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“Smart working” and “flexible workspace”

“Smart working” and “flexible workspace” are very popular expressions used to talk about the latest trend of the workplace This revolution has affected many aspects of companies and professions’ lives, and it is necessary to know how to manage it to ensure a future in the direction of growth.

Modern workspaces have to adapt to the needs of workers and the activities made, it can be noticed a change of perspective. It begins the paradigm of flexibility.

Fundamentals of flexibility

Flexible working models improve productivity and better the working environment. These advantages can be reached by respecting three principles: the space, the digitalization and the best practice.


Offices are the places where people spend an important part of their day and whose characteristics influence the quality of the work done. Open and private areas must be well distributed and designed to meet the needs of the employees.

To create a productive operating environment spaces must be designed down to the last detail, to adapt them to the needs of the business, and the security and safety of workers.

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Today the smartphone is the answer to most of our daily needs, as a matter of fact, it allows us to interact with physical objects.

From interactions with colleagues to the organization of work plans, to daily operations, up to access to offices and the use of printers. Each action can be carried out through the personal smartphone in a smart working environment.


The working environment involves both the personal and the relational dimensions of people. For this reason, it is fundamental that the operativity and the management of employees are supported by adequate tools that facilitate to the maximum the fluidity of the job.

A continuous and adequate management and sharing of information allows users to access what they need to carry out their work, and the company to be constantly safe, secure and updated according to the latest standards of protection.

Sofia Locks smart access control systems

Sofia Locks’s modern and digital solutions enable companies to keep up with the fast-changing market. Appropriate technological solutions are needed to create a complete and ready-to-use flexible workspace, such as:

  • Cloud-native access control with smart locks: the cloud-native access control system is always updated, and it is compatible both with smartphones, and MIFARE badges. It allows to manage spaces and resources in real-time, and to improve the business safety and security
  • Smart management of resources and bookings: smart management of the access to the resources and their booking is fundamental for the safe implementation of the smart working standards. Resources such as meeting rooms or lockers can be assigned with the resource sharing logic and can be booked autonomously by users only when needed.
  • Real-time analysis of spaces and resources use: all the data about the use of spaces and resources are available in real-time, to optimize the operativity and the analysis of consumptions. Thanks to the advanced control panel it is possible to manage security standards and to create new business opportunities. Organize and check the access of individuals and groups to rooms, buildings, or resources has never been easier.
  • Attendees report: the concept of attendees reports has been revolutionized with the development of the first software designed to ease this process. Thanks to the specific system it is possible to manage with a click not only the acquisition of attendances, but also the organization of holidays, travel, and any justification in the field of human resources. The data collected through reports and statistical plans also allow to improve staff management flows.
  • Smart management of human resourcesthanks to automation it is possible to have a complete suite of functions that allow to have all the processes related to human resources under control, from personal management to approval workflow, from employees evaluation form to training courses, from the timesheet reporting to the business activities management, from production reward to penalties, and from the vacation plan management to the hours of overtime statistics, sick days or general status of the workforce.
  • Expense reports and accountability: accountability and expense reports should be managed everytime that an employee should do a business trip or meet clients and collaborators, by paying in advance. Thanks to web, paperless, and mobile solutions it is possible to autonomously manage the whole process, from the approval workflow to the payment. This one can be supplied in different ways, with a credit on the bank account, on the payslip, or on the expense report, always in compliance with company policies.

The working environment has changed rapidly and the consequences on the market have been considerable. Businesses need the right technological and digital solutions to keep up with the fast-changing market. Sofia Locks and Peoplelink allow companies to embrace the digital revolution, gaining a working space provided with everything that is necessary to ensure users and managers maximum flexibility and security.


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