From room booking panels to Microsoft Teams, digital workplace tools are everywhere, embedded in how your people connect, collaborate and get things done. Add Slack for instant messaging, workplace analytics platforms, hot desk management systems, digital signage and employee wellness apps. But installing these tools is only half the job. The real challenge is making sure they’re actually being used and used well. And that takes more than gut feel.
Assumption isn’t insight
Too often, organisations assume that because a system is live, it’s working. But just because a room booking panel is powered on doesn’t mean it’s driving better space utilisation. Just because you rolled out Teams or Slack doesn’t mean meetings and chats are efficient. Even if your hot desk system is operating, desks may be double booked or going unused. Wellness apps might be installed but ignored.
Without clear insight into how tools are really being used, it’s impossible to know what’s working or where your investment is falling short.
Harness the power of data dashboards
Every workplace tool generates usage data, but this information often lives in silos or is overlooked. Usage dashboards, whether built into the tools or available through analytics platforms, offer a window into how spaces, software and systems perform in real life.
By actively monitoring these dashboards, you can:
- Truly understand user behaviour: See which rooms, desks, or collaboration tools are popular and which are gathering dust.
- Identify bottlenecks and pain points: Spot where teams are defaulting to inefficient workarounds because a tool isn’t meeting their needs.
- Pinpoint opportunities to save: Reduce costs by identifying underused resources, renegotiating leases for unused space or avoiding unnecessary software licenses.
- Make data driven budgeting decisions: Use hard evidence to justify upgrades or investments in new systems that will genuinely improve productivity and employee experience.
- Tailor support and training: Focus on teams or locations where adoption is lagging and provide targeted help.
- Forecast future needs: Align your workplace technology roadmap with how people actually work, not just how you expect them to.
This isn’t about policing employees. It’s about supporting your people with tools that actually work for them, helping them be more effective.
Turning insight into action
Data dashboards are only valuable if you act on what they reveal. That means regularly reviewing usage data, translating it into human experience through feedback and prioritising investments that deliver the most value.
Setting measurable goals and assigning clear ownership ensures continuous improvement rather than “set and forget.”
Your digital workplace should evolve with your people’s needs. Organisations that get the most from their tools treat them as dynamic systems, constantly refined to support real work, real people and real outcomes.
We’re not here to replace your internal teams, we’re here to strengthen them.
Our Managed Advisory services can help you unlock the full value of your digital workplace. We partner with internal IT and Property teams to fine-tune systems, streamline support models and unlock actionable insights.
From optimising AV setups and keeping firmware updated, to building dashboards that track room utilisation and system health, we bring clarity to complexity. We help your teams stay ahead of emerging risks, manage documentation and develop clear frameworks for governance and accountability.
And when your internal teams hit the limits of BAU, we’re there to provide expert escalation support, guide investment planning and ensure everything stays aligned to your strategic goals.
Whether it’s vendor engagement, budget forecasting or team coaching, we work with your people, not around them, to build a high-performing model that evolves as fast as your workplace does.
