Smart Office Stack Checklist
Your Roadmap to Smarter Workplaces
Building a smart office isn’t just about adding sensors or new apps. It’s about ensuring every layer of your workplace — from vision to physical environment — is aligned, integrated, and future-proof.
The Smart Office Stack Checklist helps you:
Spot readiness gaps before they become risks
Align stakeholders across IT, FM, HR, and leadership
Build confidence with a structured, phased approach
Use this as both a quick scan and a deep dive tool when planning or reviewing your smart workplace journey.
Vision & Value
Quick Scan
Clear business case defined (ROI, productivity, ESG)
Leadership and stakeholder buy-in secured
Long-term roadmap established (3–5 years)
Deep Dive
Success metrics agreed and measurable
Smart goals tied to workplace strategy and ESG targets
Value proposition understood across IT, FM, HR, Real Estate
Executive sponsorship secured and communicated
Operations & Culture
Quick Scan
Governance and stakeholder groups in place
Training and adoption plans defined
Roles for ongoing support clarified
Deep Dive
Internal champions and cross-functional governance team established
Change management and communication plan active
Operating model defined for life after go-live
Maintenance and escalation paths agreed (IT/FM)
Feedback loops embedded for continuous improvement
User Experience
Quick Scan
User journeys mapped (desk, meetings, visitors)
Pain points identified and prioritised
Accessibility principles applied
Deep Dive
All touchpoints audited (signage, booking, navigation)
Unified front-end strategy (app, portal, kiosk) confirmed
Accessibility and inclusivity tested and documented
Pilot user group engaged and feedback captured
Applications & Services
Quick Scan
Booking systems, signage, and apps identified
Integration plan with existing systems in place
Licensing and lifecycle costs understood
Deep Dive
Experience app/platform selected and integrated
Room/desk booking tools operational
Visitor management and feedback tools deployed
Applications integrated with HR, BMS, or IT systems
Usage and performance monitoring active
Data & Context
Quick Scan
Data strategy defined (occupancy, energy, usage)
Ownership and management agreed
Privacy and compliance addressed
Deep Dive
Real-time and historical data mapped
Semantic tagging strategy developed
Occupancy, energy, and environmental metrics monitored
Data warehouse/data lake established if required
Insights feeding FM, energy, and space planning decisions
Integration Layer
Quick Scan
APIs and middleware mapped
Interoperability risks identified
Automation opportunities highlighted
Deep Dive
APIs documented across all platforms
Middleware/iPaaS in place
Standards applied (MQTT, BACnet, KNX, REST, etc.)
Systems synced with enterprise apps (SAP, Office 365)
Alerts and cross-system events configured
Systems & Devices
Quick Scan
Core IoT devices and systems identified
Commissioning and testing underway
Long-term lifecycle plan in place
Deep Dive
IoT sensors deployed and calibrated (occupancy, air quality)
AV, lighting, HVAC, access control integrated
Asset register complete with device IDs and versions
Secure firmware/upgrade strategy applied
Acceptance testing documented
Physical Environment
Quick Scan
Infrastructure (power, PoE, cabling) ready
Building constraints understood
Sustainability factored in
Deep Dive
Cabling and racks designed for modular expansion
PoE budget calculated and switch density confirmed
Comms rooms secured and monitored
Conduits, containment, and floor-boxes aligned with M&E
Electrical resilience and UPS/failover tested
Final Readiness Check
Before launch, confirm:
Pilot zone tested, reviewed, and signed off
Snagging list closed and post-handover support in place
Governance and escalation paths defined for BAU
Day-two enhancements scheduled
KPIs and reporting dashboards live
Ready to Put It Into Action?
The checklist gives you a structured lens on where you are today — and where you need to focus next.
With the 360 Smarter Stack, you’ll turn this readiness scan into a clear roadmap for delivery.
Ready to start your smart journey? Explore the Framework or Get in Touch.