By John Spinner, Real Estate Technology Manager, R&R Technology Services
Imagine your new office is almost ready. The layout is finished, construction is wrapping up, and employees are getting ready to move. Then someone asks, “Who is providing the internet?” That is not the ideal time to start figuring it out.
Technology should be part of the space-planning process from the beginning. That does not mean buying the newest equipment or putting technology in every corner of the office. It means thinking through how the space will be used and making sure the basics are ready when people move in.
Start with internet service
Internet service may not be the most exciting part of a new office, but it is one of the first things to address. Selecting and setting up a provider can sometimes take several months, and the connection inside the building matters, too. Fiber may provide better speed and reliability than a traditional copper ethernet extension between the customer’s IT closet and the provider’s equipment. You do not need to be an expert in cabling, but you should start asking these questions early.
Choose security based on what you need
Traditional keys may be all a business needs. They are simple and familiar, but they do not tell you who entered the space or when. Card access can provide that information through usage reports and the ability to turn off access when an employee leaves. Video surveillance can provide another layer of visibility. The question is not whether electronic access is automatically better than keys. It is what your business needs to know and control about access to the workplace.
More equipment is not always better
I saw this first-hand with a large customer moving into a recently renovated building. An outside provider had created a wireless access point plan based largely on the size of the space. The number of access points seemed high based on my experience, and I was concerned that too many could interfere with one another and create connectivity problems. I recommended reducing the number. The customer ultimately worked through an updated plan, saving the company close to an estimated $50,000.
The lesson applies beyond wireless networking. A bigger technology plan is not automatically a better one. Equipment should be selected based on how the space will be used, not simply on how much can fit into the budget.
Plan for the way people work
Different parts of an office need different solutions. Sound masking, for example, can make conversations from farther away less noticeable in open work areas, helping employees stay focused. I typically avoid using it in conference rooms because it can interfere with speakerphones or virtual meetings.
Audio/video systems have also become more important as Teams and Zoom meetings have become part of everyday work. Today’s systems can bring cameras, speakers, and microphones together and make meetings easier to start. The basic question is simple: What will people be doing in this part of the office? An open workstation area, private office, conference room and collaboration space may not need the same technology.
Ask questions before buying solutions
I start with questions rather than a list of products: What does the business have today? What works well? What would it change? Has the team seen something in another office that it would like to use?
Those answers help determine what is actually needed. Businesses also do not have to buy every new technology as soon as it becomes available. Older technology can sometimes be more cost effective and still do the job, while new capabilities can be added later. For companies preparing to lease, renovate, or move into commercial space, involving IT resources early can help identify items that take longer to arrange, avoid unnecessary spending, and make sure the technology fits the workplace. The goal is simple: when employees arrive, they should be able to plug in, turn on their computers and get to work.
Interested in learning more? Explore how R&R Realty Group can help with workplace technology planning and implementation here.