Why processes, not square meters, determine productivity
“New Work” is one of the most frequently used buzzwords in recent years. Hardly any article or office concept is complete without terms such as flexibility, wellbeing, collaboration or attractive working environments. Much of this is true. And yet the discussion often falls short.
Because beyond design, culture and attitude, something else determines whether New Work works on a day-to-day basis: the quality of the processes in the office.
When presence becomes asynchronous, processes come under pressure
Modern working environments are characterized by asynchrony. Employees no longer come in at the same time, work hybrid, change work locations and share workstations. The office is no longer a homogeneous place, but a dynamic system.
The surface can take it. Processes often do not.
Typical everyday questions are then:
- Where is the package that arrived yesterday?
- Who last used the IT device?
- Where can I hand over confidential documents securely without having to wait for someone?
- What happens to keys, equipment or documents if handovers no longer take place in person?
Many of these questions are still answered improvised today – with filing, lists, emails or personal inquiries. This costs time, creates friction and contradicts the promise of efficiency that New Work should actually provide.
Smart Locker:
from the locker to the process infrastructure
Smart Lockers are often perceived as modern lockers. As a replacement for the classic locker. However, this is a very simplistic view.
In reality, smart lockers only develop their added value when they are software-controlled, networked and process-oriented. Then they become an integral part of the workplace infrastructure.
The decisive difference lies in the type of use:
Static vs. dynamic thinking
- Static locker systems are permanently assigned to one person. If this person is absent, the locker remains unused.
- Dynamic locker systems are assigned as required – controlled by software, authorizations and rules.
Enabling dynamic systems:
- Better space utilization
- Fewer compartments required
- Flexible use for different processes
- Transparent documentation of handovers
This solves a central problem of hybrid working environments:
asynchronous transfers without loss of control.
Handovers are the blind spot of New Work
Many organizations have sophisticated digital processes – but as soon as something physical changes hands, transparency ends.
Smart Lockers close precisely this gap:
Handover of IT equipment
Internal mail and parcels
Confidential documents
Key and fleet management
Working materials and equipment
Peer-to-peer handovers between employees
The crucial point:
It is not the opening of the compartment that is relevant, but the documented process behind it.
Who deposited what and when?
Who was informed?
When was it picked up?
Were there any delays or escalations?
This information is equally relevant for facility management, IT, HR and compliance.
Smart Lockers think in terms of room types, not individual solutions
Another misconception: Smart Lockers are often planned in isolation – in one place, for one purpose.
In practice, their strengths are particularly evident when they are used in a room-specific manner:
- Lobby & reception: mail, parcels, visitor items, keys
- Work areas: personal items, IT equipment, documents
- Meeting rooms: documents, presentation technology, team compartments
- Break & fitness areas: Valuables, sports equipment
- Inputs & outputs: service provider handovers, vehicle fleet, external services
The result is not a “cabinet”, but a distributed transfer network in the building.
Software determines the level of maturity
The real game changer is not the hardware, but the software.
Smart Lockers only become a real FM tool through central control:
- Connection to employee master data
- Integration of SSO and access control
- Rule-based allocation
- Notifications and escalations
- Reporting and evaluations
- Integration into existing systems (FM, IT, ERP)
Depending on the level of maturity, simple, networked or fully integrated scenarios can be mapped – from the basic solution to the company-wide process platform.
New Work needs a resilient infrastructure
New Work is often discussed emotionally. But in everyday life, its success is decided at very specific points:
- How smoothly do handovers run?
- How much time do employees waste searching, waiting and asking questions?
- How transparent are physical processes?
Smart Lockers are not an end in themselves. But when used correctly, they become an invisible backbone of modern working environments – exactly where digital processes still end today.
New Work needs more than beautiful spaces.
It needs resilient processes.
A Different View on New Work
The Role of Smart Locker Systems
Frequently asked questions (FAQ)
Why are Smart Locker systems relevant in the context of New Work?
New Work is characterized by hybrid working models, asynchronous presence and shared workplaces. It is precisely these framework conditions that increase the complexity of physical handovers – of IT devices, documents or packages, for example. Smart Locker systems enable structured, secure and documented handovers without participants having to be in the same place at the same time.
Are smart lockers simply modern employee lockers?
No. While smart lockers can also be used to store personal items, their real added value lies in the software-supported mapping of processes. When used correctly, they become part of the workplace infrastructure and support logistics, IT, document and handover processes within the company.
What is the difference between static and dynamic locker compartment allocation?
With static allocation, a locker compartment is permanently assigned to one person – regardless of actual use. Dynamic locker allocation assigns lockers as required, for a limited time and based on roles. This improves space utilization, reduces the number of compartments required and is much better suited to flexible workplace concepts.
How do Smart Lockers support asynchronous working?
Smart Lockers enable handovers without the need for time coordination between the sender and recipient. Items can be deposited, automatically logged and collected at a later date. Notifications and track & trace functions ensure transparency and traceability – a key advantage in hybrid working environments.
Which areas in the office particularly benefit from Smart Locker systems?
Smart Lockers can be used effectively in many zones, including reception areas, workstations, meeting rooms, break and fitness areas as well as entry and exit zones. Depending on the room type, they support different processes – from internal mail and IT device output to secure document handovers.
How are smart lockers connected to IT vending machines or IT dispensing stations?
Smart Lockers are the technological basis of modern IT vending machines and IT issue stations. They enable the automated issue, return and documentation of IT equipment such as laptops, smartphones or accessories – without service times and with complete traceability. This makes IT vending machines an important building block for efficient IT service processes in the office.
Is the topic of smart lockers more hardware- or software-driven?
The decisive added value comes from the software. Only through central control, user and role models, system integration and reporting and escalation functions do smart lockers become a genuine process platform. The hardware is merely the physical interface.
What are the benefits of smart lockers from a facility management perspective?
From an FM perspective, smart lockers reduce manual coordination work, avoid undocumented handovers and increase the transparency of physical processes. They support standardized processes, enable evaluations and help to make working environments more efficient, safer and more robust.
Are smart lockers also relevant for compliance and security requirements?
Yes, Smart Locker systems log access, times and transactions. This makes it possible to trace who has taken which objects or documents at any time. This is particularly important for sensitive documents, IT equipment, keys or regulated processes.
