Digital workplace systems reshape how companies manage office space

Hybrid working is changing the role of technology inside office buildings, with access systems increasingly being combined with tools for managing desks, meeting rooms, parking and other shared facilities. For employers and property teams, the development is creating new ways to manage changing workplace demand while reducing some of the administration associated with employees joining and leaving companies.

One example is Blue Bolt, whose platform enables companies to provide digital access to offices and parking areas without relying exclusively on physical access cards. Permissions can be linked to individual users, limited to particular periods and withdrawn remotely, allowing access arrangements to be incorporated more closely into employee administration.

The same approach can simplify the arrival of new employees. Instead of separately arranging building cards, parking permissions and information about workplace facilities, companies can provide some of these services digitally. Technology does not replace the role of managers and colleagues during the introduction of new staff, but it can reduce the number of routine tasks that have to be completed manually.

The process works in reverse when an employee leaves. Building and parking permissions can be cancelled without waiting for a physical card to be returned, while access can also be configured to expire at a predetermined time. This becomes particularly relevant for organisations operating hybrid working models, where employees may not be present in the office on their final working day.

For corporate real estate teams, however, the larger opportunity lies in the information generated through these systems. Combining access with reservations for desks, meeting rooms, lockers and parking can provide a clearer indication of which parts of an office are experiencing the greatest demand and how utilisation changes during the working week.

Such information is becoming more significant as companies reassess office requirements following the expansion of hybrid working. Instead of basing property decisions primarily on employee numbers or total available capacity, occupiers can use utilisation information to examine whether space is being used efficiently and whether the balance between individual workstations, collaborative areas and other facilities reflects actual demand.

Workplace information can also be combined with building operating data when companies assess energy consumption and resource efficiency. Occupancy figures alone do not demonstrate improved environmental performance, but understanding when and where space is being used can help facilities teams identify opportunities to operate buildings more efficiently and can provide supporting information for relevant corporate reporting.

The development points towards a broader change in workplace technology. Digital access is increasingly becoming one component of an interconnected office-management system rather than simply an alternative to a plastic card. As companies seek greater flexibility from their workplaces, the ability to measure utilisation and adjust facilities accordingly could become as important as the convenience provided to individual employees.