Towards a Cloud-based Smart Office Solution for Shared Workplace Individualization

TL;DR

The paper tackles inefficiencies in hybrid work environments by proposing a cloud-native Smart Office built on a microservice architecture and IoT sensing to deliver personalized, adaptive workspaces within Shared Open Workspaces. It introduces three core services—Workspace Management, Workplace Individualization, and Workplace Booking—along with two mobile apps, enabling dynamic space provisioning and user-specific personalization (ergonomics, memorabilia) while collecting environmental data to compute the Workplace Environment Index (WEI). WEI is calculated through a four-step process (define range, normalize, transform, and aggregate) from sensor measurements (e.g., temperature, humidity, CO2) and can be used to rank desks, trigger environmental adjustments, and inform facilities management. The authors emphasize real-world pilot deployments to assess effectiveness, cost, security, privacy, and scalability, positioning WEI as a data-driven mechanism to boost productivity, comfort, and energy efficiency in flexible office settings.

Abstract

In the evolving landscape of workplace dynamics, the shift towards hybrid working models has highlighted inefficiencies in the use of traditional office space and the need for an improved employee experience. In this position paper we propose a Smart Office solution that addresses these challenges by integrating a microservice architecture with Internet of Things (IoT) technologies to provide a flexible, personalized workspace environment. The position paper focuses on the technical implementation of this solution, including the design of a Workplace Environment Index (WEI) to monitor and improve office conditions. By using cloud technology, IoT devices with sensors, and following a user-centred design, the proposed solution shows how Shared Open Workspaces can be transformed into adaptive, efficient environments that support the diverse needs of the modern workforce. This position paper paves the way for future experimentation in real-world office environments to validate the effectiveness of the Smart Office solution and provide insights into its potential to redefine the workplace for improved productivity and employee satisfaction.

Figures (1)

• Figure 1: Architectural Building Blocks of the Smart Office Solution.