Development of a Connected Office Space Management and Booking System with IoT Integration

The client faces difficulties in efficiently managing shared office spaces and meeting rooms, leading to frequent booking conflicts, underutilized areas, and employee frustration due to manual reservation processes and lack of real-time space availability information.

A medium to large enterprise provider of flexible office solutions aiming to optimize workspace utilization and employee productivity through digital transformation.

• Create an integrated digital platform that provides real-time visibility of available office spaces and meeting rooms.
• Enable employees to easily locate, reserve, and extend bookings for spaces via a mobile application.
• Automate space status updates through IoT sensors to reflect availability accurately.
• Reduce scheduling conflicts and improve the overall utilization rate of office facilities.
• Enhance employee satisfaction and productivity by supporting seamless workspace management.

• Real-time location of nearest available conference rooms and work pods based on user location.
• One-tap booking and extension of meeting spaces through the mobile app.
• Automatic status updates of spaces via IoT sensors when they are occupied or freed.
• Suggested alternative spaces if the selected room is booked or running over time.
• Calendar integration allowing users to book spaces directly from their personal or work calendars.
• Intuitive user interface, optimized for simplicity and quick navigation.

• IoT sensors for automatic detection of space occupancy status.
• Calendar systems (e.g., Outlook, Google Calendar) for direct booking synchronization.
• User directory services for authentication and user profile management.

• System must support concurrent access by thousands of users with minimal latency.
• Ensure data security and user privacy, complying with relevant regulations.
• Highly reliable IoT sensor connectivity with 99.9% uptime.
• Scalable architecture to accommodate future expansions and new features.

The implementation of a smart, connected office space management system is expected to significantly reduce scheduling conflicts and space underutilization, leading to improved workspace efficiency by over 30%. Additionally, the user-centric mobile app aims to enhance employee satisfaction and streamline daily operations, contributing to a more productive and agile workplace environment.