Smart office, smarter business: How a connected workplace supports growth

Our work routines look very different from the nine-to-five, office-bound conventions some of us may still remember. One day, the office is buzzing with people; the next, it’s half full, with teams split between home and headquarters.

Yet many workplaces are still set up the same way they were years ago, with lights on in empty rooms, unused meeting spaces, and employees hunting for a quiet corner or the right technology to get work done. Disconnected systems, aging infrastructure and rigid processes leave offices underused and expensive to run. Collaboration suffers and data sits in silos.

In an AI-driven economy, the office can be much more than a place you go to work. Physical spaces and digital tools can make it easier for people to collaborate, and more comfortable for them to focus and get things done. The result is a better use of space, lower costs and faster decisions backed by real data — making the workplace an enabler rather than a constraint.

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Why you should rethink the purpose of the workplace

Unlocking real value means rethinking the office entirely, seeing it as an intelligent, adaptive ecosystem powered by AI, cloud and IoT. A smart office orchestrates people, spaces and technology. It turns insight into action in real time, helping your organization move faster, innovate more easily and develop more sustainable ways of working.

Imagine an office that knows when your employees are coming in and configures spaces automatically. Meeting rooms free themselves up when no one shows, and lights turn off when floors are empty. Insights gained from day-to-day office data help you see what’s working, what’s not and where to adapt — quickly and confidently.

Legacy workplace technologies and siloed facility systems struggle to keep up with hybrid work models, rapid AI adoption and changing employee expectations. In contrast, a smart office uses sensors, automation and analytics to enhance every experience, from booking desks and collaborating across time zones to minimizing energy waste.

Modernizing your workplace delivers value in two ways

Investing in a smart, adaptive office delivers both immediate results and lasting strategic advantages.

1. The immediate business impact

• Better employee experience (EX): Frictionless access, intelligent wayfinding, one-click room booking and AI-powered assistants help employees navigate and use physical spaces effectively, saving time and allowing them to focus on work.
• More efficient use of space: Real-time occupancy data enables you to optimize your footprint, rebalance work neighborhoods and make informed leasing decisions.
• Stronger access control and security: Zero trust access, streamlined visitor management and privacy-first workplace analytics safeguard both people and data.
• Improved energy management: Smart energy systems, automated heating, ventilation and air conditioning (HVAC), and lighting and occupancy controls limit expenses and carbon emissions while improving comfort.

2. The long-term strategic advantage

• AI across the workplace: From smart meeting summaries and task automation to digital twins, AI boosts productivity and speeds up decision-making across teams.
• Resilient, flexible operations: Cloud-native workplaces adapt quickly. They scale, reconfigure and integrate seamlessly across regions and time zones.
• Advanced sustainability goals: Data-driven efficiency and low-carbon operations support environmental, social and governance (ESG) initiatives and green building certifications.
• Attracting and retaining top talent: A workplace designed for great EX, inclusivity and flexibility keeps employees engaged and motivates them to thrive and grow.

5 pillars of a smart office

1. Cloud-native and integrated infrastructure as the digital backbone

Creating a smart office begins with a cloud-managed infrastructure that brings together IT systems and operational technologies such as building management and access control systems.

What it looks like: Networked sensors, smart lighting, HVAC and security systems feeding into a unified data platform

Where it creates value: Centralized visibility, policy-driven automation, faster deployment and lower maintenance costs

2. AI-first collaboration and workflows to boost productivity

Smart offices make AI an integral part of daily operations, improving how people meet, communicate and execute tasks.

What it looks like: Real-time meeting summaries, smart email and chat triage, knowledge retrieval and workflow automation

Where it creates value: Fewer unnecessary meetings, faster decisions and more time for high-impact work

3. Spatial intelligence and experience platforms that adapt to people’s needs

By analyzing occupancy patterns and behavioral data, you can create a responsive environment that balances focus, collaboration and comfort.

What it looks like: Right-sized office footprints, dynamically managed amenities and streamlined operations and maintenance

Where it creates value: Smart-desk and room bookings, intuitive wayfinding and personalized environmental settings

4. A secure workplace — identity, context and trust

As hybrid work expands the attack surface, smart offices adopt a zero trust model that protects people and data without compromising the user experience.

What it looks like: Role-based access, device security posture checks, preregistration of visitors and privacy-focused analytics

Where it creates value: Strong, adaptive security that supports seamless and secure hybrid work

5. Sustainable by design

Smart offices are built with sustainability at their core, using data and automation to reduce environmental impact and support ESG goals.

What it looks like: Energy analytics, smart scheduling, low-power devices

Where it creates value: Lower operational costs, credible ESG reporting and a healthier, more responsible work environment

A smart, phased approach to office modernization

Office modernization requires an operating model upgrade that takes people, places and platforms into account. A phased approach aligns ambition with adoption.

Step 1: Understand your current landscape

Start by assessing your current workplace across four layers:

• Space usage and EX gaps
• System performance
• Data ownership and visibility
• Asset lifecycle risks

This evaluation will reveal friction points and help you map dependencies so you can build a strong, data-backed business case for the smart office.

Step 2: Develop a modernization blueprint

A strong modernization blueprint integrates cloud-first IT and OT platforms, embedded AI for automation and assistance, a unified experience layer and sustainability metrics. It also includes change management strategies such as upskilling, the appointment of internal “change champions”, and continuous feedback.

Step 3: Align stakeholders across IT, facilities, HR and other functions

Shared ownership is essential for successful office modernization. Involve IT and security for platforms and data governance, facilities teams for space and vendor management, HR for culture and adoption, and business units for defining use cases and ESG goals, measuring ROI and achieving productivity outcomes.

Step 4: Phase your transformation

• First, pilot technologies such as smart booking, occupancy sensing and AI meeting notes at one or two sites while establishing energy and space usage metrics. Deliver quick wins by simplifying room technology, standardizing audiovisual presets and launching a workplace application to improve user experience and operational efficiency.
• Next, expand the rollout to additional floors or sites while integrating facilities data into a unified dashboard. Introduce wayfinding, visitor management and policy-based access, and begin automating routine workflows such as incident reporting and asset checks.
• Lastly, roll out digital-twin capabilities, predictive maintenance and ESG reporting to support operational intelligence. Use real-time usage data to reallocate space between focus and collaboration zones. Establish a governance board to monitor improvement.

To get results, work with a workplace expert

More than 10,000 organizations around the world work with NTT DATA’s Infrastructure Solutions team for infrastructure modernization, including workplace transformation.

With over 35 years of experience, global reach and a deep commitment to customer success, we provide digital workplace and EX solutions across industries and organizations of all sizes. We optimize employee journeys end to end through our smart-office, collaboration and productivity solutions.

Our portfolio includes consulting, design, technical support, managed services and infrastructure. Our EX advisory practice covers EX design, maturity assessment, benchmarking, optimization and automation, helping you achieve measurable improvements in EX and productivity.

The question isn’t if you should modernize your workplace but how to do it pragmatically, and how quickly you can show value. Invest in a smart, secure and sustainable workplace today to outperform on productivity, culture and cost in the years ahead.

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