blurred lines = better bottom lines - ioffice images/blurred lines... · blurred lines have allowed...
Embed Size (px)
How a Technology -Powered Workforce Yields Major ROI
Blurred Lines = BetterBOTTOM LINES
THE DIGITAL WORKPLACE IS CONSTANTLY EVOLVING,
and now, more than ever, employees are demanding that
their workspaces reflect the way they choose to work.
iOFFICE and, Marketplace partner, Teem know this.
That’s why they’ve collaborated to create customizable
wayfinding solutions that empower employees.
iOFFICE’s comprehensive IWMS and Teem’s
meeting management and analysis
software work in tandem to achieve
harmonious workplaces that
deliver measurable results.
In no other domain of corporate
real estate have boundaries
disappeared, and lines blurred
more than in the workplace.
— CoreNet Global, 2016
This push for increased collaboration is driven by the
need to enable new, more efficient ways of working
to raise employee engagement and improve business
outcomes. Gartner defines this new era as the
Great leaders are recognizing that eliminating silos
and leveraging open systems that share data and
work together produces results.
But while the idea of workers forging greater bonds
and cooperating across teams is worth celebrating,
workplace leaders, like you, bear a tremendous burden.
You’re responsible for supporting the effort to break
down boundaries communicating the value of working
together and sharing data. As a result, the workplace
as a whole can improve and easily integrate new
technology as it evolves. This applies not only to your
internal FM systems and teams but also to your peers in
IT and HR. In fact, many organizations have recognized
the need for a new role of “workplace strategy
consultant” or “digital workplace leader” to
help connect the silos that all play a vital role in
delivering productive, engaging workspaces. This
person is not explicitly from IT, HR or FM, but rather
acts as a unifier across disciplines, using technology
and enhanced collaboration strategies to tear down
walls between departments and move the enterprise
closer to a digital workplace.
Regardless if this role has been defined in your
organization, there’s no doubt that managing these
blurred lines is a lot of work. But by applying the right
technology in the right places, you can help foster the
cross-departmental communication and make your life
In this guide, we’ll give you insight into what lies ahead
and share exactly how you can use evolving workplace
technology to support your organization’s collaborative
efforts and contribute to a healthier bottom line.
If you’ve heard a low rumble emanating from the
floor of your workspace over the past several months,
IT’S NOT YOUR IMAGINATIONIt’s the response to the global call for greater collaboration.
— that’s the sound of walls
beginning to crumble as
silos are being smashed.
The workspace of today can no longer be effectively
managed through a single, conventional software
package. Your average CAFM, CMMS, IWMS, EAM and
conference room booking solutions won’t do the trick
on their own — at least not if you want to provide your
workers the tools to outpace your competitors.
In many ways, technology has advanced too rapidly,
and the expectations of the C-Suite to effectively
manage both the facility and the workers’ experiences
have extended beyond the capabilities of one single
With the acceptance of the cloud and the rapid
advancement of technologies — including Big Data,
Artificial Intelligence (AI) and the Internet of Things (IoT)
— an opportunity to blur the lines between applications
has allowed organizations to achieve unprecedented
visibility, and even more successful management of the
workspace and worker experience.
Technological advancement has not only produced
cutting-edge solutions, but it has also facilitated easier
data sharing and integration between unique software
applications. Modern organizations now rely on REST
APIs to accomplish this seamless information flow
as they are highly scalable and flexible — something
workplace leaders need in this ever-changing
The good news is blurred lines create autonomous environments where
workers enjoy the independence and freedom to work in whatever manner
best suits their task and preferred work style. The challenge is it’s thrown the
traditional workplace technology strategy on its head.
Managing Technology in an
ERA OF CHANGE
That means that these technologies feel like consumer
technologies. They’re easy to use, beautifully designed
and give your employees a sense that you’re ahead of
the times in meeting their workplace needs. That’s a
cultural enhancement for many companies that has a
dramatic impact on employees and their ability to do
their jobs. And we all know, the better your culture, the
more likely you are to attract and retain top talent.
Blurred lines have allowed responsibilities that once
stayed clearly in their own swim lanes to converge in
ways that best serve the company and workers.
The most visible collaboration is happening between
information technology and facilities management
teams. In the new world of work, the FM and IT
departments rely primarily on technology to meet
C-level expectations. But while satisfying top-level
executives seems to be the No. 1 goal, the reality
is, both groups serve the same master: the worker.
IT’s job is to ensure the workforce has secure access
to data and tools that allow them to perform their jobs
efficiently. The FM’s job is to ensure the workforce has
a workspace that supports their performance. In today’s
world, “workplace” is relative, but both IT and FM must
be able to deliver regardless of the employee’s physical,
mobile or virtual status.
In some cases, this may mean reserving a workspace
or conference room using hoteling and room reservation
solutions, or using wayfinding and digital signage
to locate a particular space or asset. Collaboration
between IT and FM is paramount to making these
solutions work as intended.
The blurred lines between departments also allow
your enterprise to take advantage of best of breed
technologies from a host of sources — whether it’s
internal, external, across departments or currently
operated within silos — to create a digital workplace
environment that best satisfies the needs of your
company culture. In other words, a more streamlined
work experience fosters a better work culture.
IT + FM + Integrated Technology = Better
Julie works for a large, global corporation. She spends most
of her time working remotely from her home in the suburbs
but occasionally must attend an on-site event
at the company’s sprawling headquarters.
Let’s take a look at an example.
MAKING MEETINGS WORK SMARTER
As a remote worker, she doesn’t have an assigned
workspace in the building and must reserve one before
she arrives on-site. She’ll also need to find the exact
location of the meeting she’s supposed to attend (which
is no easy feat on the company’s expansive campus).
But luckily for Julie, her company has adopted a fully-
integrated, smart workplace solution.
To reserve a workspace, she opens the office hoteling
room reservation application on her tablet and quickly
chooses a spot. When she arrives at headquarters, she
uses the lobby kiosk to instantly check-in and print her
security badge. The kiosk provides her with the latest
meeting details. To locate the meeting space and easily
find her way around the enormous buildings, she uses
the company’s wayfinding app on her mobile phone,
and the digital signage displayed throughout the facility
guides her along the way.
Minutes later, Julie is the first to arrive in the conference
room. The iBeacon technology scans her badge and
communicates her arrival to the space management
application. As others arrive, the thermostat
automatically adjusts to the optimal temperature for
room capacity, and the meeting begins. Even though her
home office is 100 miles away, Julie’s experience with
the smart workplace is that she is not burdened with
the hassle of getting to the meeting and as a result, can
actually focus on the meeting content and contribute as
a critical member of the team.
Now, let’s take a look at how Julie’s streamlined
experience is possible thanks to blurred
lines between departments and collaborative
technologies that make a digital workplace
Multiple software tools are needed to deliver this scenario.
TOOLS OF THE TRADE
If acting independently from one another, each
department is unable to meet the real-time demands
of the worker — HR has to tell IT who Julie is, what
organizational group she’s assigned to, what level of
security clearance she has, which projects she will own
and other valuable information.
For the FM department to deliver, they’ll need all the
above information from HR, but they’ll also need to
provide the mechanism for users to request space and
services and track use. While it appears simple and
streamlined to Julie and her fellow workers, it’s actually
quite complicated – especially because each solution is
a separate software application.
The above scenario leverages various IoT applications,
digital signage, and mobile apps. This cannot happen in
a vacuum. To ensure a flawless worker experience, FM
and IT must come together to integrate each of these
third-party solutions to meet workforce needs. They also
need to leverage integrated analytics to understand how
to adapt the environment to effectively manage costs
and enhance the experience.
While the alliance between IT and FM is crucial to the
bottom line, a third department must be included to
ensure sustainable success: human resources.
BRINGING HR INTO THE MIX
The work of the IT and FM departments directly impacts
HR’s objective to attract and retain top talent. Because
IT and FM have insights into how the workforce currently
operates and can make data-driven predictions for the
future, they offer tremendous value to HR. From helping
a new employee become integrated into the workspace,
know where to go and where to find various resources
on the first day to offering all the technology they need
for a pleasant day-to-day experience, FM and IT help
HR meet their goal of providing a positive experience
from the first interaction.
In companies that focus on building a healthy culture
and use talent retention as an indicator of success,
HR is in tight collaboration with IT and FM on process
development as well as creating tight technological
integrations among HR systems. In many forward-
thinking offices, the digital workplace strategist is often
present to oversee that these collaborations don’t just
happen, but also meet their intended goals.
If you believe that the employee experience and
workplace culture begin on the employee’s first day
— or even at the first interview — your HR, IT and
FM teams must join forces to support your workplace
culture and ensure employees thrive.
Here’s an example:
MAKING THE ONBOARDING PROCESS SEAMLESS
Your company has just hired Sam, a new sales
representative. After Sam officially accepted the job
offer, the HR system originated a new hire record.
Because the IT, FM and HR team worked together to
set up an automated data feed between the HR system
and the CAFM/IWMS/IT Help Desk System, the IT and
FM teams are also aware of Sam’s impending arrival.
The information shared by the HR system triggers the IT
and FM systems to assign workspaces, neighborhoods,
computer resources, security access, email and
communication details, not to mention a desk, phone,
computer and critical HR materials. Before Sam even
arrives for his first day on the job, he’s been set up in
all relevant systems and will have no trouble accessing
everything he needs from day one.
Thanks to the blurred lines in these departments,
Sam will also be able to notify the right people when
he arrives for the first time, and easily find rooms and
other work spaces he needs throughout his first week.
Because the systems are integrated, and the teams
are in constant collaboration, Sam will have a seamless
onboarding experience and ongoing support.
The collaboration across FM, IT and HR through a
digital workplace framework is even more important as
companies compete at a global level and can attract
and leverage talent from anywhere. Since “workplace” is
relative, companies are seizing the opportunity to pursue
talent across the globe.
Internal processes to integrate global teams
weighs heavily on all three groups:
• IT must establish a secure, reliable infrastructure
• HR must offer the best systems for onboarding
• FM must deliver a physical workspace that is
easily accessible and designed to meet the needs
of a dynamic workforce
The result of collaboration between these groups and
the integration of technology offer deeper insights and a
better understanding of how to plan for the future.
The most important criteria to judge all decisions
are by output: greater productivity, better space
utilization, better energy efficiency, increased employee
satisfaction or even increased automation and
To determine which technology solutions to use,
you’ll need to answer one simple question:
WHAT ARE YOU TRYING TO ACCOMPLISH?
Define your goals across the organization, and
determine what data you’ll need to analyze to gain a
deeper insight into the current workforce behaviors and
future expectations and trends.
Expect plenty of skepticism or even opposition to
blurring lines and tearing down silos. Change can be
challenging and, in some cases, people just like their
walls. (Take, for example, this Washington Post article
that screams open floor plans are killing American
productivity and how the Wall Street Journal reports
that CEOs want their corner offices back.)
But by starting simple and showing workers
how changes will benefit their overall experience,
you can achieve buy-in and begin integrating
One of the greatest debates in the world of work — and particularly among
facilities management professionals — is which combination of technology tools
is ideal for achieving workforce and workplace harmony.
THE REALITY IS ONE SIZE DOES NOT FIT ALL.
Overcoming Hurdles for a
DIGITAL WORKPLACE FUTURE
McKesson wanted to create the ultimate employee
experience in their new 528,000-square-foot workplace,
and in order to do this they knew they needed to
implement cutting-edge technology that supported the
employee experience while gaining insight into how their
workplace was being used. During the moving process,
McKesson noted a total of 58 different technologies that
were being utilized and knew that in their new space, they
wanted each department to seamlessly work together.
McKesson was able to utilize their FM data to implement
employee experience solutions such as Reservation,
Mail and Visitor modules. By creating a strategic data
usage plan, choosing the right tech tools and combining
floor plans, HR, IT and Finance applications, McKesson
was able to unite these systems with no disruption and
analyze the data through one comprehensive platform.
Blurring Lines in
MCKESSON’S DIGITAL WORKPLACE
Let’s take a look at a real use case to see how blurring lines
between departments increased collaboration and the employee
experience by streamlining the digital workplace.
Since blurring the lines between their formerly rigid
siloed departments, McKesson has enjoyed a seamless
work experience: HR reconciliation reports, TCO by
floor plan, mobility and hot desking and decreased
response times. Additionally, the Facilities Management
department is now the go-to source for metrics and
data analytics, and the RE Division has been surpassing
employee experience expectations.
Now that McKesson has benefitted from the success
of blurred lines between their various departments,
they’re ready to take their employee experience
solutions to the next level. In the future, McKesson
looks forward to implementing the iOFFICE Visitor
Module and Wayfinding so that it not only tracks the
staff and guests in their facilities, it also tracks their
patients’ whereabouts and what step of the treatment
process they are on. Additionally, McKesson has created
an innovative wellness program for their employees,
which, in the future, they look forward to integrating
with their IWMS.
CONCLUSIONWhile at first the idea of blurring lines and breaking down
silos can seem scary — and the amount of data and
effort to integrate systems can seem dizzying — the
ROI is substantial. With the right tools, processes can
be completed and measured in a reliable time frame.
More importantly, you gain insights on the workplace
that are more accurate, directed and strategic than ever
before. Fueling this sort of collaboration better prepares
your organization for the inevitable move to the digital
Overall, the drive toward greater collaboration
among workers, systems and software is
undeniable. Blurred lines allow for integration
of preferred legacy systems with new, more
innovative solutions and greater visibility into each
department’s processes. Blurred lines lead to a
more informed leadership team and a happier,
more engaged workforce.
LEARN MORE ABOUT TEEMLEARN MORE ABOUT iOFFICE
iOFFICE is the leading workforce-centric IWMS software
and the only 100% SaaS platform designed for the Digital
Workplace. iOFFICE equips C-suite executives, CRE, and
facilities leaders with the real-time data and communications
tools they need to plan effectively for the future of their
workforce and workplace. With tools like the newly
launched iOFFICE HUMMINGBIRD, which offers businesses
a transformative and customizable set of employee-
experience solutions such as wayfinding, reservations,
and more, iOFFICE can truly make the workplace hum with
the help of their growing network of Marketplace partners.
Teem is a cloud-based software and analytics platform
for meeting management and analysis that helps
companies maximize their workspace and enable
their employees to work more efficiently. The platform
provides employee-focused meeting tools and activity-
driven insights, including eye-catching conference room
displays, streamlined visitor management and detailed
space use analytics that drive better decisions on space
and facilities utilization. To date, the Salt Lake City-based
startup has raised over $20 million in capital from NGP,
GE, Google Ventures, Greycroft Partners, Zetta Venture
Partners, Origin Ventures, and others.