Time for a hybrid, flexible and data-driven workplace

1. September 2021

The "nine to five" office world is fading in the wake of digitalisation. Home office, part-time work, division of labour, new family models and work nomadism are pushing classic forms of the working world to change. Hybrid working, co-working and flexibility are shaping the new normality. The office presence is becoming more irregular. To each his office desk, to each his own parking space... that is no longer needed. Spaces and infrastructures are used differently, which brings new challenges and opportunities for employers, employees, and property owners. Deserted as well as overcrowded offices should be avoided for efficiency and safety reasons. Inacta has recognised this and, thanks to many years of experience regarding digital transformation and technology deployment, has created its most recent innovation: inaspace enables a hybrid, flexible and data-driven workplace with an app and sensors. This holds potential for

  • Tenants – data-driven workplace; healthy and safe environment for people and employees (in office space as well as leisure facilities such as restaurants, cinemas, fitness centres, etc.); beneficial employer branding with signalling effect in terms of openness to hybrid forms of work; interactive workplace experience; cost efficiency thanks to optimal space utilisation.
  • Landlord/property manager – data-driven and energy-efficient property; improved services thanks to continuous collection of feedback; cost minimisation and maximisation of tenant customer experience.
  • Owners – increased retention and customer acquisition; safe return of tenants and their employees to the premises; smart connection of technologies from existing building portfolio to a new central platform.

Aspect #1: Efficient management

FlexOffice, shared desks and social distancing challenge workspace management. Vacant rooms are cost inefficient. Overcrowded offices pose health risks and jeopardise a pleasant, productive working environment. User-friendly software solutions and mobile apps combined with occupancy sensors enable optimal workspace management. Shared working stations, meeting rooms and car parking lots can be booked within seconds via the app/web or Outlook integration. Availability is always visible. Reservations can be made and cancelled in real time. Based on the reservations made, it is possible to identify the respective users, provided that the data is not collected anonymously. This is also an advantage in times of pandemics: chains of infection can be broken in a more targeted manner.

If a beamer is defective or a tap is leaking, employees can inform the facility management service via the app with just a few clicks – take a photo, comment, report the position. In addition, information about the office building – for example, regarding renovation work – can be shared via an internal newsfeed.

The case of L'Oréal Deutschland GmbH

Thanks to the installation of IoT-based occupancy and environmental sensors, office space was reorganized.

The results: 15% increase in space efficiency, desk-per-employee ratio reduced from 1 to 0.8 to even 0.6, 20% of premises transformed into focus and meeting areas, 300% ROI.

Aspect #2: Optimal indoor climate

In addition to occupancy sensors, environmental sensors can also be installed in connection with inaspace. These measure parameters such as air quality, room temperature and humidity in closed rooms. Optimal air quality promotes the well-being of employees and thus their efficiency. By evaluating the collected environmental data, the indoor climate can be optimally controlled and regulated. Deviations from the norm are reported via e-mail, short message service, or chat programmes such as Microsoft Teams. This control in favour of an optimal indoor climate is of additional importance in times of Corona, because a constant and controlled supply of fresh air substantially increases safety in the office.

The case of Cobblestone

Around 80% of the premises are ventilated with an automatic window system. But the air quality was not consistently good. The installation of environmental sensors showed that the automated window opening was not happening at the necessary time.

The results: comprehensive, granular data enabled the reprogramming of ventilation with fresh air supply at the required time; better indoor climate, higher employee satisfaction, higher efficiency.

Aspect #3: The office building in your pocket

The possibility of reserving rooms in real time can be extended with location information. If the desired meeting room is occupied, the mobile app automatically suggests nearby free rooms. Agile teams can set up meeting points individually and communicate the respective location via the app. But offices and co-working spaces often offer more than just workspaces. The mobile app can be used to assign access rights, manage lockers, view canteen menus, and operate elevators – individually and only touching the mobile phone keypad.

The case of Škoda

Confusing, complex office building structures caused employees to lose time and created a poor indoor climate. In addition, room overbooking was a source of increased dissatisfaction. Škoda installed navigation and environmental sensors.

The results: simple, targeted indoor navigation thanks to an app minimises walking distance and increases efficiency; optimal room heating thanks to room climate monitoring.

Aspect #4: USP for landlords and owners

With intelligent, data-based space utilisation, the infrastructure needs of a company can be specified. In the medium to long term, reduction, expansion and repurposing of infrastructures can be anticipated. This also achieves greater cost efficiency, which in turn increases the resilience of companies and organisations.

With this aspect in mind, inaspace is also interesting for landlords and property owners. Equipping them with smart space utilisation creates a USP (Unique Selling Proposition) and adds value and control to tenants' space needs. Ideally, this reduces the frequency of tenant changes and favours long-term renting: Companies use space efficiently within their financial means and secure business success thanks to reduced real estate expenses.

The case of Castellum

The property manager installed occupancy and environmental analysis sensors throughout its building portfolio.

The result: added value for tenants thanks to given analysis capabilities of room occupancy and indoor climate, enabling cost-efficient space utilisation and management from the start.

inaspace - the solution for a hybrid, flexible and data-driven workplace

With inaspace, space utility optimisation succeeds. This solution includes software and hardware components. The web and app solutions as well as various sensors can, however, be used to put together the characteristics of intelligent space utilisation in a modular way according to individual requirements.

The quickly installed sensors – there are occupancy/density, environmental and navigation sensors – and the user-friendly software enable data-supported, efficient decisions. If there are already sensors in place, then those can also be integrated. Viewed and evaluated over time, the type and number of workstations can be provided according to effective need. Employees benefit from more flexibility and security, and facility management has a helpful tool at hand.

All data collected and bookings made are collected centrally on the inaspace platform, which enables rapid online evaluation. In addition, administrative tasks such as issuing access permits can be carried out via this platform. To make it easier and more comprehensible for the platform users, the data is prepared in dashboard diagrams and important findings are highlighted. Data from different time frames (e.g., before and after a change of use) can also be compared here. Especially in times of pandemics, the web application can also be used as a tool for contact tracing based on archived workplace bookings.

And finally: the inaspace solutions and services allow individual company branding. Colour palette, names and symbols can be adapted to the CI/CD of the respective companies. In addition, the customed app can be published in the App Store and on Google Play.

More resilience thanks to efficiency

The installation of inaspace – hardware and software – requires no changes to existing facilities or the building itself. Existing, functioning sensors can be integrated into the inaspace environment. Moreover, there is no additional WLAN load involved, as the installed sensors send their collected data to the central inaspace platform via radio waves. The costs are therefore limited to the procurement of the software and any hardware (sensors) as well as the installation.

Contact person


Roger Grob

Product Owner