At Accruent Insights 2024, Sabrina Tang, Marketing Director at IAdea, led a thought-provoking roundtable focused on the evolving role of hardware integration with Accruent’s EMS space management software. Attendees from higher education and corporate sectors discussed challenges, shared experiences, and envisioned innovative solutions for optimizing space management. The following is an overview of the key points and strategic recommendations that emerged from the discussion, offering a thought leadership perspective on the future of space management.
Transforming Spaces with Integrated Hardware Solutions
Challenge:
Many universities rely on consumer-grade tablets, such as iPads, as room panels due to their lower upfront cost. However, these devices are not designed for continuous 24/7 usage, posing potential risks like fire hazards. In contrast, corporate attendees shared that they have already adopted room booking panels but are exploring enhancements such as badge readers to enable seamless check-ins.
Solution:
IAdea’s meeting room panel solution, integrated with Accruent EMS, offers flexibility for various workforce needs. This multi-functional solution supports organizations shifting to a hybrid work model by enabling seamless booking experiences for any space and location.
INCREASE OPERATIONAL EFFICIENCY: TAP. BOOK. MEET.
Remove tedious routines and keep your employees focused on what’s important: their work. Use ID card authentication for speedy check-in/out. Supports NFC, HID Card and even HID Mobile Access.
ENTERPRISE-GRADE SOLUTION THAT REDUCES MAINTENANCE COSTS
Purpose-built, tested, and certified room booking panels for a professional setting that runs 24/7.
SMART IoT THAT ELEVATES WORKPLACE EXPERIENCE
Elegantly designed for the professional workplace. Perfect tool for seeing immediate room status information enabling an intelligent workspace and on-the-go booking
FITS SEAMLESSLY WITH EXISITING ENTERPRISE SECURITY INFRASTRUCTURE
Integrates with corporate security infrastructure. Manage global deployments from any connected workstation
Reimagining Desk Booking for User-Friendly Adoption
Challenge:
Universities have yet to adopt desk hoteling systems, while corporate participants reported mixed success with QR-code-based desk booking. Many users fail to check in, disrupting the system’s efficiency.
Solution:
IAdea’s desk booking dock offers a seamless combination of booking functionality and docking capabilities. This solution allows users to connect their laptops and peripherals while simultaneously checking into their reserved desk. Designed for hybrid work environments, it enables effortless space reservation and reduces friction in the user experience.
Breaking Down Barriers to Hardware Adoption
Challenge:
Budget constraints, especially in higher education, often lead to short-term decisions that can create future compatibility challenges. Outdated infrastructure, such as older buildings lacking sufficient power, further complicates hardware deployment.
Solution:
Participants emphasized the importance of choosing vendors with proven solutions. Organizations should assess which features are essential from the start to avoid costly replacements in the future. Selecting a reliable vendor ensures long-term success and compatibility with evolving needs.
Meeting Evolving Needs with Innovative Applications
Participants shared several creative applications for future hardware integration:
- Enhanced Room Panels: Beyond room booking, these panels could use AI-powered analytics to predict peak usage times and optimize room availability. They could also display relevant campus information and auto-trigger work order submissions when maintenance issues are detected through sensors.
- Attendance Tracking: In classroom settings, automated check-in systems could replace traditional roll calls, streamlining attendance management.
- Desk Booking Devices: AI can enhance desk hoteling systems by predicting desk usage patterns and suggesting optimal desk arrangements for employees. Real-time availability displays with AI-powered auto-check-in/out ensure a frictionless experience, reducing manual errors and enhancing user satisfaction.
- Wayfinding and Sensors: Universities expressed interest in moving from printed maps to digital wayfinding kiosks, fully integrated with EMS. Occupancy sensors were also prioritized to track space utilization and optimize large room bookings.
Automation as a Priority for the Future
Both universities and corporations identified automation as critical to enhancing efficiency. High on the priority list were automated room reservations and check-ins, with corporate participants particularly focused on automated desk check-ins to support their hybrid work environments.
Conclusion: Moving Toward Seamless Integration
The roundtable discussion underscored a shared ambition to improve space management through smarter hardware solutions. Although budgetary and infrastructure challenges remain, participants recognized the long-term value of automated, integrated platforms that simplify processes and enhance user experience.
And power-efficient e-paper displays and digital wayfinding kiosks are just the start with EMS. The future of EMS lies in intuitive solutions and purposeful customer-focused improvements — like the latest and greatest UI/UX, full cloud implementations, mobile enablement, and integrated AI/ML — that further drive operational efficiency and streamline complex booking workflows. IAdea stands ready to support organizations on this journey, delivering innovative hardware that transforms the way spaces are managed and utilized.
