Office Operations
How to Tell When Your Office Technology Needs an Upgrade
Featured Today

How to Tell When Your Office Technology Needs an Upgrade

August 01, 2019
desk with computer

In an office space, employees expect certain standards to be able to work effectively. These standards include well-functioning and effective workspace technology. As flexible and agile workspace concepts continue to become more popular, poor workspace management could result in a decrease in employee morale and low retention.

Review the following five common signs it’s time to upgrade your workspace technology to decide if your office needs a healthy change.

1. Productivity is Declining

Are there any jobs that seem to be taking more time than they should? Are workers less creative or less efficient compared to the past? Internal issues like these may be part of a larger problem -- declining productivity. Employees perform best when they have proper amenities and choices in their workspace. The smart workspace is one that caters to all individuals and offers different spaces according to individual preferences. Thoughtfully designing conference rooms or various privacy and noise level options create a top-performing office.

Technology is meant to aid a business. If you’re spending more time troubleshooting issues with your technology than with real projects and workplace responsibilities, something needs to  changed. Office design and productivity go hand-in-hand. Simple changes in design that cater towards a future workspace will make an impact in your office. Top-performing offices only remain productive when the managers know when upgrades are needed.

2. Internet Speeds are Slow and Technology is Failing

Nothing is loading. The printer won’t work. Employees are getting kicked off the network regularly. Connectivity is weak and workers are frequently watching a rainbow circle on the screen spin round and round. If these are the complaints you’re hearing, take action! Look into changing your internet service provider, replacing outdated hardware, or improving network infrastructure. If the internet is slow in certain parts of the office, invest in a few router boosters and place them where the connection is the worst. There’s always a reason behind what people are complaining about and it’s your job as a coworking manager or owner to find and address those issues.  

3. Communication is Faltering

The future of workspace design is all about how individuals interact and collaborate. If you’re noticing a lack of interaction or misunderstood messages among coworkers, communication needs to be improved. Make sure your technology supports trends of how people are communicating. The future is revolving around mobile connectivity and this should be reflected in your workspace.

4. You’re Concerned about Security

As we become more reliant on technology, it’s important to think about office security and what others potentially have access to. Within a company there are bound to be hundreds of confidential documents and private exchanges. Consider implementing a two-step authentication security measure to ensure that no accounts are hacked or information lost. In terms of building security, look into installing an access control system to regulate access to your workplace. It’s always better to be safe rather than sorry when it comes to security for a smart workspace.


5. You’re Ready for Business Growth

When growing a business, think about technology’s role in your vision. More people and more space means that there will be more employees tha require  internet connection, physical access to the office, and cloud services to be able to work remotely.  It’s your job to ensure that an expanding business plan accounts for the workspace technology that will need to evolve with it.

If you’re interested in adding any new technology to enrich the workspace, make sure your existing network has the capacity to support any upgrades and additions. Prepare for growth by adjusting current technology to ensure applications don’t crash and conference calls don’t reach the maximum caller allowance.

Assess Your Space

After examining your current technology, think about what changes should be made. Look to see if there is room for improvement in specific areas. Some changes may be easy fixes. Others may be something that you never realized the workspace was lacking, but now seems essential.

Keep these suggestions in mind when improving your office.

Focus on Connective Spaces

When employees effectively collaborate with one another, communication and innovation improve. Conduct some office design productivity research to supply the systems that will positively shape the direction of the company.

Use Smart Technology

Sensor systems can automate basic office requirements such as lighting or temperature, but they can also analyze work patterns and let you know what teams meet where, and how often.

Pave the Way

Upgrading office design and productivity is a gradual process. Start with implementing technology that will have the largest impact. Streamline employee requests, use a room booking system, or update out-of-office communication.

Written by:

Angela Hwang
Account Executive at Kisi