The challenges and opportunities of hybrid work – ensuring better meetings and space management 

In the era of hybrid work, the way we work has changed permanently. Work is no longer just a place we go to, but a versatile environment that combines the best of remote and in-office work. This flexibility brings new challenges, especially in managing meetings and visitors when office attendance is occasional and irregular. In this article, we’ll explore how automated and user- friendly solutions are the key to better meeting.  

The challenges of managing meetings in hybrid work 

Hybrid work has introduced flexibility but has also changed the role of offices and the nature of meetings. When employees are in the office occasionally and visitors arrive irregularly, the daily flow can easily feel chaotic. 

Imagine a scenario where a visitor arrives for a meeting. The reception is crowded, or there might not even be one. The meeting room availability is unclear, and access to locked areas is delayed. Situations like these not only burden staff but also diminish the organization’s professionalism in the eyes of the visitor. To address these challenges, smart solutions are needed to create a smoother experience that supports the needs of both employees and visitors.  

Automated and intelligent solutions can eliminate these obstacles and ensure a seamless experience for everyone involved. 

Smart solutions to improve hybrid work and meetings 

In a hybrid work environment, smart office solutions play a vital role. Smart technologies are no longer just a nice addition—they are a critical part of running an efficient organization.  

Visitor management 

Automated visitor management is a cornerstone of a functional and secure office environment. A well-designed system ensures smooth visits from start to finish. For instance, pre-arrival messages with detailed instructions and access rights make the process effortless even before the visitor steps into the building. Inside the office, self-service kiosks speed up sign-ins without requiring help from reception staff. Visitor badges, acting as digital keys, ensure safe, and controlled movement within the premises. 

Room booking and display systems 

Room booking systems are also a key part of seamless daily operations in hybrid work environments. These systems allow for efficient management of meeting rooms and provide real-time visibility into room availability. Door displays show at a glance which rooms are free and when the next booking begins. This reduces unnecessary waiting and maximizes space utilization, supporting the flexibility and efficiency of goals of hybrid work. 

Integrations that streamline work and processes 

In hybrid workplaces, every system needs to connect and work together—true efficiency comes from seamless collaboration between systems. When visitor management, access control, and room booking systems work together, efficiency increases. For example, an invitation can include meeting room details, and guiding the visitor via a self-service kiosk. At the same time, access rights are automatically activated, allowing staff to focus on their core tasks. These integrations not only enhance the flow and security of the workplace but also free up resources for other priorities. 

Why automation is worth it 

The success of hybrid work depends on how well the work environment adapts to diverse and changing needs. Automated solutions like visitor management and room booking systems free up staff capacity, improve space security, and leave a positive first impression. When meetings and visits run smoothly without unnecessary delays or complications, the true potential of hybrid work can shine. Smart solutions create a workplace where efficiency and seamlessness go hand in hand. 

Take the next step toward smoother meetings 

Hybrid work challenges traditional ways of working but also offers an opportunity to develop the workplace into something better. With smart solutions, you can ensure that every visit and meeting flow effortlessly, leaving a lasting and positive impression. Contact us to find out how we can help you create excellent meetings that meet the needs of hybrid work.  

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