Workplace operations insights

Smart Office: TL;DR

• A smart office uses sensors, controls, and booking systems to organize office space according to demand and offer it to employees.
• The most important room concepts in the smart office include quiet zones, areas for teamwork, meeting rooms, telephone booths, and break and social areas.
• Desk sharing in the smart office enables a fair distribution of workspaces while reducing the number of unused desks.
• The smart office offers companies higher productivity, lower space costs, and greater attractiveness in the competition for skilled workers.
• Employees in the smart office benefit from better working conditions, more choices, and fair access rules for workspaces and rooms.

What is a smart office?

A smart office is an office that is designed with technical equipment and a well-thought-out room layout to suit the actual working methods of its users. The aim is to make targeted use of technology and software to create a place that has a positive effect on productivity, health, and collaboration in equal measure.

Distinction from related terms:

• New Work focuses on values, meaning, and new forms of leadership.
• Modern Workplace often refers to the digital workplace with software and cloud services.

What are the key technologies in the smart office?

The most important technologies in the smart office include sensors for occupancy and room quality, automatic controls for lighting and climate, booking systems for workstations, rooms, and employee attendance.

Sensors for rooms and workstations

Occupancy sensors detect whether desks or meeting rooms are in use.

• Benefit: Companies can identify which areas are being used to capacity and which remain unused.
• Implementation: Workspaces that are consistently underutilized can be converted into quiet zones or areas for teamwork.

Environmental sensors measure temperature, humidity, CO₂ levels, and noise levels.

• Benefit: They provide alerts when air quality declines or noise levels become too high.
• Implementation: Poor acoustics can be improved with sound-absorbing furniture, acoustically effective partitions, or large plants.

Control of lighting, climate, and air

Automatic systems in the smart office regulate lighting, heating, and ventilation depending on usage.

• Example: Lighting dims when there is sufficient daylight, ventilation starts when CO₂ levels rise, and heating and cooling are reduced in unused rooms.
• Result: consistent conditions for concentrated work in rooms that are actually in use and lower overall energy consumption.

Booking systems for workstations, rooms, and zones

Employees can reserve individual workstations, meeting rooms, project areas, quiet zones, or parking spaces in advance.

• Advantage: everyone has the opportunity to access the available options fairly.
• Implementation: Reservation via app or desktop, quick check-in with QR code or chip, automatic release of unused spaces.

Tip: Your employees can reserve their preferred seats in advance using the PULT desk booking and room booking system. As soon as they arrive and connect their laptop or smartphone to the company Wi-Fi, their presence is automatically recorded.

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What room concepts belong in a smart office?

Important room concepts in a smart office design include quiet zones for quiet and concentrated work, open areas for teamwork, meeting rooms and telephone booths, as well as break and social areas. They complement each other and enable every activity to find the right place.

Quiet zones and individual workstations for concentrated work

• Purpose: undisturbed work on tasks that require full attention.
• Implementation: sound-absorbing materials such as carpets, acoustic ceilings, room dividers, upholstered furniture; rules for quiet (no phone calls or extended conversations).
• Addition: plants as natural sound absorbers and visual barriers.

Areas for teamwork

• Purpose: Employee exchanges, project work, workshops, meetings with customers.
• Implementation: Open spaces with rollable tables, chairs, whiteboards, room dividers, presentation technology.
• Location: Physically distant from quiet zones.

Meeting rooms and telephone booths

• Purpose: Confidential conversations, video calls, concentrated small group work.
• Implementation: Soundproof telephone booths with power supply for laptops and adjustable lighting; small meeting rooms equipped with displays, cameras, and good acoustics.
• Advantage: Enables undisturbed communication despite large, open office spaces.

Break and social areas

• Purpose: Relaxation, informal exchange, community.
• Implementation: Coffee kitchens, lounges with sofas, games or sports facilities.
• Addition: Design with warm materials, fabric-covered surfaces, and upholstered furniture, as well as daylight to create a pleasant atmosphere.

Biophilic design

• Purpose: Combining work and nature, increasing well-being and concentration.
• Implementation: Plant walls, planted room dividers, wood materials, plenty of daylight.
• Advantage: Natural sound absorption and improved air quality.

What are the advantages of smart office solutions for companies?

A smart office system offers companies three main advantages: productivity increases because employees are happier overall, space is used more efficiently, and the company becomes more attractive to applicants and employees.

Increase productivity in the smart office 

• Fewer disruptions thanks to appropriate room layout and better acoustics.
• Fewer health-related absences because lighting, air quality, and equipment are better coordinated.
• More collaboration thanks to zones for exchange and project work.

Optimize space and costs

• Workstations are only provided when they are really needed.
• Vacancies decrease and operating costs are significantly reduced.
• Energy consumption is reduced through demand-based control of lighting, heating, and ventilation.

Increase attractiveness as an employer

• A modern and employee-centered smart office signals appreciation and awareness of employee wishes.
• Talented individuals are more likely to choose employers who offer contemporary spaces and working opportunities.
• Sustainability aspects (energy savings, conscious use of space) improve the company's image. 

What are the advantages of a smart office for employees?

For employees, smart office services mean better everyday working conditions, more choices, and fairer use of office resources.

• Pleasant working conditions with fresh air, appropriate lighting, and quiet zones.
• Variety between sitting, standing, and movement.
• Less acoustic stress.
• Employees decide for themselves whether they want to work alone in a focused manner or together as a team.
• Quiet zones, project areas, or social areas are available depending on the task.
• Desk sharing allows employees to choose the workplace that suits their activity.
• Booking systems ensure that all employees have equal access to workstations, rooms, and break areas.

What role does desk sharing play in the smart office?

A smart office combines sensor technology, controls for lighting, heating, and ventilation, and a room layout that meets the actual needs of employees. However, for these new smart office structures to be effective and fairly distributed, an overarching concept is needed: desk sharing.

Desk sharing allocates workspaces according to demand, makes underused areas visible and usable, and ensures that employees get the right space for the task at hand. To make the concept work, you can use booking software:

• Set up the PULT booking system: Reserve individual workstations, meeting rooms, project areas, quiet zones, and parking spaces via app or desktop; automatic check-in via Wi-Fi connection with PULT Presence; automatic release in case of no-shows (no-show rule).
• Establish fair rules: maximum advance booking period, no permanent reservations for the same table, quotas for high-demand areas and team days when adjacent seats can be booked.
• Standardize equipment: monitor, docking station, keyboard, mouse at every table; personal items in lockers; clean desk policy.
• Organize cleaning and maintenance: Daily cleaning of individual workstations by employees, provision of disinfectant wipes, regular maintenance cleaning.

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Office Attendance: TL;DR

• Mandatory attendance rules in office do not increase productivity; rather, they reduce satisfaction and increase turnover.
• Attendance data can be used to reduce the number of individual workstations and create space for collaboration, breaks, and team zones.
• Actual office attendance can be measured by utilization, attendance days, and no-show rates. The most reliable way to do this is with an office attendance tracker that combines booking and Wi-Fi data.
• With office attendance software such as PULT, you receive real-time data on the use of your workstations and can derive targeted measures to increase attendance.

How do I measure office attendance?

You can measure office attendance using three key figures: workplace utilization, average attendance days per employee, and the peak day rate. In addition, no-show rates for bookings provide valuable information about how reliably your office is actually being used.

• Workplace utilization shows you how many workstations are actually occupied in relation to the available spaces.
• Days of attendance per capita show whether your employees tend to be in the office two, three, or even four to five days a week.
• The peak day rate tells you how high utilization is on peak days.
• No-shows indicate that employees book spaces or rooms but then do not use them.

You can record office attendance manually by counting and keeping your own Excel lists. This gives you initial indications, but is very time-consuming.

Classic booking systems go one step further. They show you which workstations or rooms have been reserved. The catch: a booking does not automatically mean that the space was actually used, and no-shows distort the picture. 

The most reliable way to measure true office attendance is PULT Presence, an attendance software for your office. This records both bookings and actual attendance in the office. The recording takes place as soon as employees' laptops, tablets, or smartphones connect to the company Wi-Fi. This also works via your existing Wi-Fi infrastructure.

Tip: With the office evaluation feature in PULT, you can see exactly how your office is actually being used. You can record actual attendance, bookings, no-shows, and peak days in one office attendance system in PULT.

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What can office attendance data be used for?

Office attendance data allows you to use your existing office space in ways that were not possible before. Utilization figures enable you to offer your employees the rooms and zones that they actually want.

• Fewer fixed workstations: If you notice that many individual workstations regularly remain empty, you can reduce their number. A desk-sharing concept makes it possible to have fewer desks without anyone being left empty-handed. You can use the space that becomes available for other purposes.
• Create rooms that are in demand: Meeting rooms and team zones are in greater demand than traditional individual workstations. With the square footage you gain, you can set up meeting rooms, project areas, or creative zones that offer your employees real added value.
• Attractive break and relaxation options: Lounges, kitchenettes, or even sports areas make the office a place where people enjoy spending time. These areas are difficult to replace in a home office, and that is precisely what motivates people to come to the office voluntarily.
• Increase employer attractiveness: A modern, well-equipped office is also an argument in recruiting. Applicants are increasingly looking for a workplace that offers exchange, well-being, and relaxation.

Tip: Many employers want their employees to return to the office from working at home. With positive measures, you too can make a successful return to the office.

What is the impact of compulsory office attendance?

According to recent studies, compulsory office attendance does not lead to increased performance, but rather reduces satisfaction and can sometimes increase staff turnover. Younger generations are particularly affected.

• No increase in productivity: Analyses of companies with mandatory office attendance policies show that performance does not increase and in some cases even declines.
• Declining satisfaction: Employees feel patronized, which has a negative effect on motivation and loyalty to the company.
• Higher staff turnover: Many resign or look for new opportunities when they lose flexibility due to rigid attendance requirements.
• Unequal impact: Studies show that women, high-performing employees, and millennials are particularly likely to resign when mandatory office attendance is introduced.

Measurements as the first step toward increased office attendance

The option of spending individual workdays in a home office has become standard for employees. At least, that is true for professions where it is actually possible. However, office attendance is also a valuable asset that employers rightly want to see return.

The return to the office and thus increased office attendance is best achieved through positive motivation. Coercion tends to lead to attrition. Any measures that make your office more attractive are considered suitable motivators. Offer your employees something that their homes cannot provide.

In order to free up space for lounges, team areas, quiet areas, or even sports rooms, you will need to redesign the existing space and reduce the number of individual workstations. The first link in this chain is therefore to measure the current office utilization. And this is best achieved with Office Insights from PULT.

Important: As more colleagues return to the office, booking and attendance figures will naturally shift. Therefore, keep an eye on the trend in PULT, which is very easy to do using Office Insights.

By observing booking behavior, you can readjust the availability of individual workstations. This ensures that all employees can reliably book a free space at any time.

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Clean Desk Policy: TL;DR

• A clean desk policy is an internal guideline that stipulates that workstations must be completely tidy and free of documents or personal items at the end of the working day.
• The aim of the clean desk policy is security. It should protect company data and ensure that workstations in desk sharing can be used immediately by others.
• Important aspects of the clean desk policy include: secure storage of documents, locking devices, using the cloud instead of external data carriers, disposing of paper, and clear end-of-day routines.
• The following applies to home offices and other work locations: Documents and devices should be secured so that guests or strangers cannot see them.

What is a clean desk policy?

A clean desk policy contains rules for the secure storage of documents and data carriers, for locking screens, for the destruction of paper waste, and for the protection of access data. It also stipulates that workstations must be left free of confidential materials at the end of the day.

• Document storage: Documents containing confidential or personal data must be stored in lockable cabinets, lockers, or rolling containers.
• Screen lock: Computers, laptops, tablets, smartphones, and terminals must be locked as soon as the workstation is left.
• Notes and data carriers: Records, USB sticks, or external hard drives must not be left lying around.
• Paper disposal: Printouts must be destroyed using a document shredder or other secure disposal system.
• Password protection: Access data must not be stored in writing at the workplace.
• Cleaning and tidiness: Workstations must be left free of documents and materials at the end of the working day.

Download: Clean Desk Policy template

You can download the Clean Desk Policy template free of charge. It contains:

• a brief introduction with purpose and scope,
• rules for documents, data carriers, devices, and workstations,
• instructions for review,
• friendly wording that can be easily adapted to your company.

You can use the template and customize it for your company.

Clean Desk Policy Template (PDF)

How do I implement a clear desk policy?

Before introducing a clean desk policy, assess the current situation, formulate the objectives, and establish the rules. Then provide the necessary equipment, discuss the policy with employees, and establish it in everyday working life.

Step 1: Analyze the current situation before introducing the clean desk policy

• Observe how workstations are currently being used: What materials are often left lying around? What items are disruptive? (e.g., cables, personal items, printouts)
• Find out which workstations handle company data or which teams have special requirements (e.g., video production, camera teams, archiving work).
• Determine what equipment is already available (lockable cabinets, lockers, cloud access, secure waste bins).

Step 2: Formulate the objectives and meaning of the clean desk policy

• Specify that all workstations must be left as they were found at the end of the booked working period so that others can use them immediately.
• Specify data protection requirements, for example, no leaving company data or customer documents lying around openly

Step 3: Create rules for the clean desk policy and put them in writing

• Develop and supplement your own rules based on the download template: documents, devices, personal items, cleanliness, etc.
• Define exceptions, for example, for external hard drives for the video team

Step 4: Provide equipment

• Lockable lockers for personal items (jackets, backpacks, bicycle helmets, etc.) and compartments for personal work equipment (headsets, noise-canceling headphones, mice, keyboards, etc.)
• Cloud software and cloud storage so that documents are not stored locally on devices
• Tools such as document shredders or secure containers for disposal
• Cleaning stations with disinfectant and wipes so that the workplace can be left in a hygienic condition.

Step 5: Communication & employee involvement

• Present and explain the clean desk policy in team meetings, collect questions
• Enable employees to contribute ideas and requests, for example regarding storage options, workplace equipment, personal equipment

Step 6: Establish the clean desk policy in everyday life

• End-of-day routine: Describe tasks that should be completed before the end of the working day and before leaving the workplace.
• Reminders: Posters of the clean desk policy, digital notices, checklists at workstations.
• Responsibilities: Who ensures compliance with the clean desk policy? Who takes action when rules are not followed?

Step 7: Review and monitor the clean desk policy

• After a few weeks, evaluate together whether the rules of the clean desk policy are working, are realistic to comply with, and where there is room for improvement.
• Seek discussions with employees to identify weaknesses in the clean desk policy
• Modify rules, improve equipment, and/or change processes

Is a clean desk policy also necessary when working from home?

A clean desk policy also protects confidential information from unauthorized access when working from home. In addition to family members, guests or tradespeople may occasionally be present, or you may be living in a shared apartment. 

• Confidentiality: Put away documents containing company data after work, especially if you work in living rooms or shared rooms.
• Storage: Store documents in lockable folders or cabinets, not openly on the table or shelf.
• Devices: Lock your laptop, monitor, or tablet when you finish work.
• Cloud use: Consistently save files in the company cloud instead of locally on private devices.
• Separation of work and private life: Clearly separate work documents from private correspondence, documents, etc.

Tip: Consider other work locations in the clean desk policy
For employees who travel a lot, you should explicitly extend the clean desk policy to their work locations:
- At customers' premises
- At trade fairs and conferences
- In coworking spaces
- In hotels

What are the benefits and disadvantages of a clean desk policy?

A clean desk policy improves data protection, makes it easier to work in shared offices, and ensures a uniform standard for handling workstations. However, practical issues or resistance may arise during implementation.

Benefits of a clean desk policy

• Protection of confidential information: Open documents or unlocked screens are a common cause of data breaches. A clean desk policy counteracts this.
• Smooth workplace change: In offices with desk sharing, everyone can start immediately without having to tidy up or move other people's documents aside.
• Professional impression: Visitors, applicants, customers, or new employees experience a tidy and inviting office.
• Routines: The end-of-day routine ensures that the working day is consciously concluded.

Disadvantages of a clean desk policy and solutions

• Additional effort: Tidying up at the end of the working day takes a few minutes. Solution: With a clear routine using a checklist, it rarely takes longer than five minutes. However, this short effort saves all colleagues time at the start of the next working day because all workstations are immediately ready for use.
• Feeling of control: Some people perceive the policy as restrictive or patronizing. Solution: Instead of imposing rules from above, it helps to explain the reasons behind them openly: data protection and the fair and collegial use of shared spaces.
• Practical hurdles: Lack of cabinets, storage space, or cloud access. Solution: Before the policy is made binding, the necessary resources should be in place: lockers, secure disposal systems, and reliable cloud software.

Tip: Desk Sharing rules
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The Clean Desk Policy specifically applies to your team's workspaces. Desk sharing rules can help you use shared workspaces, the office, meeting rooms, and zones fairly and without conflict.

Clean Desk Policy and Fairness with PULT

A Clean Desk Policy ensures that everyone in the team finds their booked workspace ready for use. Desk booking in PULT follows the same principle: your team books desks, zones, rooms, or parking spaces via the software. Everyone has access to the same resources, which creates fairness in usage.

Fairness also means that reserved spaces are not blocked if they are unused. With PULT Presence, automatic check-in takes place via your existing Wi-Fi. If there is no check-in, the space is released again after a defined period of time and is thus available to other colleagues.

The evaluation in PULT Office Insights shows you whether the clean desk policy and desk sharing rules are working. There you can see how workstations, rooms, and zones are actually being used and get direct feedback from the team.

Tip: Find out more about office insights in PULT here and desk booking here.

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Agile Workplace: TL;DR

• An agile workplace is an office with different zones for concentration, collaboration and exchange, as well as relaxation and balance.
• Activity-based working is the most common model of the agile workplace: the activity determines the chosen workplace within the agile workplace.
• Many large companies use agile workplaces to strengthen collaboration among employees and make targeted use of the available space.
• Studies show that an agile workplace works best with quiet areas, clear rules for allocating space, and accompanying change management.
• With the agile workplace management software PULT, space allocation in the agile workplace can be managed easily and fairly.

What is an agile work environment?

The term agile workplace refers to the entire work environment, i.e., the office with all its equipment and the way teams work and interact with each other. An agile workplace creates conditions that allow work to be organized and completed in line with daily requirements.

• Spaces: Instead of fixed seating arrangements, the agile workplace consists of different areas. There are individual workstations for quiet and concentrated work, open spaces for workshops and teamwork, and meeting rooms that can be quickly set up depending on the size of the team and the task at hand.
• Work tools: The work tools in the agile workplace are designed for constant collaboration. This includes cloud software that is shared and synchronized across devices. Content that has already been developed can be shared and edited together. The hardware is also designed with this in mind, with laptops and tablets being used instead of permanently installed desktop computers.
• Culture: The Agile Workplace also refers to the team's attitude toward their own work. Everyone takes responsibility for their part of the work and the team's performance. Work performance is evaluated based on results and no longer on hours of attendance. Rooms, structures, and processes are continuously evaluated to determine whether they still meet the objectives. Changes are easy to make and are encouraged.

Why do companies work in an agile workplace?

The general pressure on companies to perform and reduce costs has increased since the pandemic and due to Trump's tariffs, meaning that working methods and premises are constantly being reviewed.

In order to remain competitive or even a pioneer, the workplace must offer employees the best possible conditions for their performance. The agile workplace is one answer to this, and activity-based working is often the model of choice.

Example of activity-based working in the agile workplace
The Dutch insurance company Interpolis has completely redesigned its offices based on activity-based working. Since then, there are no longer any fixed desks, but rather different areas for different activities: individual workstations for concentrated work in quiet zones, open spaces for workshops, and retreat areas. The result: 45% less office space and 24% lower annual occupancy costs.

Studies show that open-plan offices tend to slow down communication between employees. In some cases, direct communication fell by almost 70 percent because employees resorted to emails or chat.

An agile workplace, on the other hand, focuses on diversity of zones: places for retreat, places for exchange, places for short ad hoc meetings. Only this combination prevents the agile concept from falling by the wayside in everyday working life.

Companies are turning to the agile workplace because it makes office space usable for new and better work areas. These new areas help employees cope with the sometimes high pressure to perform and enable them to adapt their working methods to the task at hand on a daily basis.

How is an agile workspace designed?

An agile workspace is a modular system consisting of different zones and rooms that are used depending on the task at hand. At its core is the idea of activity-based working: the location is determined by the task at hand on a daily basis. This can change several times a day within the office.

• Quiet places for concentrated work: Individual workstations are arranged to provide peace and quiet. Acoustically effective room dividers, textile surfaces, and large plants provide visual and acoustic screening. This creates an area where undisturbed work is possible.
• Zones for exchange and workshops: Agile methods such as stand-ups, sprints, or retrospectives require spaces that can be used quickly and easily. Rollable tables, whiteboards, and partition walls make it possible to reconfigure the room in a matter of minutes depending on the size of the group and the task at hand.
• Meeting rooms in various sizes: Meeting rooms are available for consultations and larger project or customer meetings. These are equipped with video conferencing technology so that teams can also collaborate with colleagues working from home or in coworking spaces.
• Social and break areas: Kitchens, lounges, and café areas are integral parts of the culture in the agile office space design. They serve as places to relax and ensure that the team does not have to leave the office, as everything they need is provided. Studies show that these areas in particular strengthen the flow of knowledge and increase the quality of time spent in the office.
• Areas for exercise and relaxation: The agile workplace creates areas for exercise, play, and relaxation. This could be a room with a table tennis table or foosball, a small fitness zone with treadmill desks, or a relaxation room with comfortable armchairs. Such places follow a simple logic: those who exercise or consciously relax in between tasks remain focused and resilient for longer. This is intended to create a balance to the otherwise high performance requirements.

How do I implement an agile workplace?

An agile workplace is created step by step. It is important that the space, technology, and culture are developed together with the team. Here's how to implement it in practice:

1. Understand needs

The first step is to analyze current working practices. Which activities are most important in everyday life and which working environments are lacking? Employee surveys and observations help to accurately identify needs.

2. Set goals

An agile workplace is more successful when it has a clear goal. This could be more collaboration, better use of space, or increased team satisfaction. Such targets give the project a clear direction.

3. Design spaces

Based on the analysis, a concept is developed with different zones: concentrated work, collaboration, exchange, relaxation. Diversity makes the difference. It is important that each area is clearly recognizable and serves its purpose.

4. Introduce digital tools

Software is the best way to manage space utilization.The agile workplace software PULT ensures that your employees can book their workspace. This organizes the use of space in a fair and transparent manner.

5. Develop rules and culture

An agile workplace thrives on shared responsibility. It requires clear rules for the use of space and a culture that promotes trust, personal responsibility, and a focus on results. Only when the team shares this attitude can the workplace reach its full potential.

6. Continuous adaptation

Working methods change, teams evolve, and new technologies are added. That's why an agile workplace is never complete. Regular review and adaptation ensure that the concept remains alive and effective in the long term.

How do I manage space allocation in the Agile Workplace?

The Agile Workplace thrives on spatial diversity: quiet areas, open spaces for teamwork, rooms for discussion and meetings. For this environment to work, you need to allocate the available spaces and spatial resources fairly.

Desk booking in PULT is a software that allows your employees to make binding reservations for workstations, rooms, and zones. This way, everyone can get to the workplace they need for their upcoming task.

• Workplace and room booking: Employees can easily reserve desks, zones, or meeting rooms in advance. This prevents double bookings and ensures that everyone has fair access to the space.
• Office Insights: You can see in real time and historically how heavily individual areas are used. This allows you to continuously adjust the layout and create capacity where it is actually needed.
• PULT Presence: In addition to booking data, PULT provides you with real attendance figures. Employees check in automatically as soon as one of their devices connects to the company Wi-Fi.

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