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Top Trends in Office Space Software

Due to constantly developing tenant and office building needs, the adoption of office space software through proptech and technology partnerships has become a necessity in a world divided by hybrid work models. It not only helps landlords bring new life to the tenant experience but also reinforces a competitive advantage in a shifting market.

With over 8,000 proptech companies and 92% of commercial real estate (CRE) executives planning to maintain or increase their spending on tenant experience this year, it’s clear that proptech and office space software are already revolutionizing CRE as we know it. Previously seen as a convenience, digital functionalities that address concerns in the key focus areas of safety, communication, and engagement not only support a modern workforce but also generate future value and differentiate your assets.

The Rise of Office Space Technology

The concept of creating “phygital” experiences — or the use of technology to bridge the divide between the physical and digital worlds in a unique and interactive way for the end-user — is fairly new for managing office space, despite the fact that many of the technologies that can achieve these goals have been around for decades. This, in part, is due to the growing popularity of technology for consumers, and a shift in many industries to match consumer habits by adopting technology to enhance the user experience.

These current-day changes to the office sector have shifted the value equation away from the buildings themselves to the people who occupy them. With the assistance of tenant experience technologies such as HqO, CRE leaders can seize an opportunity to adopt a consumer-first model and embrace the most recent digital disruptions. By blending the physical and digital workplaces, they can also create engaging and memorable experiences that differentiate their portfolios and tune into their most important assets: their tenants.

Keeping up with evolving tenant needs and creating successful, adaptable “phygital” offerings for any portfolio begins with integrating office space technology to enhance the tenant experience. This is due in part to the hybrid work models that have experienced massive growth in order to follow mandatory health and safety protocols. Instead of limiting the workforce to a single location that could increase the risks associated with the present-day pandemic, tenant companies have been exploring new and creative ways to work; this shift in workplace strategy not only addresses concerns in the areas of safety, communication, and engagement but also affords employees the ability to choose where and when they work based on personal comfort levels and preferences.  

This necessary flexibility in working preferences also means that the workplace and its community have now officially transcended the four walls of the office building — not only do landlords have to find ways to create great experiences for those who choose to come into the office, but also for those who choose to stay at home or work from some other remote location. Thus, the industry has reached a point where improvements to the physical office environment can no longer enhance the tenant experience on their own — rather, technology is needed to bridge the gap between the physical office and the digital workplace, while also connecting dispersed employees in a way that is both engaging and thoughtful. 

This means that CRE needs to provide omnichannel office experiences.

Omnichannel office experiences are exactly that: integrated experiences that provide your building occupants with seamless transitions between digital and physical offerings. This can include everything from plugging into your building’s various technology systems to ensure that the building occupant journey is tech-enabled, to increasing your digital programming through virtual amenities that all can partake in, no matter where they are.

The Different Types of Office Space Software

To achieve omnichannel office experiences, you need the right office space software — and the key to any successful implementation of office software and technologies is managing the processes and complexity that come with new integrations. There is a ubiquitous concept in computing that speaks directly to this goal: the operating system (OS). Whether it powers a mobile device, a laptop, or a server, the prime directive of any OS is to abstract away the enormous complexities of the underlying system and to provide standard and streamlined methods of user security, user interface, data storage, communications, resource sharing, and most importantly, application execution.

The OS concept also means that the best property management apps aren’t apps at all, but rather an integrated platform. An end-to-end property management platform — such as our HqOS™ operating system — will not only ensure easy processes for building occupants and tenants, but also give property teams access to more meaningful, actionable data that can help inform strategic decisions across entire assets or portfolios. However, adopting a data-driven decision-making mindset requires careful thought.

As part of our operating system, our growing Marketplace of best-in-class technology partners can help aggregate numerous office space apps for any building. Through its operating system, landlords and property teams can activate partners and features to meet any building’s needs. Our office space APIs and capabilities can offer solutions under the following categories: 

  1. Access Control: Security is among the most notable smart building IoT solutions. Through access control capabilities, owners can enable tenants to gain access to their office buildings with just the tap of a phone.
  2. Emergency Communications: Another critical smart building solution is the ability to communicate critical safety information to building occupants in a quick and efficient manner.
  3. Order Ahead: A smart-enabled technology platform can increase safety and convenience for your tenants, such as integrating with local retailers to allow them to place orders ahead and reduce friction.
  4. Resource Booking: Smart building technologies have also made resource booking even more seamless. Smart building sensors coordinate with your existing software to assist in more efficient room booking management, from conference rooms to event spaces and everything in between, making organizing your day a seamless process.
  5. Service Booking: Technologies used in smart buildings can also be utilized to activate your building amenities. Tenants can take advantage of easy-to-book services, fitness classes, and more.
  6. Service Requests: Since smart buildings enhance a building’s efficiencies, the building and maintenance staff still plays an essential role. Enter service request solutions, where tenants can communicate with building managers for work orders, cleaning services, and more.
  7. Shuttle Tracking: Shuttle tracking technologies can help you understand your tenants’ commuting behaviors and determine the best-fit transit solutions for any property.
  8. Ticketing: Smart ticketing can help grant tenants access to key property experiences and partner services with scannable visuals. The process is quick, convenient, and contactless.
  9. Visitor Registration: Contactless visitor registration can also be easily integrated into a building through a smart building system. Speed up the visitor registration process while also ensuring modern safety and security protocols are met.

Office Space Applications for Technology

The thoughtful office space application of technologies can accomplish many things for property teams, including everything from space management strategies, to office space ticketing, to even an office space visual directory. More importantly, it can address modern health and safety concerns by increasing communication channels and enhancing engagement among tenants.

One of HqO’s more recent clients, Zeller, had initially planned to launch their tenant engagement strategy through office management software for their property at 401 North Michigan Avenue in April of 2020 — right around the time the COVID-19 pandemic began to hit the United States in staggering numbers. Instead of abandoning their plans to enhance the tenant experience, they remained agile and thought on their feet. Suddenly, their plans shifted towards addressing concerns in the areas of communication, safety, logistics, and health, so they could ease growing tenant and employee fears during a time of major uncertainty.

Realizing the power of proptech, they leveraged HqO’s technology to stay connected to their building’s end users, no matter where they were located. Not only were they able to communicate important building information through the app, but they were also able to adapt their strategies as weeks of remote work turned into months. As time went on, Zeller wanted to re-engage with their tenants in a fun way, eventually offering their users virtual fitness classes and other building-wide events, gift card raffles to support well-known and beloved local retailers and a plethora of digital programming incentives through the best-in-class technology partners in HqO’s Marketplace.

Zeller’s early actions involving the tenant experience reminded their end users that they were still part of a larger community while keeping them informed on building changes to help them stay connected and feel safe. The real-time feedback garnered through the app will also continue to help Zeller feel assured that when they do head back to the office, they will remain informed on their end-users — thus providing them the flexibility and tools to continue to better the workplace experience for everyone involved. Zeller’s confidence in the HqO app is such that it has been implemented among five of their properties across the United States, totaling 4,261,947 square feet.

Zeller’s story is a prime example of office space management best practices when it comes to addressing key tenant concerns and remaining agile during otherwise uncertain times. To see how our office space technology can help your office portfolio, download your demo today.

Explore the best in office space software

The best tenant experiences are built with HqO

 

Create smart spaces
where people want to work

The pandemic has dramatically changed where, when, and how people work. Your properties need to be more than just a space, but a community that offers real value to the workforce. HqO helps landlords enhance physical spaces with digital experiences and provides the data they need to make informed decisions about their buildings.

Activate real connections between people and their properties

Like a universal remote for your property, the Tenant Experience Platform – comprised of the mobile app and web interface – powers every aspect of your tenant experience, while building engagement and loyalty.

  • Offer 24/7, on-demand access to programming, amenities, and retail
  • Centralize tenant experience initiatives
  • Facilitate safe and frictionless property experiences 
  • Communicate directly with tenants to create strong connections

See it in action today.

Tenant Experience App
Digital Grid

Enable data-driven decision making

Collect tenant behavior, amenities, and system data in the Digital Grid, an interoperable analytics offering that provides a full picture of how your assets are performing.

  • Collect data on buildings, amenities, and tenant behavior
  • Enable data-driven decision making 
  • Unlock tenant experience benchmarking

Accelerate the implementation of innovative asset strategies

The HqO Marketplace facilitates connections between CRE business leaders and best-in-class technology developers and vendors.

  • Navigate the crowded proptech landscape from one tool
  • Identify and connect with pre-vetted partners
  • Deploy innovative asset strategies
  • Reduce technical complexity
Marketplace