Home What’s new Smart spaces, smarter business: how to cut costs and boost efficiency Smart spaces, smarter business: how to cut costs and boost efficiency 12.06.2025 Blog Jaa: Emma Hinkka Marketing Assistant Inefficient space usage costs companies a fortune and the problem often goes unnoticed. Are your meeting rooms sitting empty while you’re still paying for them — or on the contrary, are your spaces overcrowded with unnecessary bookings? If so, your spaces aren’t being used effectively, resulting in unnecessary costs. Fortunately, you don’t have to look far for a solution. Smarter space management helps you boost productivity, enhance workplace functionality and sustainability, and cut costs — we’ll show you how. Optimize space usage with meeting room displays and effortless bookings Hybrid and remote work have left large parts of many office spaces sitting empty. Meeting rooms, auditoriums, and shared spaces remain unoccupied most of the time — even though they’re frequently booked. To make better decisions, you need visibility into how your spaces are actually used. Smart tools, such as meeting room displays, make this easy. They give you real-time insights into room occupancy and make it effortless to book spaces when needed. Employees can book rooms straight from their calendar or directly on the display — saving time and hassle throughout the workday. Free rooms are instantly visible from afar, speeding up the search for the right space. When you combine meeting room display data with visitor data, the possibilities grow. You’ll gain a clear view of when your spaces are truly needed — making it far easier to plan and optimize usage across your entire workplace. Ensure a smooth process: connect visitor management and room booking Digital visitor management brings an extra level of efficiency to your space usage. Not just ensuring smooth arrivals for guests but also giving you valuable insights. When are the busiest days? When do shared spaces get crowded? Armed with this data, you can allocate staff and space resources more effectively, avoiding bottlenecks, and streamlining the flow of the day. Meeting room bookings and visitor invites also go hand in hand: when you schedule a meeting, the needed details flow automatically to both the visitor management system and the meeting room displays. Visitors receive clear arrival instructions, and your spaces stay prepared and ready to welcome them. No more crowding or delays. And no more wasted time searching for an empty room — that’s now history! Use data to work smarter – and more sustainably Collecting space usage data isn’t just about creating nice charts — it’s about improving the way your business operates. When you understand how and when your spaces are used, you can make informed decisions and ensure that your resources are used as efficiently as possible. This might mean renting out unused meeting spaces to external users or scheduling visitor arrivals in ways that prevent front desk and meeting room congestion. Smart tools and data also support your sustainability goals. Room displays automatically reduce energy use outside of set working hours and free up bookings if a meeting room goes unused — typically within 15 minutes of a no-show. When you zoom out, the data gives you an even clearer picture: are all your spaces truly needed, or could you downsize and save on fixed costs? A workplace that matches your actual needs is a more responsible choice — for both your business and the planet. Smarter spaces, smoother business Smarter space usage and digital visitor management aren’t some futuristic vision — they’re practical tools that deliver measurable savings today. They also improve everyday flow and lighten your environmental footprint. By optimizing your space usage, using data from visitors and room bookings, and planning visitor arrivals in advance, your business can make smarter decisions — powered by real insights. And it doesn’t require a massive tech investment. Even small steps toward smarter, more responsible space usage can have a huge impact. Next time, your planned meeting starts with a smile — as your guest arrives smoothly and you find a free meeting room in an instant. A step towards smarter space usage Read more Blog Changing work environments challenge visitor security – are you ready? 20/05/2025 Blog How visitor data supports business development? 09/04/2025 Blog Face-to-face meetings as a competitive edge – why companies should invest in them 25/02/2025 Blog The challenges and opportunities of hybrid work – ensuring better meetings and space management 14/01/2025
