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Over 85% of organizations identify “increased adoption of new technologies” and “broadening digital access” as factors most likely to drive organizational transformation (World Economic Forum).
Technology is at the heart of successful modern workplace transformations—and organizations need to embrace and incorporate these new tools into their workflows to stay ahead. According to a recent study by IDC, global spending on digital transformation is projected to reach $2.8 trillion by 2025.
Organizations need to leverage the right tools to create a functional, innovative workplace that supports a great employee experience. This guide will walk you through what modern workplace technology is, why it matters, and how your organization can harness it to stay competitive.
Workplace technology is the collection of software, hardware, systems, and tools used in a professional environment, typically to enhance productivity, communication, collaboration, and work efficiency. Most workplaces rely on technology, and the technology used can vary quite widely between industries and businesses within those industries, spanning a range of solutions from desk booking software and visitor management systems to communication platforms and advanced analytics.
Modern workplace technology integrates hardware (e.g., IoT devices, sensors) and software (e.g., cloud-based platforms) to automate tasks, improve resource allocation, and support data-driven decision-making. These technologies empower employees and organizations to work smarter, not harder. The goal is to create a seamless work experience regardless of work location.
Here are some key types of workplace technology:
Communication Tools
Productivity Tools
Cloud Computing and Storage Tools
Collaboration Tools
Enterprise Software
Automation and Artificial Intelligence (AI)
Cybersecurity Tools
Office Tools
Workplace technology is used in various ways to enhance worker productivity, streamline processes, improve communication, and help businesses achieve their goals. All companies use some degree of technology. Some will adapt and utilize new technology quicker than others. In addition, older technologies are often replaced by newer and more efficient technologies.
For example, email is a common technology that was rarely used 30 years ago but is now used by virtually every business. Conversely, 30 years ago, fax machines were much more common and are now seldom used, as email is much quicker, cheaper, and more efficient for most businesses.
There are many technologies that workers expect most companies to use. These include technologies like instant messaging to make it easier and faster to collaborate with coworkers and video conferencing apps like Zoom, where usage has grown exponentially since the COVID-19 pandemic as more and more people work from locations other than a centralized office.
Generally, most new workplace technology offers incremental improvements over older technology, and newer technology is created in response to changing workplace demands. However, occasionally, technology is so transformative to how businesses work that seemingly overnight, companies will adapt and begin using the new technology. An example is generative AI, such as tools like ChatGPT, which enable workers across various functions to be more efficient and complete tasks much more accurately than before.
Read more: How AI Is Revolutionizing the Modern Workplace
Organizations nowadays rely heavily on workplace technology to get work done. Hybrid work has exacerbated the need for seamless workplace technology to connect the workforce regardless of location. Effective workplace technology can give a business an advantage over its competition.
Here are the benefits of incorporating workplace technology:
Workplace technology can help workers be more productive and get more done in the same (or less) amount of time. These tech tools include better task and project management (i.e., Trello or Monday.com) to real-time documentation (i.e., Google Drive and Notion).
Workers no longer need to sit beside each other for productive conversations with their colleagues. Tools like video conferencing platforms (i.e., Zoom, Microsoft Teams, Google Meet) bridge gaps between remote and in-office teams, while video recording tools (i.e., Loom) make it easier to enable asynchronous communication for workers who may live in different time zones. These tools enable communication and collaboration for workers wherever they are.
Workplace technology that can automate repetitive tasks is one of the most common workplace tech tools. Some tasks, like data entry, invoicing, and interview scheduling, are relevant examples of work that workers can automate, freeing them up to focus on other, less repetitive tasks.
Watch: Advisor360°’s Chief People Officer Dena Upton on using AI in Human Resources
Technology enables work to happen in more locations than ever, enabling workers to easily switch between in-office and remote environments without losing benefits. These tools, like Skedda, would allow companies to save money on their offices by adopting a hot desking model where workers can book their desks when, where, and how they want.
Easily see who’s in the office with Skedda’s integration with Slack and Microsoft Teams
Workplace technology can reduce overhead costs related to on-premise infrastructure, IT maintenance, and hardware-related expenses by supporting preventative maintenance with data before the problem gets out of hand. Additionally, tools like workplace management software allow for efficient use of office space, which can also help organizations control costs by reducing office footprint and other unused resources.
A modern, tech-enabled workplace attracts and retains talent by streamlining workflows and automating repetitive tasks so employees can focus more on high-value activities. Good workplace technology connects team members across locations and time zones in a hybrid work environment.
Many workplace tech tools provide data and analytics that can help organizations adapt to evolving needs. For example, Skedda’s workplace analytics dashboard provides information on space use, such as high volume days and most popularly booked spaces. Organizations can use this data to inform future space planning.
Implementing workplace technology can deliver significant benefits, but organizations can encounter challenges that impede the success of their digital transformation. According to Boston Consulting Group (BCG), 70% of digital transformations fall short of their objectives. Understanding the obstacles and planning for them is essential to achieving success.
Here are common workplace technology challenges to prepare for:
Employees may hesitate to adopt new tools due to fear of the unknown, a lack of understanding, or concerns about added complexity in their workflows. That can lead to low adoption rates, leading to the tech tool going to waste because no one is using it.
Read more: Rolling Out a Desk Booking System? 3 Steps to Guarantee Adoption
The market is flooded with workplace technology solutions, making it daunting and difficult for decision-makers to choose the right tools. From balancing costs and compromising on features to persuading stakeholders, those in charge of procuring new tech tools have their work cut out to find the perfect one.
Disparate systems may not work well together. The lack of integrations with the current tech stack and among each other can lead to inefficiencies, data silos, and frustration among employees. When tech tools are not connected, decentralization can lead to confusion. Complicated tech that is frustrating to use can create more problems than solutions.
Learn more: Skedda integrates with Microsoft Teams, Google Workspace, Slack, and more
Cybersecurity threats pose a significant risk when implementing workplace technology. Systems that handle sensitive data are particularly vulnerable. A lack of strong encryption can lead to a breach, exposing sensitive patient information and resulting in regulatory fines. Cyber threats require constant vigilance.
Watch: Kisi CEO Bernie Mehl on hybrid workplace security
Organizations may face budget limits when implementing new workplace technology. Balancing upfront investment with long-term savings can be challenging, particularly for smaller organizations or nonprofits.
Related: How To Streamline Nonprofit Operations in the Modern Workplace With Skedda
When evaluating workplace technology, it’s important to begin with the goal in mind. What are you trying to solve for? Are you having challenges with collaboration, security, productivity, or something else? Once you’ve identified the challenges you’re facing, you can begin to evaluate the various tools and technologies that can help you solve those challenges.
When evaluating workplace technology, prioritize the following:
Solutions should grow with your organization. Modern workplaces are dynamic. With changing workforce needs, flexible schedules being redefined, and evolving responsibilities of various roles, organizations would benefit from technology that scales up or down effortlessly without requiring costly replacements or overhauls.
Tools should be user-friendly and intuitive to ensure adoption. Employees should be able to navigate tools without extensive training. According to a Userlane survey, 88% of employees agree that a frustration-free software process is key to their satisfaction and productivity at work. Businesses benefit when their employees are all on board with the new tech.
Learn more: How To Set Up Skedda in Less Than 1 Hour
Compatibility with existing systems is crucial. Modern workplace technology must integrate seamlessly with existing systems to avoid creating data silos and inefficiencies. For example, tools like Zapier allow organizations to connect disparate software, such as syncing an access control platform like Kisi with Skedda for more secure workplaces.
Learn more about Skedda’s integrations with Microsoft 365, Google Workspace, and Slack.
With rising cyber threats, robust security measures are non-negotiable. According to IBM and Ponemon Institute, the average data breach cost reached a record high of $4.45 million in 2023, an increase of 2% compared to 2022. Ensuring your current and future technology meets data protection standards is crucial. Look for tools with strong encryption, multi-factor authentication (MFA), and compliance with data privacy regulations like GDPR.
See how Skedda helps ensure data security and compliance in highly regulated markets.
Data-driven decisions are at the core of successful workplace strategies. The best tools provide actionable insights to improve operations and employee satisfaction. For example, workplace management platforms like Skedda offer analytics dashboards to track office occupancy and desk booking trends. This data enables organizations to optimize layouts and reduce underutilized space.
Look for tools your organization can tailor to meet their needs or workflows. For example, Skedda’s robust rules and roles engine allows you to customize bookings based on your organizational needs, from departments to functions to types of activities. This flexibility allows you to organize your workplace to best support the needs of your teams.
Even the best tools can encounter glitches or require updates. Reliable customer support ensures minimal downtime and fast resolution of issues, saving time and money and leading to higher customer satisfaction. According to Hubspot, 93% of people were more likely to be repeat customers at companies with excellent customer service.
Learn more about Skedda’s comprehensive support options, including phone support, email/help desk, chat, and a 24/7 help center to assist users.
Balancing initial costs with long-term return on investment (ROI) is crucial. Look for tools that demonstrate clear value in terms of productivity gains or cost savings.
Improving workplace technology is essential to maintaining efficiency, enhancing employee satisfaction, and staying competitive in an evolving business landscape. Improving workplace technology is not a one-time task but an ongoing evaluation, training, and refinement process.
Below, we delve into actionable strategies to optimize workplace technology:
Organizations sometimes don’t even know how their tech stack is being used. An audit helps identify gaps, redundancies, and inefficiencies in your technology stack. Often, organizations discover overlapping features, underutilized tools, or outdated systems during this process. An audit allows organizations to eliminate legacy systems and implement new technologies with modern tools for better adoption and streamlined workflows.
Steps to audit:
Investing in technology is futile if employees don’t know how to use it effectively. Regular training ensures tools are utilized to their fullest potential, leading to better ROI and higher employee satisfaction.
Best practices for training:
See how Skedda Academy can help you achieve a higher adoption rate and overall tech usage.
While organizations can train their employees and provide comprehensive resources to help them learn, sometimes technology breaks down, and troubleshooting beyond the skills of your employees is required. Thus, it’s imperative to ensure there’s support for your workplace tech stack in case something goes wrong. That can be in a help desk submission format that everyone can access.
Best practices for support:
Employee feedback is invaluable in assessing workplace technology’s effectiveness and identifying improvement areas. Involving employees in the evaluation process improves adoption rates and ensures the tools meet their needs. Additionally, employees can suggest improvements that will inevitably improve the process of implementing the software and training employees on its use.
Methods to collect feedback:
Read more: The Granite Group’s former CPO Tracie Sponenberg on asking for employee feedback
Regularly tracking the performance of workplace technology helps organizations measure its impact on productivity, employee engagement, and operational efficiency. Analytics can reveal how tools are being used and where improvements are needed.
Key metrics to monitor:
Selecting and implementing workplace technology requires thoughtful planning and evaluation. Ignoring critical considerations can lead to inefficiencies, wasted resources, or failed adoption. 24% of business leaders said their new software implementations hit desired goals less than half the time due to poor digital adoption and other related factors (Userlane).
For example, when looking for a workplace management system, you want to ensure it helps centralize workplace operations. That means managing your spaces, services, deliveries, office visitors, and more from one integrated workplace platform. Additionally, you want to ensure the tool is easy to use and implement. If it’s not, be prepared to provide extensive training and support throughout the implementation process.
Here are key workplace technology considerations:
Cost is one of the most significant factors when evaluating workplace technology. Organizations must determine the ROI before investing, weighing initial expenses against long-term benefits, such as increased efficiency or cost savings.
Ensure adherence to industry regulations like GDPR, HIPAA, or ISO standards, particularly when handling sensitive data. Workplace technology should meet compliance requirements to avoid legal issues or fines.
Not every single piece of tech will fit your organization. Before adopting a new tool, understand your non-negotiables and nice-to-haves. Then, look for tools tailored to your industry or workflow to ensure the features meet your employee and business needs.
Workplace technology does not work in siloes. Any organization will use multiple tech tools to get work done. To ensure that new tools improve productivity and operations instead of getting in the way, organizations must integrate any new workplace technology seamlessly with existing systems to avoid operational bottlenecks.
Even the best technology will fail if employees resist using it. Organizations can increase the adoption rate by involving users early in the decision-making process and addressing their concerns to ensure success in the tech implementation.
Poorly designed technology can also frustrate employees and lead to lower adoption rates. Tools should prioritize ease of use and an intuitive interface so that it’s easy for new users to pick it up. Having a great UX design reduces the friction employees may feel when learning new technology.
Implementing new technology, aligning it with your current tech stack, and managing the change can be long and tedious. Along the way, you want allies who can guide you along the journey and answer any questions to ensure a smooth transition. That’s where excellent customer support goes a long way, as they can help you and your organization succeed as quickly as possible.
Workplace technology tools help you streamline your workplace operations to improve productivity, collaboration, and engagement, ultimately leading to meeting business goals and a positive ROI. In the hybrid era, that means tools to manage your office space, collaboration and communication, safety and security, project management, and informed decision-making.
Here are some common characteristics you should consider and features to look for:
Communication and collaboration tools should all improve and enhance communication rather than potentially add another complexity to your company and processes. As such, communication and collaboration tools should all include:
70% of organizations now offer work flexibility (Flex Index). With flexibility comes a different way to manage your workplace. Organizations should consider optimizing an office space that doesn’t need to accommodate its entire workforce on any given day using space management tools such as:
Learn more: What Is Space Management? Office Space Management Meaning
With data hacking and other security concerns becoming increasingly prevalent for businesses, investing in cybersecurity should be at the top of every organization’s list. It’s important to balance technology use and employee training to identify cybersecurity threats, such as phishing emails. Some of the more common features that cybersecurity tools can help with include:
Watch: JLL’s Irene Thomas-Johnson on Using Tech to Free up Time to Focus on People
Automation and AI tools can all help to solve the challenge of workplace efficiency, freeing up your workforce to focus on less routine tasks. Automation tools can be bucketed together into several different categories, including:
Like AI and automation, employee productivity tools help employees track progress toward goals, organize their daily tasks and workloads, manage their time, and much more. Productivity tools can help with challenges, including:
Watch: Former Google and Slack executive Brian Elliott on rethinking productivity and leadership
Workers are working from more places, with varying work styles, and coming from more diverse backgrounds than ever. Organizations, therefore, need to provide tools that can be flexible and adaptable to different employees’ locations, needs, and experiences, such as:
Whether updating old technologies or adopting new ones, 70% of digital transformations fall short of their objectives (Boston Consulting Group). Therefore, organizations must make the best preparations before implementing workplace technology. Failing to do so can result in additional costs, waste of resources, and frustrations to boot.
Below is a five-step process to help you more effectively implement workplace technology:
When deciding to implement new technology in the workplace, organizations should first identify all stakeholders who will be using the technology. Will it be the entire company, a specific department, or even a team or individual? Knowing who will be most affected by the new tool can help you tailor your communication to assuage early concerns.
It’s essential to highlight, first and foremost, the benefit the technology brings to the people utilizing it. Will it help to make them more productive or make it easier to collaborate with colleagues? Starting with the benefits is essential, followed by ensuring the employees have the right resources to train themselves on using and leveraging the technology to its fullest.
Once you know who will use the tech and the purpose you’re trying to achieve, you need to find the right tools to align the technology with business needs. That may mean doing a search on the web or asking your network. If a product offers a free trial, that may be something you want to test out to see the full capabilities of the tech before committing to it.
Organizations must bring all users up to speed once they implement the tool. That would also lead to smoother change management and higher adoption rates. Provide comprehensive onboarding and training for new tools during implementation, with open communication channels for employees’ questions and concerns.
Lastly, regular technology reviews should be established to ensure the technology works in the ways it was meant to be used. As companies grow and mature, workplace tech stacks can change. Regularly reviewing what is being used can ensure no overlap among tools. Organizations should also review the competitive landscape regularly to determine if other tools can better solve the challenges you’re trying to solve.
The modern workplace is here. Technology is the norm now and will continue to play a bigger role in the future. AI was the transformative workplace tech tool that emerged to take workplaces by storm this year. LinkedIn predicts that AI will create more waves in the workplace in 2025, including paving the way to a shorter workweek and helping build more inclusive workplaces.
Here are five workplace technology trends we foresee for next year:
AI will become more prevalent in workplaces, from predictive analytics to virtual assistants. AI-powered automation is transforming workplace operations by streamlining repetitive tasks, improving decision-making, and reducing human error. It’s becoming a cornerstone of modern workplaces, enabling employees to focus on higher-value tasks.
81% of employees prefer some form of flexible work. Hybrid work is here to stay, and technology is critical to bridging the gap between in-office and remote employees. The focus is now on workplace technology that enhances collaboration, flexibility, and productivity while optimizing space utilization. Tools that support flexible work schedules and office layouts will dominate.
Related: 10 Essential Things To Look For in a New Office in 2025
In a Johnson Controls and Forrester Research survey, 80% of respondents said implementing or improving their sustainability efforts was a top priority. Sustainability is no longer optional—it’s a strategic priority for organizations worldwide. Green technology in the workplace will focus on reducing environmental impact while improving efficiency. Sustainability-focused solutions, such as energy-efficient devices and paperless workflows, will gain traction.
New workplace technologies will enhance the collaboration experience with remote team members. Augmented reality (AR) and virtual reality (VR) tools are two such tools. AR enhances the actual physical world by incorporating digital elements into it, while VR uses an entirely digitally rendered virtual environment. Blending the two can create immersive experiences that bring remote collaboration to life and enhance team engagement.
Read more: Teamwork or Hard Work? Get 5 Steps Closer to a Collaborative Hybrid Office
Cyber threats, including phishing, ransomware, and data breaches, pose significant risks to businesses of all sizes. By 2025, cybercrime is projected to cost $10.5 trillion in damages (Cybersecurity Ventures). These damages represent the cost of data breaches, stolen funds, intellectual property theft, operational disruption, and post-attack recovery. As organizations adopt more digital tools, the need for robust cybersecurity has intensified. Protecting data in a tech-driven environment will remain a top priority.
Related: 12 Modern Workplace Trends in 2025
Workplace technology is evolving rapidly, and workplaces must adapt as the nature of work and the tools used to complete work change.
The COVID-19 pandemic caused one of the most significant shifts in recent memory regarding how and where people work. The pandemic led to a massive rise in fully remote workers as companies shuttered offices and enforced social distancing. It also led to a subsequent increase in hybrid work situations, in which employees are expected to report to an office between 1-4 days per week (out of a typical five-day workweek). This shift creates a demand for workplace technology solutions, such as desk booking software solutions like Skedda, to allow employees to book desks quickly and easily in a flexible work environment.
AI has also caused massive disruption, enabling knowledge workers to become more productive than ever before. It has allowed workers to focus less on routine, repetitive, and tedious tasks and more on functions unsuitable for AI, such as creative and human-focused tasks. The trend of AI will continue and be seen in all aspects of workplace technology, from communication and collaboration to task automation and everything in between. It will impact all departments across the company, from HR to Marketing to Sales to Engineering.
Lastly, workplace technology will become more integrated than ever before. Many tools workers use will work synchronously with all of their other tools to provide a seamless experience. We’re already seeing this trend occurring with Slack and Microsoft Teams, key communication tools that many organizations use, which integrate with other tools to enhance collaboration and productivity.
The future of workplace technology is about enhancing collaboration, increasing efficiency through automation, and prioritizing employee well-being. As tools become more integrated, intelligent, and personalized, employees will have a more seamless experience working across physical and digital environments. Technology will be a catalyst for more flexible, collaborative, and sustainable work practices that benefit both employees and employers.
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