14 Exciting IoT Applications for the Office

Can you imagine today’s life without the Internet of Things (IoT)? IoT applications are so integrated in our daily routines that we hardly notice them anymore. Smart thermostats that automatically adjust the temperature and voice-controlled assistants that help us manage our schedules have become so common they don’t surprise us anymore.

The Internet of Things is making our homes more efficient, but the impact doesn’t stop at home. IoT applications are also becoming indispensable in the office. Just think of a meeting room where the lights turn on automatically, or an air conditioning system that powers down when the workday ends. These are just a few examples of uses of IoT in the workplace.

Here at Vizito, we’re excited about the many possibilities IoT offers. Our own office is equipped with a variety of applications that streamline operations, enhance security, and boost productivity. In this blog post, we’ll share some of our insights on how IoT can make office life both more practical and fun. Keep reading to learn more about the following topics:

• What is IoT in the office?
• 7 IoT use cases from Vizito’s office
• 7 more cool and exciting IoT applications for the office
• Benefits of IoT in the office
• Risks and challenges of IoT in the office

What Is IoT in the Office?

The Internet of Things (IoT) refers to a network of connected devices and sensors that communicate and share data over the internet. Simply put, IoT extends internet connectivity beyond standard devices like computers and smartphones to a wide range of everyday objects. These devices are equipped with technology that allows them to work together and communicate with each other, making them “smart.”

In the office, IoT involves smart devices and systems that automate tasks, monitor conditions, and provide data-driven insights. The goal is to enhance efficiency, security, productivity, and employee well-being.

The Internet of Things in the office relies on sensors that collect various types of data – how many people are in this room, what’s the temperature and air quality, how much natural light is there… This data is then transmitted via wireless networks, and automated actions are triggered based on the information. Did someone enter a meeting room? The lights will turn on automatically—unless there’s enough natural light. Is the temperature too high? The HVAC system will kick in, and so on.

7 IoT Use Cases from Vizito’s Office

At Vizito, we are thrilled about the possibilities of the Internet of Things. It plays a key role in our daily operations, helping us transform our office into a smart, efficient, and secure workspace. From smart lighting, advanced motion detection to real-time notifications and playful features that make work enjoyable, Vizito leverages cutting-edge IoT applications to optimize both comfort and operational efficiency. Below are 7 key IoT use cases from Vizito’s office that we hope will inspire you.

1. Smart Lighting

We already mentioned smart lighting several times, and that’s no coincidence. At Vizito, we take smart lighting to the next level, with a fully automated system that adjusts to both occupancy and natural light.

How does it work? In the morning, when the first employee arrives, the office lights automatically turn on—provided there isn’t enough natural daylight. When the last person leaves in the evening, the lights switch off. The system also responds to outdoor light levels, adjusting indoor lighting throughout the day to balance with natural light.

Additionally, we have smart blinds that adjust automatically to direct sunlight, ensuring optimal lighting conditions and comfort all day long.

As for the evening hours, LED lights illuminate our office signage for visibility. As you’d expect, this is also automated: lights turn on at sunset and switch off two hours later, or at 10 PM during the winter months.

2. Automated Climate Control

Good air quality and a comfortable temperature are essential for productivity—no one works well when they’re too hot, too cold, or breathing stale air. At Vizito, we let smart office technology take care of all that for us.

Our automated climate control system ensures the ideal office environment around the clock. Smart HVAC sensors monitor air quality and trigger notifications if something’s off. The heating and air conditioning systems adjust automatically based on room occupancy, air quality, and inside and outside temperatures.

This way, we keep everyone comfortable while also saving energy. Win-win!

3. 5 o’Clock

Sometimes, it’s fun to add a little playfulness to the office. We love the quirky feature we call “5 o’clock.” At the end of the workday, exactly at 5 PM, our office lights turn green—a cheerful signal that it’s time for everyone to head home.

Additionally, when a new customer signs up for a subscription online, our lights take it up a notch, transforming into an array of rainbow colors while a catchy tune plays to celebrate the new addition to our Vizito family.

It’s these little touches that make the work environment more exciting and engaging. Got any fun IoT gimmicks in your own office? Please share them—we’d love to hear how you’re bringing a touch of joy to your workplace!

4. Motion Detection

Vizito’s office is fully equipped with motion detection sensors, making daily office life a breeze. Walk into any room, and the lights switch on automatically when needed. In the kitchen, not only do the lights adjust, but the coffee machine switches on too, ready to start brewing your next cup. In the meeting room, both the lights and presentation screen are activated, ensuring everything is set for your meeting.

Outside, we’ve added motion detection sensors to enhance security. When movement is detected, the security cameras are automatically activated, keeping the property under constant watch.

5. Real-time Notifications

Our systems are equipped to send real-time notifications for critical events. For instance, if a door or window is left open when all employees have left, we’ll receive an immediate alert. The same goes for smoke alarms or water leaks – instant notifications are sent and allow for quick responses.

In case of a power outage, the system notifies us when the UPS (Uninterruptable Power Supply) kicks in, giving us about two hours to resolve the issue before the battery runs out. As all sensors are battery-powered, their battery life is monitored continuously. When a sensor’s battery is low, the system sends an alert, so there are no surprises.

With real-time alerts, we are able to address problems before they escalate, ensuring our office remains safe and secure.

6. Smart Lock

At Vizito, we use Salto KS smart locks to enhance security and control access to our office. These smart locks allow us to grant time-specific access to different users. For example, employees are restricted from entering the office on weekends, while the cleaning crew can only access the premises on their scheduled cleaning days.

Additionally, we can track who enters and exits the building, with detailed logs showing precise entry and exit times. In case of emergencies or unexpected deliveries, we can even unlock the door remotely for first responders or courier services.

7. Smart Asset Management

All of the above systems give us valuable insights into how our office space is being used. This information can be incredibly useful. Which offices, meeting rooms, phone booths, and other spaces are used the most? By analyzing data on room usage, we can determine whether we have too many or too few spaces available, helping us make informed decisions about scaling up or down.

For example, if certain meeting rooms are underused, it may indicate that we can downsize or repurpose the space. On the other hand, if rooms are constantly booked, it might be a sign that we need to expand. This data-driven approach allows us to optimize our office layout and ensure that we’re making the most efficient use of our available space.

7 More Cool IoT applications for the office

​​No matter the size of your business—whether it’s a startup or a large corporation—IoT holds limitless possibilities. Here are some more exciting IoT applications to boost productivity and lift employee morale:

1. Automatic Meeting Room Booking Systems

It’s probably happened to you before: the meeting room you thought you had booked turns out to be occupied, and you’re left scrambling to find an available space at the last minute. With an automatic booking system, those issues are a thing of the past.

Smart sensors continuously monitor room occupancy, allowing you to see available meeting rooms via an app. With just one click, you can book a space for your meeting. Once the meeting is over, the room is automatically freed up for others to use. This way, you can make the most of every room—stress-free.

2. Smart Desks

If you share a desk with others, you know the struggle of fiddling with knobs or trying to get your desk just right every time. With a smart desk, that hassle is history. These desks come equipped with sensors that automatically adjust to your ergonomic needs, whether you’re sitting or standing. Just press a button or use an app, and voilà—your desk adjusts itself to your preferred height and settings. Plus, you can save personalized settings for different users, making shared desks a breeze.

3. Smart displays

Have you ever walked into an office building and been greeted by a screen that knew exactly what you needed? That’s the power of IoT-connected digital signage. The possibilities are endless. Smart displays automatically update based on schedules, planned events, or even the time of day. It requires literally no effort, makes office communication seamless and efficient, and is a great way to impress visitors.

When you have a meeting scheduled, for example, rather than printing signs or scrambling to update a whiteboard, the digital signage outside the room can automatically show the agenda, a list of participants, and even a personalized welcome message for your clients. A last-minute room change? No problem – the system updates in real-time.

Or do you need to share company news, like an upcoming event or special achievement? The signage will update automatically, ensuring everyone stays in the loop without flooding their inbox with notifications.

When the day is done, the signage can automatically switch to energy-saving mode or display a “See you tomorrow!” message.

4. Smart Coffee Machines

There’s nothing that brings colleagues together like the coffee machine. It’s the perfect spot to catch up or to fill up on energy. With an IoT-powered coffee machine, your coffee break becomes even better. Employees can order their favorite coffee with an app before they even enter the kitchen. No more waiting around — your cappuccino or espresso will be ready just in time. Moreover, employees can save their personal preferences, so they get their ideal cup of coffee every time.

The smart coffee machine also tracks its own supplies. Running low on beans or milk? The machine sends an automatic alert to the person in charge or even places a new order when needed.

Whether it’s for catching up on office gossip or just taking a break, with a smart coffee machine, there’s always a perfect cup of coffee ready when you need it.

5. Smart Visitor Management

Digital visitor management has completely changed the way companies welcome their guests. Gone are the days of paper sign-in sheets and waiting for someone to be available at the reception desk. Systems like Vizito offer a streamlined experience, allowing visitors to check in easily and notifying their hosts in real-time. Not only does this create a more efficient check-in experience, it also enhances security.

Integrating these systems with IoT takes them to the next level. By connecting various devices and sensors, you can add new layers of security and personalization. Imagine a system where a visitor’s identity is confirmed through advanced facial recognition, or where smart badges and wristbands track their movement within designated areas. Smart locks can grant access to authorized rooms. And upon check-in, a personalized welcome message could greet them on the smart screen you installed in your reception area (perhaps after reading tip number 3 in this section).

6. Inventory Management Systems

Are you tired of running out of office supplies at the most inconvenient times? IoT-based inventory systems may change that. These smart solutions automatically monitor your office supplies and restock items as needed.

Sensors keep a real-time watch on inventory levels. When supplies hit a predefined threshold, you receive an alert, or the system can automatically place an order for you. No more worrying about running out of essentials like printer paper, pens, or coffee pods.

Additionally, these systems provide detailed reports and analytics on usage patterns. This helps you make informed decisions about purchasing and budget allocation, ensuring that you’re never overstocked or understocked. For example, if certain items are used more frequently, the system adjusts future orders to keep up with demand.

7. Automated Task Reminders

IoT-driven task reminders may not be widely adopted yet, but they function in much the same way as other smart office devices, like automated lighting. The concept is simple: sensors detect employee presence in a certain area and trigger automatic reminders for important, time-sensitive tasks.

For example, when an employee enters the printer room, they could receive a notification to replace the toner or clean the machine. If someone steps into the server room, they might get a prompt to check the room’s temperature or perform routine maintenance. In storage areas, reminders can be triggered to reorder supplies or verify inventory levels.

The major benefit of this system is that crucial tasks no longer slip through the cracks, as technology provides timely reminders exactly when and where they’re needed.

Benefits of IoT for businesses

When you look at the examples above, it’s easy to see these systems offer many benefits. But the advantages go far beyond convenience and comfort. If you implement IoT applications smartly and efficiently in your business, it can have a significant long-term impact.

Cost Savings and Increased Efficiency

By automating routine tasks, you can save a considerable amount of money. How? Smart systems for lighting, HVAC (heating, ventilation, airconditioning), and security can operate autonomously by adjusting settings based on real-time data. This prevents lights from staying on in empty rooms or the air conditioning from running unnecessarily. Not only does this save energy, it also reduces the need for manual intervention. A win-win situation.

Sustainable Energy Management

Sustainability is high on the priority list for many companies, but in the hustle and bustle of everyday operations, it doesn’t always make it to the top of the agenda. As mentioned above, various applications of IoT in the office can help save energy without requiring much time or effort. If you want to reduce your ecological footprint even further, you can optimize your energy consumption by accurately mapping it and using the collected data to develop more efficient energy management and sustainable operations.

Enhanced Security

IoT enhances office security with smart locks, cameras, and alarm systems that can be monitored and controlled remotely. These connected devices provide real-time alerts and allow for quick responses to potential security threats, ensuring a safer workplace.

Improved Productivity

IoT allows for the creation of personalized work environments. With smart lighting, climate control, and even adjustable desks, employees can tailor their work station to their preferences. The result? Greater comfort and increased productivity.

Tracking and Controlling Office Assets

IoT also offers robust tracking and control capabilities for office assets. Businesses can monitor the status of equipment, inventory levels, and even employee movement within the office. This data-driven approach helps optimize resource allocation and prevents losses or inefficiencies.

Data-Driven Decision Making

The data collected by IoT devices provides valuable insights into office operations. Whether it’s about energy management, equipment maintenance, inventory control, space utilization, or security incidents, analyzing this data allows you to make informed decisions to optimize efficiency, improve processes, or enhance the overall work environment.

Remote Control and Management

Finally, IoT enables remote control of office systems. Essential functions, such as adjusting the thermostat, monitoring security cameras, or managing energy usage, can be controlled from virtually anywhere. Flexibility and convenience have never been so limitless.

Risks and Challenges of IoT in the Office

With internet security being a major concern, it’s important to recognize that while the Internet of Things in the office brings numerous benefits, it also comes with certain challenges.

Security Concerns

One of the main risks associated with IoT is the potential for hacking and unauthorized access. Every connected device represents a possible vulnerability that hackers can exploit. To avoid breaches of sensitive data or unauthorized control of critical systems, businesses must take proactive measures. At Vizito, we ensure security by implementing strong encryption protocols, multi-factor authentication, and regularly updating our IoT devices to patch any vulnerabilities.

You can read more on workplace security in this guide to protect your business and people.

Dependence on Technology

While IoT brings automation and convenience, it also increases reliance on technology. System failures or outages can disrupt operations, from lighting and HVAC control to security monitoring.

Companies should therefore have backup systems in place and regularly test failover protocols to ensure minimal disruption during outages or technical failures. At Vizito, we have a 4G receiver installed as a backup in case our internet or Wi-Fi systems experience outages.

Privacy Issues

IoT devices often monitor employee behavior, whether it’s tracking movement through motion sensors or monitoring productivity through smart systems. To address ethical concerns about employee privacy, clear privacy policies and transparent communication are key.

Data Management

IoT devices generate large amounts of data, which must be securely stored and effectively managed. Cloud-based solutions for secure data storage and processing, along with data encryption and regular backups, can avoid mishandling or loss of this data.

Conclusion

For anyone running or working in a business, the power of the Internet of Things is hard to ignore. IoT is transforming the modern office – and who wouldn’t enjoy some comfort like automatic lighting or a freshly brewed cup of coffee made to their exact taste?

But of course the impact of IoT goes beyond comfort. From smart climate control to advanced security systems and data-driven insights, IoT applications in office spaces provide innovative solutions that boost efficiency, enhance security, and empowers businesses to optimize operations.

As the workplace continues to evolve, it’s essential for businesses to explore IoT solutions that can simplify daily tasks and create a smarter, safer office. By embracing IoT, companies can reduce costs and improve both employee and visitor experiences.

To get a feel of how a modern visitor management system can help your business, try out Vizito during a 14-day trial. Chat with us or book a demo to discuss how Vizito can help you improve your reception.