Modern Workplace: Definition, Equipment, Best Practices, Advantages
Your company needs a modern workplace in order to stay competitive in the 21st century. This will help you retain both customers and employees. However, you can only do this if you have a full understanding of these settings and the benefits they can offer.
Read this Dexon guide to modern workplaces and discover how you can make the most of your office. This will be vital for maintaining a happy, productive workforce that will continuously reach the company’s targets.
What Is a Modern Workplace: Definition
A modern workplace is one which embraces new solutions; today, this means using digital tools to boost the business. Beyond taking advantage of the latest technological trends, these offices also have a distinctly modern attitude towards work as a whole. Their approach is one that aims to streamline the workplace in ways that enhance productivity across the board.
As technology becomes intertwined with businesses, especially with the rise of AI, it’s important that companies can keep up with their competitors. Otherwise, they might miss out on hiring (or retaining) skilled staff members. Many modern workplaces have less of a hierarchy, and place a greater focus on transparency to ensure every employee understands their value.
What Makes a Modern Workplace?
These workplaces are ‘modern’ because they reject the constraints that have affected offices in the past. They have a stronger emphasis on wellbeing, and on making sure there are a range of flexible arrangements for each employee. Above all else, a modern office knows that a business is at its best when the people within it enjoy their role.
However, in recent years, technology has become practically inseparable from the concept of a modern workplace. Few of these settings operate in a conventional setup, where every member of the team is at the office every day. In fact, some of these companies have no headquarters at all and use this to create a powerful international team.
What Is the Role of AV Technology in a Modern Workplace?
Modern workplaces use audiovisual technology to improve communication and collaboration. As an example, video conferencing platforms make it much easier to conduct business deals or talk to colleagues working elsewhere. These tools are also often at the heart of any successful work from home strategy. In some cases, the companies even supply their remote employees with AV tools (including webcams and laptops) to help them attend virtual meetings.
AV technology also has the ability to transform an organization’s approach to presentations. The presenter can use video walls and interactive touchscreens to build a more dynamic experience for listeners. For teams monitoring business processes or even security cameras, a multiscreen setup is also important. Communications equipment then lets these team members inform their leader, or another senior stakeholder, about any issues that will affect the business.
These tools also help with collaboration. Beyond a presentation, interactive touchscreens make it easier for team members to share any ideas. These workplaces often encourage everybody to contribute towards their brainstorming sessions. Similarly, AV tools help to promote inclusivity by adding live captions to anyone watching the meeting or presentation over a video call.
What Kind of Equipment Do You Need To Create and Maintain a Modern Workplace?
Audiovisual equipment and other tech innovations are vital for maintaining the company’s status as a modern workplace. The main tools include:
1. Computers
Companies today require desktop (and often laptop) computers to conduct their usual business duties to a high standard. In order to keep up with growing software demands, these devices will need high volumes of memory and processing power. Modern workplaces may also have strong network infrastructure to limit potential downtime.
2. Cloud Servers
Cloud storage makes it easier for staff members to share files, while also helping them avoid the possibility of data loss. People working from home can use these servers to stay connected with their workplace. Many cloud solutions use a subscription model, which is much more flexible for growing companies.
3. Comfortable Furniture
A modern workplace also aims to promote their team’s wellbeing, and ergonomic furniture is just one way of doing this. According to OSHA, something as simple as comfortable chairs or desks will reduce serious physical workplace injuries. In addition, employees work to a higher standard without an uncomfortable distraction.
4. AV Equipment
Audiovisual technology and audiovisual equipment is again important for ensuring easy communication. This could give the company a modern approach to customer service using VoIP (Voice over Internet Protocol), for example. They could even implement simulated environments to deliver next-generation training sessions through virtual reality, which would be ideal for visual learners.
5. Security Systems
Access control systems and security cameras are now no longer the bare minimum of business security solutions. Cybersecurity should now be a key part of any modern office’s safety strategy due to the growing prominence of digital threats. Antivirus software and firewalls are now just as important as keycards.
6. Climate Control
Modern offices often have climate control systems. This not only keeps the staff comfortable on a hot or cold day; it also makes sure the servers are cool. These systems even reduce humidity, which could otherwise damage equipment, and improve a company’s efficiency with the help of automated controls.
7. Backup Power
With data forming the backbone of modern workplaces, a single outage can be disastrous. Even when all vital data is safe in the cloud, many companies struggle to complete their work without power. Backup generators and uninterruptible power supply systems allow the business to keep working in nearly any situation.
What Are the Most Popular Trends in Modern Workplaces?
The ‘modern’ aspect of a modern workplace means they need to adapt to new trends. Failing to predict which ones will take hold of the industry could set them back significantly. Here are some trends which are currently popular in modern workplaces, and likely here to stay:
- Remote work: In the aftermath of COVID-19, more businesses are integrating remote or hybrid work to give staff more flexibility. Along similar lines, some companies even allow their staff members to pick and choose the specific hours they work.
- Sustainability: As we become more conscious of the environment, offices are embracing green initiatives such as LED lighting and going paperless. Adding a plant also improves the workplace’s air quality while letting the staff personalize their space.
- Global workforce: The growth of remote work also lets companies recruit staff across the world, ensuring a much wider talent pool. This can even make it easier for a business to expand and establish a second site in another country.
- Wellness support: Many offices now prioritize their team’s mental wellbeing with the help of mindfulness sessions, on-site gyms, and more. Even something as simple as regular check-ins can make a big difference for staff members and their performance.
- Inclusivity: As social attitudes change, offices are seeing a greater focus on an inclusive culture and the importance of different perspectives. This could include designing spaces so that they’re a lot more accessible for staff members with disabilities.
- Agile practices: Companies which adopt Agile working methods break each project down into small phases, making them easier to complete. Team leaders can also see how this project is coming along, letting them offer support where necessary.
- Four-day weeks: More and more businesses are trialing four-day workweeks and seeing no fall in productivity. Modern workplaces that follow suit will enjoy the same results from their team while giving them an extra day off.
Best Practices for Modern Workplaces
In addition to these trends, there are certain practices that help a workplace make the most of their modern office. How an office uses the technology and trends of a modern workplace may go on to define their success. The best practices for these settings include:
1. Creating a Healthy Environment
Companies that care about their employees and foster a collaborative atmosphere will get better results. A healthy work-life balance with ample paid vacation days throughout the year will make sure team members don’t burn themselves out. Finding a way of adding more natural light to the office will also reduce eyestrain and low energy levels among employees.
2. Encouraging Continuous Development
Team leaders should always help their staff grow, and perhaps develop the skills they’ll need for their dream role. This might include giving them more training resources or helping them create custom learning paths that fit their long-term goals. Companies with a flat structure can similarly help staff members try out different roles and duties at the business.
3. Adapting to Trends
Modern workplaces are always looking for new ways they can adapt and grow to meet changes in their industry. This means they’ll have to identify which trends are likely to last, and implement them before their competitors. Leaders within the workplace may even attend technology expos to learn the advances that will soon be commonplace in their industry.
4. Promoting Communication and Collaboration
Connectivity must be a priority for modern offices. This could take the form of regular updates or team meetings. It also involves using technology (especially audiovisual solutions) to speak with key decision-makers and stakeholders. In terms of the office layout, some companies choose an ‘open-plan’ design without cubicles, letting everyone talk to one another with ease.
5. Designing a Suitable Workspace
Expanding on the above, company leaders can make sure the actual office design matches their status as a modern workplace. The ‘activity-based workspace’ is a particularly common option for companies today due to its inherent flexibility for team members. This takes the form of several stations, each for a specific task, which employees can jump between as necessary.
What Are the Advantages of a Well-Functioning Modern Workplace?
By implementing the right practices and equipment, company leaders can see plenty of benefits from their modern office. These advantages will only grow over time, in tandem with the addition of new modern conveniences. The usual benefits of these innovative workplaces include:
- Greater productivity: If the team is happy and has the technology they need, they’re able to meet their usual productivity targets a lot faster. The team members will also be a lot more engaged with their usual tasks, especially if they can work with more flexibility.
- Experimentation: Modern offices are always changing how they work in order to find the practices that will help them. These companies do not stick too close to traditional ideas. If they can make use of new tools to get better results, they will adapt their strategies.
- Staff retention: A focus on employee well-being will help make sure a new team member stays with the company for far longer. This is especially likely if their team leader makes an effort to help them reach their long-term career goals within the company.
- Lower expenses: Modern workplaces that use hybrid or flexible working will save a lot of money on overhead costs, such as physical offices. ‘Software as a service’ subscriptions can help even small firms take new trends on board for a relatively low monthly fee.
- Positive image: Companies that show they are modern and happy to embrace the latest trends will be a lot more attractive to possible partners or employees. This could similarly help the business appeal to new customers who prefer to shop at ethical stores.
- Innovation: Firms that take a modern and inclusive approach to collaboration will be able to sample ideas from the full team. As these businesses are a lot more open to changing their strategy, this can help them find great ideas that set them up for success.
Final Thoughts
A modern workplace requires near-constant upkeep as the business shifts to accommodate the changing industry landscape. However, firms that make the most of this format will find that they get better results than ever from their staff. Ultimately, the mixture of technology and wellbeing is what makes these workplaces so successful.
If you plan on upgrading your organization to a more modern setup, consider adding audiovisual technology. In virtually any sector, these tools can streamline your business — and improve the experience for customers and employees alike.
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