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10 Mobile Employee Apps That Increase Productivity [Updated 2023]

Employee mobile apps improve productivity, real-time collaboration, and team communication. Explore the top apps at the cutting-edge of worktech.

Worktech is everywhere, from the traditional office to the remote home setup. And with all these new mobile work apps, the promise of productivity has never been greater. But with so many options to choose from – covering everything from real-time mind mapping to advanced project management to automatic time tracking — you need to choose carefully. A bad app eats time and kills creativity, leaving you wishing for the days of landline telephone calls and paperwork on real paper. 

So, when it comes to communication, collaboration, and hitting deadlines, what are some of the best mobile productivity apps? 

Slack

Slack is so popular the workplace messaging platform is already a verb, with people asking you to “slack them.” And with good reason. It’s quicker than email, more organized than texting, and offers more integrations than many other messaging platforms, helping you maximize productivity. 

Slack’s interface has a user-friendly message board feel, making it easy to learn and use for anyone with any Internet experience. There’s real power in all those features that help you control and follow conversations. You can set up channels for specific topics, tag the people you want to include, and then break off into separate threads. Once the time for talking is over, you can share files, tag collaborators, assign tasks, and create checklists, all within a specific channel.  

Google Docs

The problem with old-fashioned long-distance collaboration was how it was so sequential. You draft a report and send it to a colleague as an email attachment. They look it over, add some suggestions, and email it back. Whenever someone else is working on the file, you’re not, creating a lot of down time between drafts. And that’s when the process works perfectly. There’s always the chance you click the wrong email attachment, work on the wrong version.     

Google Docs removes all those limitations by hosting one file that everyone can access at the same time.  Now the whole team can make changes and add comments. Best of all, there’s only one current version of the document, so you don’t have to worry about people wasting time checking and fixing old work. 

And because it’s Google, it easily integrates with all the other apps in the suite, like Google Drive and Google Calendar. 

Hypercontext

Ever end a meeting and think to yourself, “Yup. That should have been an email”? 

Hypercontext is how you can make sure that this never happens again by combining setting up meetings and setting goals into one workflow. Now your team can work together to develop and fine-tune meeting agendas for one-on-ones, team, and even cross-department meetings. Head into every meeting knowing what you need to cover and why. With one spot dedicated to documenting decisions and tracking goals, you get the most out of all that face time, and that’s critical these days with the rise of the hybrid office. When you have people making the commute to the office specifically for in-person meetings, you need meetings that work. People used to be unhappy just walking back to their desk from the boardroom after an unproductive meeting. When you’re asking people to come back into the office a couple days a week, you need to deliver meetings that work for everyone. 

Evernote

Ever notice how back in school the most successful students tended to have the best notes? 

It’s the same now that you’re in the workplace. Solid note-taking skills help you with everything from tracking decisions in a meeting to brainstorming ideas for a new project.   

The good news is that thanks to Evernote you don’t have to rely on spiral notebooks and a bunch of pens and highlighters. Now you can capture not only text but also photos, files, and even to-do lists. Remember those old plastic tabs, the ones where you had to scribble subjects on little scraps of paper before carefully sliding them into place? With a built-in search function and tags, Evernote makes it easy to find the right notes, right away. And the sync function makes all your notes accessible from all your devices.   

IFTTT (If This Then That) 

And then there’s IFTTT, the one that lets you get more out of all the other productivity apps by helping you automate actions between apps, so that something happening in one carries over to another. The idea is to make everything play nice together, leveraging data from one source into usable information somewhere else. 

So, if Google says it’s going to be hot tomorrow, you now get a reminder on your calendar app to bring sunscreen. Or every time NASA publishes a new pic, you can have it automatically added as your phone wallpaper. Workwise, you can control pics for cross-posting on social channels and when and where files get saved.    

But no matter how good your apps are, they’re not going to help boost productivity if you’re constantly falling off track. What you need are apps that keep you focused and in the zone. 

Forest

Forest is the answer to the new worktech version of that age-old question “If a project fails in the forest but no one is there to work on it, does it even make a sound?” 

If you’re too distracted to work on projects, they’re not going to get done. Forest helps you resist the temptation of everything else out there on the Internet with three simple steps. When you want to focus, you plant a virtual seed. If you stay on tasks, that little seed grows into a tree, and that tree grows taller. As soon as you fall off task and quit the app, your tree dies. Over time, you can collect your trees into a forest, a little but powerful virtually living monument to your hard work.  

The company has even partnered with Trees for the Future to help plant real trees.  

Brain.fm

Sure, you might have your favorite Spotify playlist for when you need to buckle down and really work, but just how scientific is it? What’s the research-backed proof that Parton’s “9 to 5” helps you work, well, from 9 to 5? When you need to take five minutes to unwind after a meeting, does rainy day coffee shop jazz make the most sense, or something more upbeat like Norwegian metal? 

With Brain.fm, you get music specifically created to help you focus, meditate, and nap (not all at the same time, of course) in just 10 to 15 minutes. The company claims it “holds patents on technology to elicit strong neural phase locking—allowing populations of neurons to engage in various kinds of coordinated activity.” What that means is all you need to do is pick the headspace you want, and the app delivers the perfect soundtrack to get you there.  

Zendesk

Every company has defined processes and practices. Unfortunately, not all of them have Standard Operating Procedure (SOP) documentation. Zendesk acts as a hub for all of your company’s Q&A needs and SOP documents. If anyone has a question, you can point them to Zendesk where the answer has already been archived. And, if it’s a brand-new query, you can easily create an entry for future reference.

Zendesk has the added bonus of being both an internal and customer-facing piece of software. Use it as a workplace app for your day-to-day operations or create a tool that your customers can reference to streamline customer service.

CamCard

Business cards are still the currency of the working world. If you’re in sales or networking, your old-school rolodex is likely chocked-full of cards. CamCard helps you digitize cards to ensure they’re always available to you in the cloud. Just snap a picture of the card and the software pulls out all of the details, creating a virtual rolodex for you to comb through, complete with pictures of the physical cards.

CamCard takes the stress out of trying to remember contacts and is great for workers on the go who need to tap into their network at any time. The app even allows you to make phone calls, send emails or access your contact’s social media with a tap of the finger.

Expensify

Expense situations arise all the time and are usually accompanied by a tedious documentation process. Expensify is a must-have mobile employee app for tracking and cataloging expenses in real time.

When a purchase is made, an employee simply enters the nature of the purchase, the amount and any other pertinent information. Then, they can take a picture of the receipt with their smartphone. Expenses can then be exported individually or in bulk for processing and reimbursement. This app cuts down on the headaches and pitfalls that come with expense reporting and minimizes processing time for quicker reimbursement.

Employee Mobile Apps to Increase Productivity 

With smart technology always in our pockets, workplace apps are now more than ever integrated into everyday business operations. The right app in the right hands can drastically improve your ability to get work done quickly and correctly. Team members can stay focused and complete tasks with better time management. 

Whether it’s workplace communication or expense reporting, ultimately, everyone benefits. Explore the above app options to see how they can improve your workplace operations and increase employee productivity. 

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Why is Coworking Space Important?

why is coworking space important

As more companies embrace remote and hybrid work options, coworking spaces help them fill a unique void. Coworking offers social opportunities, networking prospects, and general human interaction in place of the isolation of working strictly from home.

There’s a lot for employees to love about coworking. But why is coworking space important? What impact will it have as the workforce continues to evolve?

Coworking isn’t only about accommodating remote and hybrid workers. It’s vital to commercial real estate because it benefits both companies and their employees equally. Coworking takes the most important and expensive business cost — the workplace — and turns it into a service. The space-as-a-service model unburdens balance sheets and creates workforce flexibility.

Outside cloud computing technologies, coworking is the biggest driver in the next evolution of how, where, and when we work.

A quick look at coworking space pros and cons

Coworking’s growing significance is due to its balance of benefits vs. drawbacks. Coworking space pros and cons are simple and equally proportioned, but the value of benefits significantly outweighs any drawbacks. 

Benefits

As previously mentioned, coworking benefits both companies and employees. For companies, it’s all about cost savings. On the employee side, it’s about having the freedom to work in the best way for everyone. As remote and hybrid work models continue to become more popular, benefits will increase: 

  • Allows employees to work remotely in a professional setting
  • May prove more cost-effective for businesses as opposed to a larger lease
  • Improves networking opportunities for mobile workers
  • Zero maintenance involved in facility upkeep
  • Pay-as-you-go and membership models offer flexibility to professionals
  • Diverse space types, from individual workstations to group spaces
  • Accommodates almost all work hours

Drawbacks

Most coworking drawbacks revolve around the openness of the space. Diverse people working in an equally diverse space means distractions. Moreover, there’s a general lack of hierarchy and order, which can take time for companies and employees to acclimate. The good news is that many of coworking’s drawbacks require new habits and familiarity:

  • Lack of permanence and dedicated personal space for traditional employees
  • Lack of privacy and excess of noise and distractions can be hard to cope with
  • Potential for personality conflicts between random individuals
  • Cost prohibitive to companies with rapidly growing space needs
  • Issues stemming from decentralized workers and lack of direct oversight
  • Desk availability isn’t always guaranteed (even with reservations)

So, are coworking spaces worth it? As demand for flexible work environments grows, commercial real estate costs rise, and employees enter the remote and hybrid workforce, coworking becomes even more critical. Based on the breakdown of pros and cons, most companies see them as an invaluable part of their business strategy.

Keeping pace with an evolving workforce

 The benefits of coworking add up to something pivotal for the world’s workforce. It’s an opportunity to reinvent the workplace, giving workers the stability of a traditional work environment and the flexibility inherent to remote work. As a result, it’s quickly becoming the new standard.

Work is becoming something without borders or barriers. People work shifts around the clock, 24 hours a day, to earn a living. What’s more, anyone can work from anywhere to get their paycheck. Coworking supports every worker, regardless of job description or duties. If provided remote working days, employees benefit from coworking and so do the businesses they work for.

The space-as-a-service model changes the way companies function, too. By taking the most expensive work element and turning it into a service, coworking companies maximize the value of physical workspace. As a result, companies spend less time worrying about how to arrange desks or their space optimization, leaving companies more time to focus on investing in their people. In turn, employees get the tools and assistance they need to do their jobs better.

Coworking creates flexibility

If there’s one trait prided above all in the workforce today, it’s adaptability. Being flexible in how, where, and when work gets done — without compromising the quality and efficacy of that work — is crucial to companies.

Coworking spaces enable this flexibility, allowing more of the workforce to be adaptable to changing demands. In lieu of a traditional workplace, companies realize how vital coworking is in enabling their employees. It’s hard to overstate the importance of coworking in the shift to a more remote, hybrid, autonomous workforce. 

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5 Best Business Collaboration Tools for 2023

5 Best Business Collaboration Tools for 2023

Business success is built around a great team. Employees who work well together achieve great things. But to work seamlessly side-by-side, your team needs the right collaboration tools – especially if they don’t all work in the same place at the same time.

Finding the best collaboration software for business involves drilling down into the individual segments of cloud computing. It’s important to give employees the resources they’d have if they did sit next to one another. More importantly, you need to provide them with these tools in a way that connects their efforts as a whole.

Best communication tools for productivity

First things first, teams can’t collaborate if they can’t communicate. The best communication software makes it easy for team members to connect – combining instant messaging, video conferencing, and file sharing – all in one place.

Top communications applications are:

  • Slack: Slack is a powerhouse among company communication tools. Organize messaging into topic-specific threads, invite coworkers to relevant conversations, and share files. It’s the messaging app every business needs.
  • Microsoft Teams: Teams is Microsoft’s equivalent to Slack, with a seamless tie-in to Microsoft’s full suite of programs. For companies using Outlook and OneDrive, Teams is an alternative to Slack with nearly identical features.
  • Zoom: Messaging isn’t just a text platform anymore. In the age of remote work, video and audio are equally important. Zoom’s platform was specifically built for multimedia conferencing, making it easy to video chat or join a call with dozens of individuals at once.

Communication applications allow teams to work successfully on projects, no matter if they are in the office, hybrid, or remote. Thanks to the cloud, it’s possible to collaborate with someone halfway around the world as easily as if they were sitting next to you.

Best online collaboration tools for your team

Business changes rapidly – daily and sometimes even hourly. Teams need a way to adapt just as quickly, and real-time editing platforms give it to them.

This collaboration software supports dynamic workflows and team agility. The ability to act, react, and reallocate resources as fast as projects change is an asset teams can’t function without. Editing software helps teams respond to changes as quickly as they’re expected to, prevent setbacks, and keep projects on track.

Here are some examples of real-time editing platforms:

  • G-Suite: One of the earliest and most widely adopted business communication tools, G-suite is the bread and butter of many businesses. Google Docs, Sheets, Presentations, and other apps offer real-time editing and input.
  • Dropbox Paper: Dropbox Paper is a tie-in to Dropbox’s cloud storage platform. It’s a great way to annotate files, leave collaborative notes, and work together on a document or project with all your resources on-hand.
  • Evernote: Evernote is one of the simplest collaborative applications and also one of the most robust. It supports just about any type of media you need to document, with cross-collaboration that’s easily controlled by whom you share notes with.

Best cloud storage tools

Collaborating on projects requires organization. Cloud storage tools store data online –presentations, spreadsheets, documents, or images – giving everyone access to the same information. It acts like a filing cabinet; your team can put all of a project’s relevant materials into one place. This accessibility means that team members can easily and instantly access project documents whenever needed.

Commonly used cloud storage tools are:

  • Dropbox: Dropbox is one of the original business cloud file storage platforms. As a result, it has integrations, tie-ins, and support for every other piece of software your business might use. It’s simple interface and superb security makes Dropbox the favorite enterprise application.
  • Box: Box offers the same concept as Dropbox but with more native apps to improve team collaboration within the platform. Box is also less expensive and offers more flexible plans for smaller teams. Permissions sharing in Box also tends to be very robust, making it easy to loop in third-party partners and clients on specific repositories.
  • Google Drive: If you’re using G-Suite, Google Drive is already an active part of your business computing experience. Google’s cloud storage platform is free with an email address, extremely secure, lightning fast, and easy to navigate. Permissions can get tricky, but the native file viewer makes Google Drive worth using.

Cloud storage software simplifies how teams work, as a secure collaboration with anyone, anywhere, on any device.

Best tools for project management

Expecting people to collaborate without full visibility over what, exactly, they’re working on together is a recipe for disaster. Every member of the team needs to see the bigger picture and how what they’re doing fits into it. Project management tools make this possible with the ability to see task timelines. Everyone is on the same page, working toward the same goal.

Leading project management programs include:

  • Wrike: If you’ve got tasks to assign across team members, Wrike is one of the better task collaboration tools out there. It’s got everything required to create detailed tasks, delegate, track progress, and measure results. All that, and a user-friendly navigation system.
  • Asana: Asana helps teams prioritize goals, stay on-task, and collaborate across all parts of a project. List, timeline, calendar, and accomplishment views let employees pick their perspective on work, while in-app messaging and integrations bring the project together one step at a time.
  • Trello: Trello uses “cards” to collect tasks under a single project header. Each card is assigned to someone who manages it as part of the larger project. It’s a visual take on project collaboration. Plus, there are tons of high-profile tie-ins that make Trello an instant asset within your digital app ecosystem.

With this visibility also comes an element of accountability. If a task isn’t finished, team leaders know whom to hold accountable. Or, from a proactive perspective, team members can see when others need help and collaborate to keep the project on schedule.

Best calendar software

Employees working on the same project won’t necessarily have the same schedules. Shared calendars offer transparency into coworkers’ availability, encouraging team members to schedule time together – to discuss joint ventures – when they are mutually available.

Top calendar software:

  • Microsoft Outlook: The old standard, and for good reason. Outlook is an email-calendar client all-in-one. Many businesses utilize Outlook for email, making its calendar component a natural fit. That, and the fact that it’s incredibly easy to use, intuitive, and directly integrated into your email and address book.
  • Google Calendar: In all the ways Microsoft Outlook is convenient and accessible, so is Google Calendar. Where Google has the edge in its usability, which features numerous custom options for creating events, integrating with other cloud services, and recognizing appointments sent to your Gmail account.
  • Calendly: For a calendar that’s not bundled with email or other software, Calendly is a simple, intuitive choice. Calendly makes a great collaborative calendar, allowing users to sync calendars to find common free time for meetings. Calendly also has smart scheduling tools to connect users within the same group and outside contacts.

Calendar software also gives insight into one another’s workloads, encouraging a culture of respect.

Collaboration tools help teams success

Whether instant communication, document collaboration, project planning, or shared calendars, the secret to seamless teamwork is implementing the right tools. Collaborative software enables full group participation and synergy – everyone contributes meaningfully. Each person uses their unique skills and talents to drive the project forward in a show of true collaboration. The easier it is to collaborate and communicate – in real-time – the easier it is for the team to succeed.

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Coworking vs. Traditional Office Pros and Cons

Multicultural businesspeople working in an office lobby. Group of happy businesspeople smiling while sitting together in a co-working space. Young entrepreneurs collaborating on a new project.

Professionals have many choices in how they work these days. The workplace environment is constantly changing, and hybrid work has become increasingly popular. Employees don’t only have to choose between working at a traditional office or working from home. Coworking spaces – neutral spaces designed to accommodate people from different companies to work side-by-side – are also available.

Given the options of a coworking space or the traditional office, which suits you better?

It’s easy to jump to conclusions solely based on emotions when making your choice. But it’s worth first looking at things logically. What kind of worker are you? What type of environment do you need? What professional traits do you have that lend themselves to one work environment over the other? Look at the pros and cons of each situation before making a choice.

Coworking Spaces

What are the pros and cons of a coworking space versus a traditional office? It comes down to greater autonomy and a person’s ability to adapt to that freedom. Coworking spaces attract workers with good time management and organization. They must set and keep their schedules productive outside of being directly managed. Coworking spaces also mean getting out of your comfort zone and routine, so it’s not for the skittish or those who prefer rigid structure.

Check out some of the top pros and cons of coworking to understand why it works for some but not others.

Benefits of Coworking Spaces

  • The freedom to work where and when you want
  • Change of scenery can be good for mental stimulation
  • Ability to book different types of workspaces for different lengths of time
  • Choice of many different types of coworking spaces and themes
  • Opportunities for socialization with other professionals

Cons of Coworking Spaces

  • Open office environment makes it hard to find privacy
  • Can be louder or more distracting than a traditional workplace
  • No face-to-face, in-person access to peers and coworkers
  • Not guaranteed a seat or any seating consistency
  • May not include perks like parking or a break room

If you’re not willing to create your own framework for productivity, a coworking space might not be for you. If you prefer predictability and do better with a clearly defined path, there’s no shame in choosing a traditional office workplace.

Traditional Office

In deciding between a coworking space or a traditional office, many people gravitate toward the idea of “more freedom” with coworking. But there’s a catch: less predictability. That difference in perspective is why many people are keen on the traditional office.

If you like having a clear, specific roadmap for the day and values routine, look to a traditional office. A structured workplace also gives you access to peers and amenities in ways remote working can’t offer. For many, choosing a traditional office is a prime example of the adage, “If it’s not broken, don’t fix it.”

Here’s why traditional offices appeal to some and why others choose to embrace coworking spaces:

Benefits of the Traditional Office

  • Familiar working structure and expectations
  • Direct, in-person access to peers and managers
  • Inclusive amenities, including parking, IT help, etc.
  • Comfort from a routine, including commute
  • Feeling of inclusion and not “missing out” on workplace happenings

Cons of the Traditional Office

  • More rigid oversight and management
  • Susceptible to monotony or “brain drain” from the same routine
  • Much higher leasing and facilities upkeep costs
  • Can be harder to adapt to changes in real-time
  • Feeling of isolation that comes with a 9 a.m. – 5 p.m. schedule

New Normal in Workplace: It’s up to you

Given the choice between a coworking space and a traditional office environment, neither is the “right” option. The best choice depends on you and your working style.

Coworking spaces are likely appealing if you’re a driven, independent worker with excellent time management and a mastery of digital communication. If you like structure and order and feel more confident when collaborating with your peers face-to-face, a traditional office may better suit you. If you’re somewhere in between, take the opportunity to work fluidly between the two.

The great thing about the workplace is that the new normal is up to you and what working environment suits you best.

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The Pros and Cons of 3 Types of Hybrid Work Models

From dress suits and cubicles to leisure wear and home offices, the business world looks different today than it did two years ago. What began as a mission for health safety snowballed into a corporate movement. It’s important we take the time to assess the pros and cons of the three types of work: the traditional in-office model, remote work model, and hybrid work model.

Companies and their employees need to understand the benefits, drawbacks, opportunities, and pitfalls associated with the different types of work as they decide which is best for them.

Benefits of working in the office

Before the coronavirus pandemic, most companies operated with an in-office work model. However, what was once the norm has quickly become a controversial subject. Regardless, in some areas, the in-office model remains successful.

Workers can more easily benefit from the organization’s culture, a factor that remains significant to job seekers and employees. 76% of the workforce feel culture plays a role in their professional success, as it directly impacts their well-being. Supportive and collaborative environments are better built when everyone is in the same proximity.

Despite the resounding voices of support, not all employees are pleased that companies switched to the remote work model. Some discovered it challenging to find work-life balance. Those without the convenience of a home office adapted by working from their couch or kitchen counter. When commuting to an office, there is an absolute separation between employees’ professional and personal lives. But without a defined ‘place of work,’ employees have no clear boundaries.

Arguments against returning to the office

While having a designated workspace and set hours are valuable, they have drawbacks. Set 9 a.m. – 5 p.m. working hours make it difficult for employees to set up personal appointments, as those require pre-approval and requested time off. Mothers who receive troublesome calls – mid-workday – regarding their children are also at a disadvantage. These are not the only inconveniences:

  • Money and time spent on commuting (Gas prices are at an all-time high)
  • Lack of privacy when completing individual time-sensitive projects
  • Recurring distractions that interfere with employees’ overall job success

Companies that disregard these concerns may land themselves in hot water. In June 2022, CEO Elon Musk emailed Tesla employees, stating they must return to the office or resign. Employees quickly responded with pushback, expressing that the mandate negatively reflects the company’s business.

After a taste of flexibility, most workers prefer a remote or hybrid work model. Companies not offering either will have access to a smaller talent pool.

Pros of the remote work model

Working remotely was a relatively new experience for employees. Only 30% of the workforce were remote pre-pandemic, compared to 81% of employees during its’ height. Post-pandemic, companies struggle to determine the best work model for the long-term. To maintain employee flexibility, do organizations keep the remote work model or adopt a hybrid work model?

Remote work eliminates employees from commuting, as well as unexpected tardiness. Factors such as oversleeping, traffic, or time spent getting coffee will no longer be a concern. Instead, employees can put this time towards work productivity and mental well-being. Organizations can offer their workforce:

  • Financial savings from less gas and on-the-go purchases
  • Less exposure to illnesses such as coronavirus
  • Ability to create a personalized working space

Additionally, remote work offers flexible hours, which can improve productivity. Employees can work at the time of day they individually perform the best. While 43% of adults describe themselves as morning people, one in three adults says they work better in the evening. Traditional hours may not be what is best for everyone.

Virtual hiring and employee burnout with remote work

Among “The Great Resignation,” 40% of employees searched for a new job. During a time companies were predominately remote-first, many had to rethink how to hire, onboard, and train new employees. 82% of employers post-pandemic use virtual interviews. However, job seekers have expressed concerns with this process:

  • 33% of job seekers feel they cannot convey their personalities in a virtual interview
  • More than 90% of employees encounter tech issues during virtual onboarding
  • New employees lack access to their hiring manager and helpful resources during online training

Like new hires’, active employees also struggle to get the information needed when learning new tasks. A Microsoft study showed that shifting to remote work hurt collaboration and communication within companies. Employees are less likely to interact virtually than in person. Pinging a co-worker appears more intrusive than walking up to their cubicle. As a result, relationship-building feels forced versus organic.

Benefits of the hybrid work model

A hybrid workplace consists of both in-office employees and remote workers who work together as a distributed team. The benefits of hybrid work are many, for both employees and employers alike.

For employees, the biggest benefit of the hybrid work model is flexibility. Whether they work in-house, from home, or split their time between the two, a hybrid workplace supports them. It’s meant to bridge all gaps between different types of work, allowing a person to accomplish their job regardless of the setting.

This seamless working experience goes all the way down to the workspace level. The hybrid work model demands workspaces to be as flexible as the concept. Hotel desks, hot desks, breakout spaces, and the like are all essential in a supportive hybrid workplace. Beyond keeping the concept functional, they further promote employees to work in the fashion that best fits their needs.

From an employer standpoint, hybrid work offers powerful optimization opportunities. For example, ratio desking allows companies to operate with fewer desks than total employees without depriving people of the space they need. In addition, portfolio consolidation can free up significant cash flow otherwise tied up in overhead.

Negatives to beware of in hybrid workspaces

There are still a few kinks in the hybrid work model that companies need to work through. While it’s a proven, reliable solution to distributed teams and workforces, some drawbacks add up to some clear-cut pitfalls:

  • More difficult to communicate in real-time, especially between distributed teams
  • Access to technology and applications may differ from office to home
  • Employees may find it difficult to adapt or develop new habits
  • Employees may feel alienated if not supported in their choice of work style
  • Hybrid requires more processes of control to allow for freedoms in works

Similar to the remote work model, a disadvantage of the hybrid work model is the lack of oversight. Companies give up a traditional sense of control over their employees. Managers must proactively help employees develop good habits and understand expectations. As discussed, social-emotional competency is vital for management, and good systems for communication are imperative.

The hybrid work model offers the best of both worlds

Simply put: because the benefits of the hybrid work model outweigh the potential negatives, the hybrid work model is a long-term prospect for today’s dynamic workforce:

  • Offers the best of both on-site and off-site accessibility for employees
  • Improves flexibility, agility, and optionality of the workplace
  • More effective use and utilization of spaces and workstations
  • Saved workplace and facility costs through more efficient use of space
  • Improved employee experience, which can influence and strengthen culture
  • Access to a broader talent pool when hiring or expanding

Companies might’ve adopted a hybrid work model out of necessity due to the pandemic, but it’s going to far outlast it as the new way to accommodate different types of work styles and everyone’s unique preferences. The hybrid model gives employees and employers the best of both worlds.

Make sure you choose a hybrid workplace model that puts your people first, then find the technology solutions to support it. iOFFICE + SpaceIQ gives companies the tools to connect their people, places, data, and assets.

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Workplace Thought Leadership

Corporate Social Responsibility: New Expectation for Business 

Group of creative entrepreneurs and business people working together in modern eco-friendly office with plants and recycled materials

By Steve Segarra
Chief Technical Officer
SpaceIQ

Employees expect more from their jobs than a paycheck. Some are after greater flexibility while others are looking for a closer fit to their social and ethical values. Shareholders expect organizations to be profitable but also to contribute to their communities in positive ways. Business leaders likely have witnessed these shifts first-hand and maybe even been tasked with helping their organization evolve.

As the number of vaccinated individuals increases and companies find their way back to the office, it’s hard to ignore how the corporate landscape is changing. Forbes predicts a “great resignation” where many employees will start looking for a new job in the next few months. In fact, the Labor Department reported that nearly 4 million Americans quit their jobs in April alone. 

In a 2019 Gallup study; Gen Z, Millennials, Gen X, and Baby Boomers all rated, “having an ethical leadership” among the top three things they look for in an employer. The older generations likely associate this with the personal character of their leaders while younger employees are concerned with how a company impacts people and the planet. According to the study, Gen Z and younger Millennials (who now make up 46% of the full-time U.S. workforce) “expect bold action [from their employer] to address moral blind spots…they want to know that the work they are doing has a net positive impact on human beings and the natural world.” 

Those values are at the core of corporate social responsibility. There’s no denying that it’s a job-seeker’s market so it’s imperative that companies create the kind of work environment that attracts and retains the best talent, optimizes existing resources, and drives better performance from every asset – including employees. 

What is Corporate Social Responsibility?

Investopedia defines corporate social responsibility (CSR) as:

“…practices and policies undertaken by corporations that are intended to have a positive influence on the world. The key idea behind CSR is for corporations to pursue other pro-social objectives, in addition to maximizing profits.” 

That said, not all companies can approach CSR the same way. It is important to know what niche your company occupies and what existing and future employees expect. 

A great example is how Bloomberg L.P. responded in its 2020 Impact Report:

“Governments are eager to respond to the fallout from the pandemic in ways that make their economies stronger, more sustainable and more resilient. Business leaders recognize the risks they face and understand that the same steps that cut carbon emissions also help to spur growth and promote stability. The year ahead can set the stage for a decade of transformational change—but only if we act boldly and urgently.” 

In the past few decades, more business leaders have recognized a need to do more than maximize profits for shareholders and executives. In order to remain relevant and competitive, they have embraced a social responsibility to do what’s best for their company, community, society at large, and the planet. 

Five Reasons for Embracing CSR

Implementing strong corporate social responsibility initiatives may improve overall business by: 

  1. Giving new and existing employees confidence that they are part of an organization that is socially responsible. A 2016 study showed 55% of employees would choose to work for a socially responsible company, even if it meant a lower salary.
  2. Creating a work environment that is safe and healthy for employees. According to a Project ROI Study, your CSR program could increase employee engagement by up to 7.5%, increase employee productivity by 13%, and reduce employee turnover by 50%.
  3. Minimizing your organization’s environmental impact, which can lead to greater overall financial stability. Starbucks began its rollout of the “strawless lid” in 2020 and is working to be 100% strawless in its more than 29,000 stores worldwide.
  4. Strengthening customer loyalty by showing a commitment to social and environmental responsibility. In a 2017 study, 76% of consumers say they will refuse to purchase a company’s products or services upon learning it supported an issue contrary to their beliefs.
  5. Bolstering your corporate image, building your brand, improving morale, and increasing job satisfaction. Fast Company named its top 10 most innovative CSR companies of 2021. 

Implementing CSR Initiatives with Integrated Tech

Where does an organization start? Your CSR strategy could start slowly, focusing on just compliance or sustainability. Or the focus can be on energy management and using building resources more efficiently. If safety is your greatest concern, you may start with waste management, hazard abatement, and managing hazardous materials to better support employee health and wellbeing. 

Whatever the priority, technology like an integrated workplace management system (IWMS) enables you to start simple and evolve into a strategy that puts your organization at the forefront of innovation. An IWMS helps keep operations running efficiently and nurture an environment that lets employees do their best work.

A powerful IWMS provides myriad functions and features to support CSR goals: 

  1. Compliance – Helps keep facilities and employees compliant with regulations to mitigate risk, maintain safe environments, and reduce administrative burdens. 
  2. Sustainability – Recognizes the strategic value of reducing carbon footprints to protect the environment and enhance a company’s bottom line. 
  3. Energy Management – Provides the means to easily aggregate, evaluate, and optimize energy and utility spending decisions to reduce unnecessary consumption and costs. 
  4. Green Buildings – Aids in delivering the information framework for reducing greenhouse gas emissions and managing the environmental sustainability certification and recertification process. 
  5. Waste Management – Provides a streamlined and integrated approach to tracking, managing, and reducing both hazardous and non-hazardous waste. 
  6. Hazard Abatement – Helps protect the health of building occupants, minimize organizational liability, and avoid costly fines or possible litigation. 
  7. Hazardous Materials – Supports facilities managers in safely handling toxic products, verifying compliance with various regulations, and informing first responders where those hazardous materials are stored and what they may encounter during an emergency.  

And let’s not forget the impact the pandemic has had on real estate portfolios. Some organizations are cutting their carbon footprint by cutting back on their space. According to the Paris Climate Agreement, we must eliminate all greenhouse gas emissions from the built environment by 2040. Buildings generate almost 40% of annual global greenhouse gas emissions. An IWMS can help these organizations easily right-size their portfolios.

Corporate Social Responsibility: No Longer Optional

There is little doubt that CSR programs have a place in every organization. The number of companies implementing CSR plans increases by the year. A Harvard Business School report found that in 2011, less than 20% of S&P 500 companies were charting their efforts related to CSR and sustainability. In 2014, it soared to 75% and jumped to 90% in 2019. 

Creating and implementing initiatives with a mission to improve people’s lives, the Earth, and its resources is a new standard to which investors, employees, and consumers are holding organizations. And as a business leader, your responsibility to actualize these plans is no small feat. The right kind of technology can make all the difference to your success. 

Organizations are quickly evolving to meet the high expectations of doing business amidst a global crisis. They must adapt business models, hire and retain top talent, and give back to their communities in meaningful ways in order to stay successful and relevant. If you are implementing or reinventing your organization’s CSR plans, click here to learn more about how an IWMS supports the social and moral values employees have come to expect from today’s businesses. 

Keep reading: What is IWMS Software?

Categories
Workplace Thought Leadership

Hybrid and Smart: Building the Workplaces of the Future 

Copy of GettyImages-952970398.jpg

By Michael Picini
Senior Executive Director
Cognitive Corp.

Now, perhaps more than ever, employers are seeking to enhance their approach to the workplace experience. They are embracing new trends, such as hybrid structures and smart buildings, to create what we like to call “digital workplace euphoria.”

Euphoria may seem like hyperbole, but happy employees make for successful businesses. We’re not talking about amenities like ping pong tables, free Friday lunches, and in-office theaters. The goal of a euphoric workplace is to transform barely there connected offices to intelligent, autonomous ecosystems that empower employees to their most productive and efficient while maintaining healthy work-life balances.

Research indicates that we are seeing much more of a radical change among companies reacting to the workplace trends. Leaders in companies may not respond to every human or occupant need, but certainly, they are reacting to create a more automated workplace for agile teams. One part of the “why” for proactive movement toward hybrid agile is the long-term impact on business.

Many companies are going through significant financial losses due to COVID-19. How companies navigate digital disruption will likely affect their revenues and future operations. During the crisis of the companies who saw a 25% growth in the revenues 72% were first to experiment with new technologies. As well, 67% of those companies invested more in digital-related expenditures, according to a 2020 report by McKinsey. The companies that had not taken steps are electing to embrace the productivity associated with remote work to help them recoup those costs of not doing so in the past.

Certain financial dependencies, like expiring office leases and stakeholder pressures, are pushing companies to make an immediate decision on how to proceed with digital based investments to create work environments conducive to agile work, from anywhere. According to a Gartner survey, 38% of tech, media, and telecom business leaders (and 26% of leaders across all represented industries) reported plans to reduce their real estate footprint by, for example, closing retail locations. Gartner also reported that 74% of CFOs and finance leaders at least 5% of their previously on-site workforce to permanently remote positions after COVID-19.

Why Companies Choose to Go Hybrid

Remote and hybrid work is not new, but it certainly hasn’t been as widespread as it is now. According to a Microsoft report, some professions have been trending toward remote work since the oil crisis of the 1970s that resulted in substantially higher commuting and automotive costs. In 2020, the COVID-19 pandemic drove a “profound increase in the magnitude and speed of the shift toward remote work, with 88% of organizations from around the world surveyed in March [2020] reporting that they were encouraging employees to work from home,” the report noted. More than a third of U.S. workers transitioned to remote or hybrid work between March and April 2020 alone.

Aside from the long-term impact on fiscal reports, this mass transition away from the confines of a 9-to-5 physical office is the other part of the “why” for companies looking to improve three key facets of the digital workplace: people, space, and technology.

The Workplace Mantra: People, Space, and Technology

Creating an environment for employees – or an investor’s case, tenants – that elicits a sense of euphoria is challenging but not impossible. How are companies tackling the digital workplace? There are three elements of an optimized workplace that one should consider.

The first starts with people. People form the community within an organization that will serve as the litmus test for successful digital workplace implementation.

The second element is technology, which acts as the catalyst for change and encompasses each tier of the Smart Building Maturity Model. Most buildings fall somewhere in between the connected and intelligent spaces of the model. From the Internet of Things (IoT) to artificial intelligence (AI), the infrastructure created by technology ultimately makes up the third element of an enhanced workplace: space.

Space doesn’t always refer to a physical location; it relates to the context in which people are working. Space can mean a geographically distributed footprint, flexible hoteling and co-working spaces within your organization, or a scalable real estate portfolio that allows you to set your physical and virtual space settings in a manner that best suits your internal method of operating.

Georgia-Pacific (GP) is one company that has fully embraced all three spheres of the optimized workplace, and by the way is one of the companies that experimented with digital based agile work long before the COVID-19 crisis. The Atlanta-based maker of paper, packaging, building products, and related chemicals resides in an iconic office tower. In the first major renovation since the company occupied the tower in 1982, GP aimed to achieve “optimal integration, functionality, cost and efficiency among the various systems throughout each floor – lighting, HVAC, audio-visual and room scheduling systems,” according to a company press release. The digital building transformation included an Internet of Things (IoT) foundation that resulted in economically feasible, purposeful automation carefully constructed for GP’s user base.

GP reported that the building uses “bio-dynamic (circadian) lighting in the office and collaboration areas, driven by network-connected lighting management. [GP] will respond to peak electrical demands by adjusting building systems. The interconnected system allows the company to collect accurate, real-time data to understand how the space is used, improve employee productivity and satisfaction, and increase real estate investment.”

Along with commercial offices, hospitality and education are two other industries that are exceptionally receptive to similar methods of in-house automation. Fortunately, platforms offered by companies like SpaceIQ offer businesses of all sizes and types of options to create digital workplaces that support agility and flexibility.

Hybrid Strategies for Working “Smart” and Hard

For many companies, leveraging hybrid strategies starts with creating smart buildings and workplaces.

Smart building(s) – both as a verb and a noun – is a partner of hybrid workplaces at the heart of the “next normal” regarding the future of work. Over the last year, companies worldwide have experienced a rapid shift to long-term hybrid and/or remote environments. From Human Resources (HR) to Information Technology (IT) to Marketing and beyond, the functional teams within these organizations are being driven to review their existing work practices and confirm that they align with employees’ current needs.

For some companies, this process may feel like an uncertain scramble – but it shouldn’t.

This moment presents an opportunity for organizations to revise their digital framework and create an even better workplace experience – one that encourages a positive return-to-office transition after a yearlong hiatus or, for remote and hybrid workers, a structure that compels them to engage virtually. Smart building is critical for both employees and executives to tap into the human side of work and reach peak satisfaction in the process of doing so.

As a company specializing in “smart building,” Cognitive Corp is at the forefront of researching and analyzing workplace trends and technologies that impact commercial real estate (CRE) teams.

So, what do we mean by “smart building?” In a word, automation.

Smart building implies that a company has a built-in infrastructure to automate as many day-to-day and long-term tasks as possible. Infrastructure can include IT and networks, HVAC, lighting, time-tracking, scheduling, and anything in between that has a digital footprint.

A key strategy is to distribute the levels of automation and smart building into four tiers on a visual pyramid called the Smart Building Maturity Model. This model helps companies prioritize based on current needs and future growth:

  • Connected Building: Connected building forms the foundation at the bottom of the pyramid. Most companies fall into this category, which includes basic IT networks and the commonplace technology you’d find in a standard office.
  • Intelligent Building: With system integration, energy efficiency, and building automation, intelligent building is what most companies strive for in their next-level smart building process. It can lead to more unified collaboration, better asset management, and streamlined workspace and remote services.
  • Smart Building: The core of the pyramid. Smart building includes open architecture, occupant interaction predictive analytics, which contributes to human centric workplace metrics, on-demand services, big data, and more elements of building intelligence. The future of work is already here, and smart building should be a consideration for most companies.
  • Cognitive Building: At the pinnacle of the pyramid we’ll find cognitive building. Here, machine learning, artificial intelligence (AI), and robotics are the vital pieces that drive building automation. While most non-technological companies do not aim for this high-level tier, we believe it’s still essential knowledge to know all the possibilities within the realm of intelligent architecture.

Data-driven Insights to Support the Hybrid Workplace

The digital workplace focuses on the occupant’s experience within a technological ecosystem. A successful digital workplace supports the human-centric side of corporate initiatives. Different personas within the commercial real estate industry will perform unique functions depending on their role in their organization. However, all roles utilize metrics to inform the progress of their digital transformation.

For individual roles, here are some items to consider:

  • Commercial Real Estate and Facilities Managers: Individuals entrusted with managing facilities should articulate workplace values about the broader business. This includes adapting to change, especially as it relates to the physical space. Your growth mindset should shift from fixed to fluid.
  • Workplace Professionals: As a workplace professional, try to develop strategies and tactics that support agile, flexible workplaces and employee experiences. Consider the wider range of knowledge available to you, beyond just “physical office” and “working from home.”

Workplace Euphoria is Frictionless

An agile, flexible workplace is no longer an option for most businesses; it is a requirement. Baseline metrics allow companies to see how initiatives eliminate employee and occupant stress during times of uncertainty, deliver on diversity, equity, and inclusion commitments, improve operational efficiency, and make remote work, workable.

Additionally, metrics shed light into the onboarding of new technologies, security automation, and workplace productivity. Workplace analytics provide a 360-degree view of any misaligned technology expectations. Embracing technology to create agility and flexibility in return to the workplace can result in euphoria for employers and employees.

Keep reading: What Are Smart Workplace Solutions?

Categories
Blog

How to Measure Digital Twin Cost

By Devon Maresco
Marketing Coordinator
SpaceIQ

With an increased push toward smarter facilities comes the all-important question every executive needs to ask: how much will it cost? Cost is such an important variable to understand because it sets the tone for ROI. In understanding cost, you also gain insight into things like break-even point, expected ROI, and other important fiscal metrics. Unfortunately, measuring cost isn’t always easy. Case in point: how do you measure digital twin cost?

Digital twins are purely digital investments. While there are software and sensor components that contribute to their architecture, twins themselves aren’t tangible. They live in the cloud and integrate broadly across the organization. How do you measure the invested cost of something so prolific? And, more important, how do you set the benchmark for ROI and other forward-looking metrics?

Though it may seem far from probable, there are ways to measure the cost of a digital twin. Here’s a look at some of the costs that factor in.

What is digital twin?

First, a quick refresher. A digital twin is a virtual representation of a physical asset—in this case, the workplace. It provides context for aggregated data about the workplace. Data from the IoT, user input, and integrated applications all flows into the digital twin, where it’s given context as a frame of reference. For example, the on/off stream of data from a seat sensor feeds into the digital twin to represent utilization of that workspace.

Digital twins take all of the data about the workplace, contextualize it, then feed insights to facility managers—usually through a dashboard, like an IWMS. This allows for better understanding of facilities not just as a static asset, but as a dynamic ecosystem. Facility managers and other stakeholders use digital twin insights to better-shape the workplace, in order to cater to the needs of the employees using it.

The cost of building a digital twin

The costs associated with a digital twin come largely from the infrastructure needed to generate the data that comprises one. Here’s a comprehensive look at the key components in architecting a digital twin and how they come together from a cost standpoint.

  • Digital twin software. Digital twin software is the most essential upfront cost, as it’s what will power the digital twin itself. While it’s possible to license pure digital twin software, most companies will want to opt for an integrated digital twin platform such as Archibus. This means also benefitting from IWMS and CMMS features.
  • The Internet of Things. Digital twins thrive on data. The IoT sensors that stream that data represent a significant cost in building a digital twin—and one of the most important costs to justify to stakeholders. From motion sensors to seat sensors, floor sensors to proximity beacons, the data offered by an office IoT is the single most important aspect of digital twin construction. Moreover, it comes with a scaling cost as the need for more sophisticated software becomes apparent.
  • Integrated software. IoT data isn’t the only place digital twins glean information from. Integrated software from room booking systems, maintenance ticketing software, and more all yield crucial data for digital twins. Each software license comes at its own cost, and there are sometimes additional costs in interfacing them—such as if you need to use an integrated platform as a solution (iPaaS) to sync data.
  • Training and education. Digital twins require no small amount of education to set up and manage effectively. These costs factor into their construction, and it’s worthwhile for every company to consider them. Remember to account for upfront training and onboarding, as well as continuing education as technologies evolve.

The actual cost of building a digital twin varies by company and the sophistication of the twin. Companies should observe the cost of architecting such a system and break it down by the individual expenses associated with software, IoT hardware, and training to get a clear understanding of investment expense.

Beyond the cost, look at benefits and ROI

Digital twin technology can be costly to implement—especially for businesses only just beginning to build out their IoT. Unfortunately, these upfront costs tend to suffer criticism from executives who only see a price tag and not an investment. It’s up to motivated facilities managers to deliver a proposition that contextualizes costs with benefits and ROI.

Digital twins are an investment that can help both the top- and bottom-line performance of a company. They’re useful as cost-saving and optimization tools, as well as for productivity enablement. When evaluating the cost of a digital twin, don’t forget to stack up these cost savings and potential revenue improvements alongside it. Remember, the purpose of understanding cost is to contextualize it, which makes it easier to chart a path to justifying it.

Keep reading: Digital Twins – A Revolution in Workplace Management