Shaping the New Workplace

A conversation with Tom Kidwell, Major Account Success Specialist, Workplace, DLL

Driven by global events, technological advancements, shifting employee expectations, and a growing emphasis on well-being, the traditional global workplace has seen major transformation in the past few years.

What does the new workplace look like, now and in the future?

Tom Kidwell, Major Account Success Specialist at DLL, emphasizes that the trends shaping the new workplace lie in the integration of generative artificial intelligence (GenAI), equipment for the hybrid work environment, and wellness-focused amenities.

In what ways is GenAI being utilized in the workplace, and what specific tools and technologies are leading this transformation?

Generative AI is transforming the workplace by enhancing productivity and collaboration, powering office equipment and technology, and managing smart office solutions.

Microsoft Copilot, integrated into Word, Excel, and PowerPoint, helps draft documents, create presentations, and analyze data. In Teams, it assists with meeting summaries, action item tracking, and generating chat responses, making collaboration smoother. Microsoft Teams and Zoom use AI to improve video quality, reduce background noise, and provide real-time transcription, making virtual meetings more effective and inclusive.

We’re seeing AI integration in workplace equipment as well. Multifunction Printers (MFPs), for example, are being powered by AI. Modern MFPs simplify printing through automated document recognition and key information extraction. They power the digitization of documents to enhance document management and workflow efficiency. These printers offer predictive maintenance and secure printing, ensuring efficiency by anticipating and resolving issues before they cause downtime. Additionally, they optimize printing habits, predict supply needs, and provide secure document encryption and multi-factor authentication.

GenAI holds tremendous potential for enhancing workplace equipment, productivity, collaboration, and management. Effectively leveraging its capabilities can lead to more efficient and productive work environments.

What factors are being considered with regard to workplace re-designs or re-configurations?

Workplaces are increasingly focusing on employee well-being by enhancing both physical and mental health in the workplace. This includes the use of ergonomic furniture, smart-machines, relaxation spaces, and real plants to improve air quality, reflecting a broader trend towards creating more health-conscious workspaces.

There are considerations for the hybrid and in-office work environments as well, including the need for flexible scheduling, effective communication tools, and strategies to maintain team cohesion and productivity.

What are those considerations that are shaping the work environment of the future, the hybrid and in-office?

Companies are working to create engaging and upgraded office spaces to encourage employees to spend more days in the office, creating opportunities for resellers to upgrade customers’ equipment and furniture. Of course, updated technology integration has been a key focus over the last few years and continues to be as employers ensure a seamless integration to support the hybrid structure. This includes high-speed, secure internet, video conferencing, and smart boards.

As employee levels fluctuate throughout the week due to hybrid work, Gen AI can also be a valuable resource here, by optimizing room bookings, adjusting lighting and temperature based on occupancy, and managing desk allocations.

Interesting! With managing multinational employee teams increasingly becoming the norm, what equipment is being acquired to support this and what trends can we expect to see more of?

The rise in the global workforce reflects the need for flexibility, security, and efficiency in the types of office equipment being purchased and financed.

In the physical workplace, flexible office furniture like hot desks, modular furniture, and collaborative spaces are being purchased to accommodate varying employee presence. Additionally, there is an increase in workflow automation, integrating copiers and printers with document management systems to automate workflows and reduce manual steps.

In virtual workplaces, there is an increased demand for home office equipment such as laptops, printers, desks, high-quality monitors, and better internet connectivity solutions. With the need for effective collaboration, there is increased investment in video conferencing equipment, high-quality webcams, microphones, and software like Microsoft Teams to bridge employees. We’re also seeing more modern MFPs with cloud integration and mobile printing capabilities, as mentioned earlier.

Regardless of the location of the workplace, ensuring up-to-date technology upgrades and enhanced security measures is critical. This includes upgrading technology infrastructure with laptops, tablets, and cybersecurity tools to support both in-office and hybrid work, and incorporating security features in digital equipment, such as user authentication and encrypted data transmission.

There’s quite a transformation taking place in the workplace! Is there a specific factor that will drive companies successfully into the future?

In my view, companies that are “future ready,” embracing technology, innovation and flexible financial solutions will thrive. Leasing and subscription models over outright purchases offer the opportunity for increased flexibility and frequent upgrades.

Contact us to find out how our offering flexible payment solutions can support your investment in the new workplace.