AI and workplace technology: Insights from the OfficeSpace team

Artificial intelligence in the workplace is undergoing a rapid evolution. Not long ago, organizations feared what AI may mean for their job safety. Now, those without AI systems in place are suffering the consequences. As new tools, technologies, and capabilities are developed, AI is reframing what we consider the norm in the workplace. From the automation of repetitive tasks to predictive analytics to workforce optimization, artificial intelligence offers a wide range of skills and solutions that are revolutionizing workplace technology.

In this interview, Andres Avalos and Sahara Muradi from OfficeSpace offer a glimpse into the transformative potential of AI to shape the future of workplace management. They explore strategies around the efficient and ethical use of AI, how new workplace technology has helped businesses adapt to changing office dynamics, and explore OfficeSpace’s vision for the AI-driven future of work.

Watch the discussion below!

How has AI changed the workplace?

This global workplace transformation isn’t just about automation; it’s about fundamentally changing how employees interact with their workspaces and how organizations manage their operations. Here are some of the ways AI workplace technology has shifted the modern office space:

• Smart Spaces: AI, often with IoT sensors, enables dynamic adjustments to lighting, HVAC, and desk availability based on real-time data.
• Deeper Insights: It revolutionizes data analysis for space utilization and employee presence, leading to more informed real estate decisions.
• Personalized Experiences: AI powers intelligent wayfinding, smart workspace recommendations, and AI assistants for streamlined daily tasks.
• Streamlined Operations: It automates administrative and operational tasks, from check-ins to predictive maintenance.
• Better Collaboration: AI enhances digital collaboration tools with features like smart meeting summaries and real-time translation.

Data: the fuel powering the AI engine

All AI systems, from large language models to machine learning to sophisticated automations, rely on data to operate.

“Data acts as the fuel for AI systems,” says Andres Avalos, CPO of OfficeSpace, highlighting the foundational relationship between information and how intelligent systems learn and make decisions. “The quality, volume, and relevance of data directly impact the effectiveness of AI applications. The relationship is symbiotic between the two.”

The key to unlocking the true power of AI systems relies on harnessing the right data. In the workplace, that means measuring and tracking metrics that will empower employers to seamlessly manage and optimize their hybrid work policies and right-size their real estate footprints to support their hybrid work goals and business outcomes. 

“We aim to use AI to provide predictive insights that help in making informed decisions about space planning, resource allocation, and workplace design,” says Avalos. And it all starts with data.

Learn more about OfficeSpace’s advanced data reporting and analytics features, which allow leaders to view key workplace metrics in real-time.

Other essential features of AI workplace technology

Andres Avalos reaffirms OfficeSpace’s commitment to developing AI tools and features that meet the needs and improve the workplace experience (WEX) of actual workers and business leaders. Some of these include:

• Ease of use and accessibility: Users want AI that’s “intuitive and user-friendly” and requires minimal training and new skills for both younger and older workers.
• Automated processes: From booking meeting rooms to managing schedules, “automation of routine and simple tasks” remains a high priority.
• Customization and personalization: AI that tailors the experience to individual needs, from workspace recommendations to wellness suggestions, is key.
• Integration with existing systems: A seamless workflow is crucial, so AI solutions should “integrate with [a user’s] current tech stack.”

OfficeSpace’s AI-driven workplace technology 

OfficeSpace is leading the charge in integrating AI into the workplace with its innovative solutions, including Workplace Intelligence, Asset Management and the ever-evolving AI assistant, Ossie. Let’s delve into what these programs offer and how they’re shaping the future of work environments.

Workplace intelligence

Hailed as the top business intelligence solution for workplace utilization data, Workplace Intelligence empowers teams to make informed decisions about their real estate and employee experience. It achieves this by tracking and analyzing real-time occupancy data, gaining insights into how your space is actually being used, and enabling data-driven decisions about your real estate portfolio and employee experience initiatives.

Discover more about Workplace Intelligence by OfficeSpace

Ossie: your personalized AI assistant

Ossie, our friendly AI assistant, primarily serves as an information hub but is continuously evolving. Soon, Ossie will be answering user queries about locations, colleagues, space types, and OfficeSpace integrations with tools like Slack and Teams. Exciting developments are underway, as Ossie now has the ability to take action based on your requests, helping you find specific colleagues or locations within the office with ease. Imagine asking Ossie to “find John in the marketing department” and being guided directly to his location!

Meet Ossie AI, your new best friend at work

Asset management software

Our comprehensive asset management platform is a prime example of OfficeSpace’s commitment to rapid, AI-driven innovation. This powerful solution was brought to market in record time, transforming real user interviews into a ready-to-launch product within 90 days. By leveraging the power of generative and agentic AI in its development, OfficeSpace built a platform that provides real-time visibility and control over all your physical and digital assets with unprecedented ease and efficiency. This AI-powered approach ensures you can maximize the lifespan and value of your investments, streamlining operations and reducing risk.

See for yourself how asset management software from OfficeSpace can remove the burden from your FMs

Navigating the AI Maze: Privacy and Trust 

The oft-quoted phrase, “With great power comes great responsibility,” has never been more true when it comes to the seemingly boundless capabilities of artificial intelligence. The crucial data collected, analyzed, and used by AI must be carefully safeguarded and curated to protect privacy.

OfficeSpace understands the immense potential of AI to transform workplace management but recognizes the crucial role it must play in protecting user privacy. This core belief sits at the heart of its AI vision, guiding every step of development and implementation.

“We believe in developing AI solutions that are transparent, equitable, and privacy-preserving. It is essential for us to ensure that our AI-driven recommendations support diverse workstyles and respect individual preferences while optimizing the experience of using software. Ethical considerations guide our AI development process, from data collection to model deployment, ensuring that our technologies enhance work environments without compromising fairness or privacy,” says Avalos.

OfficeSpace’s commitment to data privacy

OfficeSpace recognizes the sensitive nature of private data and prioritizes its responsible collection and use. This commitment manifests in several ways:

• Strict Adherence to Standards: OfficeSpace adheres to stringent global data protection standards, ensuring compliance with regulations that safeguard user information.
• Anonymization and Encryption: Robust anonymization and encryption techniques mask individual identities, protecting user privacy.
• Transparency and Control: OfficeSpace offers clients clear controls over their data and transparent documentation about its data handling practices, fostering informed consent and trust.
• Fairness and Equity: AI solutions are designed to support diverse workstyles and individual preferences, ensuring that optimization never comes at the expense of fairness or inclusivity.

Our commitment to responsible AI development and new technology is woven into the fabric of our vision for the future, and it shapes every interaction they have with workers and their data. 

As Avalos reiterates, “By prioritizing data privacy, we aim to foster trust with our clients, ensuring that our AI solutions deliver value without compromising the confidentiality and integrity of the data entrusted to us.”

As business ventures further into the AI landscape, OfficeSpace remains steadfast in the belief that progress and privacy can coexist, paving the way for a future where technology empowers individuals and companies alike without compromising the fundamental right to privacy.

How AI workplace technology streamlines hybrid work 

The future of hybrid work is buzzing with anticipation, and at the forefront of this transformation sits artificial intelligence. The potential for AI tools to streamline workflows, increase efficiency, and provide a seamless workplace experience has experts excited about its impact on both business leaders and employees. Let’s dive into Muradi’s insights and see how AI technology is already making business operations smoother, more efficient, and, ultimately, more enjoyable for everyone.

AI and facility management

Coordination

The name of the game for facility managers is logistics. Coordinating a variety of moving parts together in concert is necessary to achieve an efficient workplace that is making the most of its available space and resources and able to respond to changing employment dynamics. The advent of hybrid work introduced even more moving parts and complex challenges. But, using AI, facilities managers have help.

“AI-powered chatbots can assist with automation of routine tasks like booking desks and meeting rooms, facilitating office-related requests, and answering frequently asked questions,” explains Muradi. AI in the workplace frees up valuable time for human resources to focus on other jobs that require a human touch, such as strategic planning and problem-solving.

Configuration

When it comes to office configurations and space utilization, AI can quickly analyze and leverage occupancy patterns, presence data, and employee preferences collected by IoT sensors and other smart technologies. As Muradi points out, “This makes it easier to optimize space layouts and resource allocation.” No more underutilized spaces sitting dormant that could be put to better use. Instead, you can identify these inefficiencies and reallocate space accordingly.

Decision-making

The key to facilities management is making informed decisions about your workspaces. Muradi highlights how AI can “drive data-driven decisions on energy consumption, equipment usage, and asset management.” This means identifying areas for improvement and cost savings and even predicting equipment failures before they happen with “predictive maintenance.” 

AI and employee experience

Scheduling

Say goodbye to the frustration of searching for a workspace. As Muradi notes, chatbots can guide you to available desks, meeting rooms, and amenities with ease, facilitating a “seamless workspace experience.” Desk booking, hot desking, room booking, and other dynamic scheduling can be automated by AI, ensuring that each employee has the space they need to be productive.

Collaboration

Hybrid work models have made collaboration more complex. Team members are frequently communicating from different locations, time zones, and even languages. AI-powered technology helps bridge the gap, as Muradi emphasizes, “enhancing collaboration with tools that facilitate communication and collaboration between employees,” no matter where they are.

Security

Employees can feel safe and protected with AI-powered security systems. These systems, as Muradi explains, “improve safety by detecting and responding to potential threats and emergencies more quickly and efficiently.” Peace of mind at work? Yes, please!

Personalization

Imagine your workspace tailored to your individual preferences. This personalized comfort, as Muradi paints the picture, will create a “more comfortable and effective work environment” where workers feel heard and supported. For example, do you prefer head-down spaces to concentrate? Or do you thrive in a more collaborative environment? AI can help personalize your working preferences so you can maximize job productivity between meetings.

Looking ahead: where AI workplace technology is headed

The future of work, powered by artificial intelligence, is rapidly evolving towards a more collaborative, efficient, and personalized experience for everyone. OfficeSpace’s vision for AI extends far beyond simple automation; we aim to create a seamlessly integrated and highly personalized work environment that empowers both employees and facility managers.

As AI continues to advance, we can expect:

• Increased Efficiency: Automated tasks and real-time data insights will continue to free up valuable time for both employees and facilities teams, optimizing operations across the board.
• Personalized Workspaces: AI will deliver increasingly tailored recommendations for workspace preferences, ideal collaboration spots, and even personalized wellness suggestions, enhancing individual comfort and productivity.
• Seamless Interactions: AI assistants, like Ossie, will evolve into sophisticated concierges, performing complex tasks and streamlining your workday with intuitive, proactive support.

This transformation isn’t about blindly embracing technology; it’s about empowering people. By leveraging AI responsibly and ethically, organizations can create a future where work is not merely a place to be, but a place where every individual can truly thrive. OfficeSpace is committed to guiding companies through this evolution, ensuring their workplace technology is always at the forefront of innovation.

Ready to explore how AI can transform your workplace? Request a demo today and discover the future of work with OfficeSpace.