and annotating files makes a paid plan a good investment.
9. Virtual reality #
Virtual and extended reality is one of the most innovative modern office technologies on the market. It has many different business applications, including training, design, and meetings.
Using hardware such as Meta Quest headsets, offices can immerse employees in realistic environments that engage their senses. Virtual reality providers are also addressing a unique need for businesses that have employees off-site, allowing them to participate in company meetings and client conversations even if they can’t be physically present.
Some of the companies making the biggest impact in virtual meetings include:
Virtual reality is typically more expensive than other meeting technologies, such as Zoom and Slack. However, it’s an ideal alternative for offices that want to allow employees to fully engage in their environment.
For instance, if employees are all examining a physical model or product, virtual reality tools allow them to see it from all angles and even touch it rather than simply looking at it from a distance. For some companies, this justifies the premium price of virtual reality technologies.
10. Cybersecurity #
In the face of ransomware, data breaches, and other cyber-attacks, organizations need a way to protect their employees and customers. Cybersecurity solutions can scan for and react to threats like malware, helping businesses prevent financial losses and potential legal consequences.
Some of the most prominent cybersecurity platforms include:
Appropriate cybersecurity has far-reaching consequences for your organization. It protects employee and customer data and proprietary information. It also safeguards your organization’s financial interests by mitigating the risk of ransomware and costly data privacy violations.
Cybersecurity can be expensive, especially for large organizations with complex needs. On the other hand, the average cost of a data breach reached $4.88 million in 2024—avoiding a financial loss of that degree is critical for all offices.
Explore office technology solutions with Kisi #
Workplace technologies are integral to business operations, and they’ve never been more important. From making employees safer and more comfortable to improving productivity and accuracy, technology can have a dramatic impact on your organization.
Reach out to Kisi to discuss which office security technology solutions are right for your needs. Whether you’re looking for access control, visitor management, or video surveillance, the experts at Kisi can help.
Bernhard Mehl
