Designing offices for the digital workspace

The convergence of physical and digital

The idea behind establishing the Digital Concierge is shaping the welcome experience for employees and visitors. It is about creating greater efficiency for the hybrid workforce, and for some brand leaders to experiment how much they can weave digital into the entire office experience.

The important thing to note here is it is about more than just adding technology. With the use of artificial intelligence (AI), 3D modeling, video, and touchscreens, companies have an opportunity to transform the way people interact with their physical spaces.

Aramark, for example, established a curated building tour which blends the use of physical displays with touchscreens, allowing visitors to interact with the organization’s services at every turn.

In lieu of the traditional conference room meet and greet, clients are immersed in a pre-designed brand tour. Beginning with a personalized welcome experience, clients are then guided around the building, stopping at various digital touchscreens for short videos, 3D displays, and demonstrations.

The layout of the building accommodated to allow for this type of experience. Flat screens were strategically located so employees and customers were regularly engaging with the brand. This is another time when referencing zones can be helpful.

Even in a smaller office design, designers can create experiences to enable employees and visitors to jump between a physical screen or monument and our phones and laptops. They have an opportunity to engage people not just while on site, but to extend the experience to before they arrive and after they leave.

Collaboration and the future of office design

Ownership in office design and planning is somewhat fluid today. While there may be a single point person who oversees the project, they are in constant communication with the architect, builder, specifier, designer, engineer, information technology (IT), marketing/ad agency, and digital team. Everyone has something to contribute.

Therefore, it is important to start with a clear vision and build a workflow which ultimately brings the vision to reality. However, along the way, different viewpoints will be needed. The building must be structurally sound and built within the guidelines of the province and municipality. It also needs
to meet certain aesthetic requirements based on the brand, budget, and functionality.

Other important considerations include how to integrate technology into the physical space in a foundational, accessible, and easy to use way. While architects are focusing on building Americans with Disabilities Act (ADA) compliance, the digital design team may be able to help think through height requirements for digital signage or the integration of digital track pads.

Digital infrastructure

When designing a “digital-first” office, careful planning is key.

Companies around the world are testing new office design models to better meet the needs of the changing work styles. The innovation is exciting, but it is important to recall user experience is directly related to the infrastructure that supports it. Over the years many great ideas have failed due to lack of planning. Without a strong Wi-Fi signal, for example, guests will not be able to sign in or to download the files needed for a tour.

As specifiers, builders, and architects, it is critical to determine the right structural support for the creative design. This means thinking ahead about size, energy, and climate needs for the server room and the server room’s proximity to screens, workspaces, or the digital hub.

Security, while not a physical design element, should also be considered. This includes ensuring proper IT security is in place. Maintenance is another important factor. While digital tools can create efficiency, devices inevitably break or age out of use. Integrating technology into design also means planning for power sources, possibly charging stations, and maintenance needs.

An eye toward sustainability

When discussing the shift towards hybrid work or a digitally equipped office, there is always a conversation about the environment, which is why builders and specifiers should approach various stakeholder groups to help decide upon means to improve sustainability measures.

This applies to how materials are sourced and selected as well as the digital tools that can reshape a company’s environmental footprint. More companies are shifting to smart tools that provide more efficient energy management. The size and orientation of a copy room as well as storage needs have changed as people move to paperless workflow and online document management.

There are a host of green measures which can be incorporated into the planning, building, and design process. However, the key to thinking through the office of the future may lie in embracing a hybrid-first mindset and looking to new advancements in technology to achieve these goals.

Conclusion

While office workers are not commuting in flying cars like The Jetsons (yet), they are already witnessing major shifts in how their companies plan for a change in the workspace through design and the role technology plays in it.

Today, builders, architects, and specifiers have an exciting opportunity to work alongside business leaders to help reimagine the office space from a new angle and to create more functional and flexible spaces for a dynamically changing workforce.

Notes

¹ To learn more, visit “Pulse of the American Worker Survey: Is This Working?,” Prudential Pulse of the American Worker Survey, 2021. https://news.prudential.com/presskits/pulse-american-worker-survey-is-this-working.htm

Author

Josh Lowery is the co-founder and director of operations at Makeway, a leading digital design and web agency with offices in Ohio, New York and Europe. Makeway specializes in creating custom digital solutions for major retail, e-commerce, health care innovation and business-to-business brands.