What is Workplace Technology? Hybrid Workspace Tech Trends to Watch in 2025

What’s keeping your office from becoming a seamless, productive hub for hybrid teams? The answer might shock you: In a recent survey, 57% of employees reported feeling restrained by legacy tech! With artificial intelligence on the rise, who can blame them?

Picture this: You walk into an office, grab your smartphone, and book a desk in seconds. Your teammates spread across the globe, hop on a video call to brainstorm ideas. Everything flows smoothly because the right technology is in place. This isn’t a dream—it’s workplace technology in action.

Workplace technology includes the tools and systems that make offices run better and help teams work together. Think desk booking apps, chat platforms, and cloud-based tools for scheduling meetings.

These tech advancements are more than just a workplace trend. It helps your company boost productivity, stay flexible, and improve the employee experience.

Key categories of workplace technology

Understanding the key types of technology driving this transformation is crucial to overcoming these challenges and creating a digital workplace transformation where productivity and flexibility thrive.

1. Collaboration software: Keeping teams connected

Collaboration software makes it easy for teams to stay connected, whether in person or not. Tools like Slack, Microsoft Teams, and Zoom enable messaging, file sharing, and video calls in one place. This real-time communication helps employees plan, share updates, and resolve issues effectively.

2. Space management tools: Making the most of your office

This type of workplace tech analyzes space usage and optimizes layouts. For example, in healthcare, it ensures patient rooms and staff areas are used efficiently. In education, it allocates classrooms to prevent overbooking during peak times.

3. Visitor management systems: Welcoming guests without a glitch

Modern systems replace outdated paper logs with digital check-ins, secure badges, and document signing. Through visitor management systems, you can ensure your customer experience is a wow factor from the moment they enter the building. These systems enhance security and create a professional impression.

4. Desk and room booking software: No more scheduling headaches

These tools simplify workplace management by reserving spaces instantly and integrating them with calendars to avoid overlaps. Tech companies often use them to manage shared workspaces and collaboration areas.

5. IoT and smart devices: Smarter offices for better workflows

IoT (Internet of Things) digital tools like smart locks and sensors make offices more efficient and personalized. Manufacturing uses them to optimize inventory, while coworking spaces leverage them for automated comfort settings.

Benefits of modern workplace technology

Workplace technology can transform your teams, creating more efficient and collaborative environments for flexible work.

Let’s explore the key ways these tools are changing the future of work:

  • Streamlined workflows: Automation tools handle repetitive tasks, freeing up your employees to focus on more meaningful work. For instance, analytics dashboards can show how spaces are used, cutting down on administrative tasks.
  • Happier employees: When people have the tools to do their jobs well, they feel more motivated and engaged. Personalized workspace bookings and tools that make collaboration easy contribute to improved morale.
  • Flexibility to adapt: Modern workplace tools help your company stay agile. Features like real-time occupancy tracking and flexible bookings let your offices adjust to evolving team needs.
  • Improved collaboration: Tools that connect your teams—even miles apart—reduce miscommunication and increase efficiency.
  • Cost savings: You can cut waste and reduce real estate costs by analyzing how spaces and resources are used.

Top workplace technology solutions

Must-have software for hybrid offices

The digital transformation is already here, and remote work environments demand tools that support their unique circumstances. At the top of the list is a comprehensive solution that simplifies hybrid work management:

  1. Gable HQ: An all-in-one workplace management software designed to handle desk booking, space management, and workplace analytics. Gable HQ integrates seamlessly with tools like Slack, Microsoft Teams, and Google Calendar, making it easier for team members to schedule and optimize their office space. It also offers advanced reporting features, helping facilities managers make informed decisions.
  2. Slack or Microsoft Teams: These communication tools keep remote work teams connected with chat, video calls, and file sharing, making communication seamless across locations.
  3. Google Workspace or Microsoft 365: Comprehensive productivity suites that include email, document editing, cloud-based storage, and calendar management—all integrated to enhance efficiency.
  4. Asana or Trello: Project management tools that help teams stay organized by tracking tasks, deadlines, and progress on shared projects.
  5. Zoom or Webex: Video conferencing software ensures hybrid teams can hold meetings, webinars, and collaborative sessions with high-quality audio and video.

Smart office gear: Desks, displays, and more

The right hardware can make a significant impact on productivity and comfort.

Here are five must-have smart office tools:

  1. Standing desks: Adjustable desks promote better posture and allow your employees to switch between sitting and standing throughout the day, improving focus and overall well-being.
  2. Interactive whiteboards: Tools like Google Jamboard enable team members to brainstorm and collaborate visually, whether on-site or remotely.
  3. High-quality video conferencing cameras: Devices like the Logitech MeetUp ensure crystal-clear video and audio during virtual meetings.
  4. Noise-canceling headphones: Essential for open office environments or remote workers who need to block out distractions and focus.
  5. Smart thermostats and lighting: IoT-powered devices let your employees control the temperature and lighting of their workspace, improving comfort and energy efficiency.

How to choose the right workplace technology

Choosing the right workplace tech can feel overwhelming, but breaking it down into key areas can help you to quickly adapt these tools to your 2025 workplace strategy.

Use this checklist to guide your decision-making:

1. Identify your office’s unique needs

Every office is different, so understand your specific challenges and goals.

  • Action steps:
    • Survey employees to identify pain points in their daily workflows.
    • Analyze current workspace usage to find inefficiencies.
    • Prioritize needs based on your hybrid work strategy.

2. Research and compare options

Not all tools are created equal. Take the time to research and compare what’s available.

  • Action steps:
    • Read reviews and case studies to see how others have used the technology.
    • Look for demos or free trials to test usability and fit.
    • Evaluate vendors based on their support and integration capabilities.

3. Ensure compatibility with existing systems

New technology should integrate smoothly with what you already use.

  • Action steps:
    • List your current tools and software to ensure compatibility.
    • Check for API or direct integration options with your existing platforms.
    • Discuss integration requirements with your IT team.

4. Prioritize scalability and sustainability

Your needs today may not match your needs tomorrow. Choose tools that can grow with your organization.

  • Action steps:
    • Ask vendors about scalability features and sustainability options.
    • Plan for potential company growth, shifts in workplace strategy, and economic changes.
    • Ensure software can handle increased users or data as your needs evolve.

5. Involve key stakeholders in the decision

The people using the technology should have a say in what gets implemented.

  • Action steps:
    • Form a committee of employees from different departments to gather diverse perspectives.
    • Share shortlists of options with key stakeholders and gather feedback.
    • Consider piloting the tool with a small team before rolling it out company-wide.

Gable’s role in workplace technology

Gable HQ: Your all-in-one hybrid office solution

When it comes to hybrid work, simplicity is key. Gable HQ stands out as the ultimate tool for managing hybrid offices.

Imagine being able to book desks, analyze space usage, and streamline team workflows—all from one intuitive platform. Gable HQ not only integrates with popular tools like Slack, Google Calendar, and Outlook but also provides actionable insights through advanced analytics dashboards.

  • Real impact: Facilities managers have used Gable HQ to identify underused spaces, optimizing their space usage to reduce real estate costs and improve efficiency.
  • User experience: “With Gable, we can look at the actual utilization in our offices and coworking spaces. Now we can see how many people intend to come in, how many people come in, and make decisions based on that.” — Ironclad

On-Demand workspaces: Flexibility without boundaries

In today’s world, teams need options. Gable’s global marketplace offers over 10,000 pre-vetted coworking spaces that cater to hybrid teams on the move. Whether your team needs a quiet spot for deep work or a collaborative space for brainstorming, Gable has you covered.

  • Key features:
    • Instant booking for hot desks, private offices, and meeting rooms.
    • High-quality spaces vetted for security and comfort.
    • Options are available in major cities worldwide, ensuring accessibility no matter where your team operates.
  • Testimonial: “The number of bookings and get-togethers has increased and keeps growing. And the team is loving it. It’s a big deal for them to get into the same space again and collaborate, and it makes them feel they are set up for success.” — Apartment List

Success stories: Proven results that matter

Gable’s tools aren’t just innovative—they deliver results. Companies across industries have used Gable to optimize their workplaces and enhance employee satisfaction. One example is a machine learning background check service platform, Checkr, that saw 51% in workplace cost savings.

Case study highlights:

The challenge

Check faced significant hurdles in engaging and supporting its geographically dispersed workforce. Key issues included:

  • Inequitable and unsustainable access to coworking spaces for remote employees.
  • Overspending and lack of budget visibility with their previous coworking solution, WeWork AllAccess.
  • Limited global connectivity and challenges in unifying remote employees with those near office locations.
  • A need for better tools to track office utilization and manage their growing real estate footprint.

The solution

Checkr partnered with Gable to address these challenges by leveraging:

  • Gable’s On-Demand feature provides coworking access for 700 remote employees worldwide, ensuring equity and scalability.
  • Gable’s HQ features to manage offices in San Francisco, Denver, and Santiago, Chile, tracking headcounts and optimizing real estate usage.
  • Real-time data dashboards for improved budget control, cost savings, and decision-making regarding employee gatherings and office management.
  • Insights to encourage global connections and intentional team meetups, creating a more cohesive remote culture.

The outcome

  • Cost savings: Transitioning to Gable led to significant cost reductions, eliminating expensive overage fees and ensuring better budget control.
  • Enhanced global connectivity: Employees reported increased global connections, reinforcing a sense of equity and inclusion.
  • Improved real estate management: Gable’s data-driven insights allowed Checkr to optimize its real estate footprint and better manage its office spaces.
  • Data visibility for better decisions: Real-time insights empowered Checkr to make intentional decisions about budgets, gatherings, and employee engagement strategies.

Why choose Gable?

Gable goes beyond solving hybrid office challenges—it redefines how businesses approach their workspace. Its features are tailored to help organizations achieve operational efficiency, employee satisfaction, and cost savings all in one go.

  • What sets Gable apart:
    • Comprehensive functionality that combines scheduling, analytics, and workspace management.
    • A commitment to customer success with dedicated support and onboarding.
    • Constant innovation to stay ahead of workplace trends.

Power your 2025 with the right workplace tech

Workplace technology isn’t just nice to have—it’s essential. The right tools can turn your office into a place where employees thrive, teams collaborate, and work gets done. Ready to take the next step? Explore Gable’s HQ platform and see how it can transform your office today.

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Andrea Rajic
Workplace Resources

What is Workplace Technology? Hybrid Workspace Tech Trends to Watch in 2025

READING TIME
8 minutes
AUTHOR
Andrea Rajic
published
Dec 26, 2024
Last updated
Jan 3, 2025
Key takeaways
1

2

3

What’s keeping your office from becoming a seamless, productive hub for hybrid teams? The answer might shock you: In a recent survey, 57% of employees reported feeling restrained by legacy tech! With artificial intelligence on the rise, who can blame them?

Picture this: You walk into an office, grab your smartphone, and book a desk in seconds. Your teammates spread across the globe, hop on a video call to brainstorm ideas. Everything flows smoothly because the right technology is in place. This isn’t a dream—it’s workplace technology in action.

Workplace technology includes the tools and systems that make offices run better and help teams work together. Think desk booking apps, chat platforms, and cloud-based tools for scheduling meetings.

These tech advancements are more than just a workplace trend. It helps your company boost productivity, stay flexible, and improve the employee experience.

Key categories of workplace technology

Understanding the key types of technology driving this transformation is crucial to overcoming these challenges and creating a digital workplace transformation where productivity and flexibility thrive.

1. Collaboration software: Keeping teams connected

Collaboration software makes it easy for teams to stay connected, whether in person or not. Tools like Slack, Microsoft Teams, and Zoom enable messaging, file sharing, and video calls in one place. This real-time communication helps employees plan, share updates, and resolve issues effectively.

2. Space management tools: Making the most of your office

This type of workplace tech analyzes space usage and optimizes layouts. For example, in healthcare, it ensures patient rooms and staff areas are used efficiently. In education, it allocates classrooms to prevent overbooking during peak times.

3. Visitor management systems: Welcoming guests without a glitch

Modern systems replace outdated paper logs with digital check-ins, secure badges, and document signing. Through visitor management systems, you can ensure your customer experience is a wow factor from the moment they enter the building. These systems enhance security and create a professional impression.

4. Desk and room booking software: No more scheduling headaches

These tools simplify workplace management by reserving spaces instantly and integrating them with calendars to avoid overlaps. Tech companies often use them to manage shared workspaces and collaboration areas.

5. IoT and smart devices: Smarter offices for better workflows

IoT (Internet of Things) digital tools like smart locks and sensors make offices more efficient and personalized. Manufacturing uses them to optimize inventory, while coworking spaces leverage them for automated comfort settings.

Benefits of modern workplace technology

Workplace technology can transform your teams, creating more efficient and collaborative environments for flexible work.

Let’s explore the key ways these tools are changing the future of work:

  • Streamlined workflows: Automation tools handle repetitive tasks, freeing up your employees to focus on more meaningful work. For instance, analytics dashboards can show how spaces are used, cutting down on administrative tasks.
  • Happier employees: When people have the tools to do their jobs well, they feel more motivated and engaged. Personalized workspace bookings and tools that make collaboration easy contribute to improved morale.
  • Flexibility to adapt: Modern workplace tools help your company stay agile. Features like real-time occupancy tracking and flexible bookings let your offices adjust to evolving team needs.
  • Improved collaboration: Tools that connect your teams—even miles apart—reduce miscommunication and increase efficiency.
  • Cost savings: You can cut waste and reduce real estate costs by analyzing how spaces and resources are used.

Top workplace technology solutions

Must-have software for hybrid offices

The digital transformation is already here, and remote work environments demand tools that support their unique circumstances. At the top of the list is a comprehensive solution that simplifies hybrid work management:

  1. Gable HQ: An all-in-one workplace management software designed to handle desk booking, space management, and workplace analytics. Gable HQ integrates seamlessly with tools like Slack, Microsoft Teams, and Google Calendar, making it easier for team members to schedule and optimize their office space. It also offers advanced reporting features, helping facilities managers make informed decisions.
  2. Slack or Microsoft Teams: These communication tools keep remote work teams connected with chat, video calls, and file sharing, making communication seamless across locations.
  3. Google Workspace or Microsoft 365: Comprehensive productivity suites that include email, document editing, cloud-based storage, and calendar management—all integrated to enhance efficiency.
  4. Asana or Trello: Project management tools that help teams stay organized by tracking tasks, deadlines, and progress on shared projects.
  5. Zoom or Webex: Video conferencing software ensures hybrid teams can hold meetings, webinars, and collaborative sessions with high-quality audio and video.

Smart office gear: Desks, displays, and more

The right hardware can make a significant impact on productivity and comfort.

Here are five must-have smart office tools:

  1. Standing desks: Adjustable desks promote better posture and allow your employees to switch between sitting and standing throughout the day, improving focus and overall well-being.
  2. Interactive whiteboards: Tools like Google Jamboard enable team members to brainstorm and collaborate visually, whether on-site or remotely.
  3. High-quality video conferencing cameras: Devices like the Logitech MeetUp ensure crystal-clear video and audio during virtual meetings.
  4. Noise-canceling headphones: Essential for open office environments or remote workers who need to block out distractions and focus.
  5. Smart thermostats and lighting: IoT-powered devices let your employees control the temperature and lighting of their workspace, improving comfort and energy efficiency.

How to choose the right workplace technology

Choosing the right workplace tech can feel overwhelming, but breaking it down into key areas can help you to quickly adapt these tools to your 2025 workplace strategy.

Use this checklist to guide your decision-making:

1. Identify your office’s unique needs

Every office is different, so understand your specific challenges and goals.

  • Action steps:
    • Survey employees to identify pain points in their daily workflows.
    • Analyze current workspace usage to find inefficiencies.
    • Prioritize needs based on your hybrid work strategy.

2. Research and compare options

Not all tools are created equal. Take the time to research and compare what’s available.

  • Action steps:
    • Read reviews and case studies to see how others have used the technology.
    • Look for demos or free trials to test usability and fit.
    • Evaluate vendors based on their support and integration capabilities.

3. Ensure compatibility with existing systems

New technology should integrate smoothly with what you already use.

  • Action steps:
    • List your current tools and software to ensure compatibility.
    • Check for API or direct integration options with your existing platforms.
    • Discuss integration requirements with your IT team.

4. Prioritize scalability and sustainability

Your needs today may not match your needs tomorrow. Choose tools that can grow with your organization.

  • Action steps:
    • Ask vendors about scalability features and sustainability options.
    • Plan for potential company growth, shifts in workplace strategy, and economic changes.
    • Ensure software can handle increased users or data as your needs evolve.

5. Involve key stakeholders in the decision

The people using the technology should have a say in what gets implemented.

  • Action steps:
    • Form a committee of employees from different departments to gather diverse perspectives.
    • Share shortlists of options with key stakeholders and gather feedback.
    • Consider piloting the tool with a small team before rolling it out company-wide.

Gable’s role in workplace technology

Gable HQ: Your all-in-one hybrid office solution

When it comes to hybrid work, simplicity is key. Gable HQ stands out as the ultimate tool for managing hybrid offices.

Imagine being able to book desks, analyze space usage, and streamline team workflows—all from one intuitive platform. Gable HQ not only integrates with popular tools like Slack, Google Calendar, and Outlook but also provides actionable insights through advanced analytics dashboards.

  • Real impact: Facilities managers have used Gable HQ to identify underused spaces, optimizing their space usage to reduce real estate costs and improve efficiency.
  • User experience: “With Gable, we can look at the actual utilization in our offices and coworking spaces. Now we can see how many people intend to come in, how many people come in, and make decisions based on that.” — Ironclad

On-Demand workspaces: Flexibility without boundaries

In today’s world, teams need options. Gable’s global marketplace offers over 10,000 pre-vetted coworking spaces that cater to hybrid teams on the move. Whether your team needs a quiet spot for deep work or a collaborative space for brainstorming, Gable has you covered.

  • Key features:
    • Instant booking for hot desks, private offices, and meeting rooms.
    • High-quality spaces vetted for security and comfort.
    • Options are available in major cities worldwide, ensuring accessibility no matter where your team operates.
  • Testimonial: “The number of bookings and get-togethers has increased and keeps growing. And the team is loving it. It’s a big deal for them to get into the same space again and collaborate, and it makes them feel they are set up for success.” — Apartment List

Success stories: Proven results that matter

Gable’s tools aren’t just innovative—they deliver results. Companies across industries have used Gable to optimize their workplaces and enhance employee satisfaction. One example is a machine learning background check service platform, Checkr, that saw 51% in workplace cost savings.

Case study highlights:

The challenge

Check faced significant hurdles in engaging and supporting its geographically dispersed workforce. Key issues included:

  • Inequitable and unsustainable access to coworking spaces for remote employees.
  • Overspending and lack of budget visibility with their previous coworking solution, WeWork AllAccess.
  • Limited global connectivity and challenges in unifying remote employees with those near office locations.
  • A need for better tools to track office utilization and manage their growing real estate footprint.

The solution

Checkr partnered with Gable to address these challenges by leveraging:

  • Gable’s On-Demand feature provides coworking access for 700 remote employees worldwide, ensuring equity and scalability.
  • Gable’s HQ features to manage offices in San Francisco, Denver, and Santiago, Chile, tracking headcounts and optimizing real estate usage.
  • Real-time data dashboards for improved budget control, cost savings, and decision-making regarding employee gatherings and office management.
  • Insights to encourage global connections and intentional team meetups, creating a more cohesive remote culture.

The outcome

  • Cost savings: Transitioning to Gable led to significant cost reductions, eliminating expensive overage fees and ensuring better budget control.
  • Enhanced global connectivity: Employees reported increased global connections, reinforcing a sense of equity and inclusion.
  • Improved real estate management: Gable’s data-driven insights allowed Checkr to optimize its real estate footprint and better manage its office spaces.
  • Data visibility for better decisions: Real-time insights empowered Checkr to make intentional decisions about budgets, gatherings, and employee engagement strategies.

Why choose Gable?

Gable goes beyond solving hybrid office challenges—it redefines how businesses approach their workspace. Its features are tailored to help organizations achieve operational efficiency, employee satisfaction, and cost savings all in one go.

  • What sets Gable apart:
    • Comprehensive functionality that combines scheduling, analytics, and workspace management.
    • A commitment to customer success with dedicated support and onboarding.
    • Constant innovation to stay ahead of workplace trends.

Power your 2025 with the right workplace tech

Workplace technology isn’t just nice to have—it’s essential. The right tools can turn your office into a place where employees thrive, teams collaborate, and work gets done. Ready to take the next step? Explore Gable’s HQ platform and see how it can transform your office today.

Connect with a Gable expert today!

Contact us