Office Automation Systems

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Office Automation Systems

Starting a business and keeping it up and running is no easy task. With so much going on and so much to take care of, you always need to stay on top of the game and beat the competition in every way.

One of the biggest challenges of operating an office is managing the costs associated with it. From lighting the premises to equipment maintenance, the costs can add up very quickly.

In addition to that, you also need to ensure the safety and security of those on the premises, which can become rather difficult if the right measures are not taken.

To keep the office space as safe, secure, efficient, and cost-effective as possible, you need to start with automating your office. Office automation systems not only make daily operations a breeze but also help you save both energy and money.

Read on to find out more about office automation systems and how they can help your business run more efficiently:


Office automation refers to the automation or remote control of appliances and equipment around the office such as the lights, heating and cooling devices, and security systems.

The automated controls can be used to switch the appliances and equipment on and off, adjust the settings at pre-determined timings both on-site and remotely, or adjust them according to factors such as the weather and changes in temperature.

Office automation systems, aka smart systems, can be used to control the operating times of appliances around the workplace and to save energy by scheduling them to operate at times when the cost of electricity is the lowest.

You can make the most out of office automation systems by determining how much energy is being used in the office – and where – the answer to which may vary depending on the type of office, where it is located, and the nature of operations.

That being said, the general usage of electricity in offices can be narrowed down to certain appliances and equipment. They include:

  • Heating and cooling systems,
  • Lighting fixtures,
  • Computers, monitors, and other electronic devices,
  • Food service equipment such as refrigerators and freezers,
  • Security systems.

Heating and cooling are generally the biggest energy expenses in offices and other commercial buildings, accounting for almost half of the total energy usage in some areas.

The second biggest contributor is lighting, which includes both indoor and outdoor lighting. This may vary depending on the type of light fixtures you have and the amount of energy they consume.

Other than that, electronic devices and equipment around the office, such as computers and printers, all of which are an integral part of a professional setup, consume quite a bit of energy, especially if they are left on standby mode for longer periods of time.

Refrigerators, freezers, microwaves, and vending machines also have an impact on the office’s electricity consumption, in addition to the security systems around the office, such as security cameras that use electricity and are always running.


Determining what uses the most electricity in the office is an important step in automating the operations since it helps reduce the consumption of these appliances and pieces of equipment.

Some of the best ways to automate your office include:

Automating the heating and cooling systems

Since it is established that heating and cooling devices in the office consume the most energy and add to the electricity bill, they are a great place to start when it comes to office automation.

Smart thermostats are wonderful tools that allow you to adjust the daily temperature settings and schedules in your office, both on-site and also from the comfort of your home via a smart device such as a smartphone, tablet, or laptop.

Coupled with automated blinds and shading systems that automatically regulate themselves based on the temperature and position of the sun, smart thermostats can be used to achieve the most desirable office temperature, all the while making great energy and cost savings.

Smart controls enable the system to be a part of a smart office solution where you can easily adjust the thermostat settings with a simple download of an app and control them from anywhere in the world, as long as you have an internet connection.

Two of the biggest advantages of using smart thermostats are energy and cost savings since they help schedule the system in a way to use less energy amounting to lower electricity bills. The amount you save depends a lot on the manufacturer you choose and how efficiently you use the system.

Smart heating and cooling controls also come equipped with motion sensors to pick up on when people are around and when they are not, in addition to a learning feature that allows the controls to be trained to know when people are present in the office and when the heating/cooling needs to be turned on or off.

What’s even greater is that, in addition to cost savings and long-term learning, smart controls also allow you to receive reports about how much power you are using, how your consumption has changed over time, and how much it is likely to cost you.

These reports give all the data required to track your usage, in addition to providing tips on how to make the system more efficient.

Automating the lights

You can substantially improve energy efficiency in the office by automating the lighting fixtures and taking simple steps such as switching to LED lights.

Smart LED lights help control and manage the lighting, save energy, and improve security around the office with just a tap on your mobile screen or a simple voice command.

What’s great about smart LED lights is that they can be controlled remotely and virtually, and can easily be connected to other smart devices and security systems to improve both efficiency and safety.

While smart lights can also be CFL bulbs, for the best cost-savings and an environment-friendly option, it is best to opt for LED lights.

While smart LED bulbs cost more than traditional bulbs, they are well worth the investment considering the long-term cost-savings that they provide, in addition to the increased level of security in the office.

Most smart lights have motion sensors in them that turn the bulb on as soon as someone steps foot under them. This is a useful feature that helps you conserve energy, especially if you have forgetful employees who fail to switch off the lights at the end of the day.

It can also be used to monitor the office’s indoor and outdoor areas for unauthorised access and to keep criminals away.

What’s great is that these highly reliable and efficient smart LED lights can be programmed to send alerts to you through your smartphone whenever any such suspicious activity is detected.

The ability to connect the smart LED lights to your smart devices help you not only remotely monitor the lights but also control them.

They come with easy-to-use customisations where you can easily switch them on and off from absolutely anywhere in the world, pre-set them to turn on/off and dim at certain times.

Read our detailed guide on how to choose the best LED lights for your office and how they affect workplace productivity.

Automating the security systems

Business owners are aware of the security challenges faced by them, especially since they tend to take up too much of their precious time that should be spent on running the business itself.

The solution to this is office automation that will not only help you save valuable time but also effectively secure the office and those inside it.

Automated office security systems protect office property, assets, and employees from safety and security hazards such as burglaries and accidents, and are often developed following a detailed risk assessment that helps determine the main areas of concern and how best to deal with those issues.

Some common automated office security systems include:

  • Safety alarms, such as smoke and fire alarms, to provide warnings of a potential risk,
  • Burglar alarms with intrusion detection devices and proximity sensors to provide alerts for break-ins,
  • Access control systems and smart locks that use key cards, passwords, Bluetooth, or proximity sensors to help prevent unauthorised access into the office premises,
  • Biometric technology that uses unique physical characteristics such as fingerprints, retina patterns, or speech as a form of automatic identification for access control,
  • CCTV cameras that help monitor different areas of the office for access intrusion and anti-social behaviour.


Office automation systems, like home automation systems, have become an integral part of modern living due to the benefits that they provide both in terms of efficiency and effectiveness.

What might seem like a hefty initial cost of automating your office won’t take long before it starts to pay off and actually help you save money in the long run. The benefits of office automation systems include:

Improved energy efficiency

Automation allows you greater control over how you power the electronic devices and appliances in the office and helps you limit your energy consumption.

For example, by using smart LED lights and a smart thermostat in the office, you can program the lighting and cooling/heating systems to run in the most energy-efficient way possible without worrying about wasting energy.

Insights and feedback

Many smart devices provide valuable insights and feedback on your energy usage, making it easier to pinpoint waste and work on ways to minimise it.

For example, a smart thermostat will be able to provide you information on how much energy you are consuming throughout the day, along with the best recommendations to make the system as efficient as possible based on factors such as the weather, timings, and the number of people present in the office.

In addition to that, smart security devices also provide valuable information on who entered the office – and when – and play a crucial role in keeping the workplace safe and secure from unauthorised access and harm.

Centralised management and convenience

As a business owner or manager, it should be your top priority to simplify the operations around the workplace to boost both productivity and efficiency.

Office automation systems allow you to manage multiple devices using a centralised management system, providing convenience and ease of use like no other.

This not only saves valuable time and effort but also provides a great user experience since it takes care of most monotonous tasks automatically and sets triggers between devices to automate certain processes.

Remote control

Being able to control how your office operates from a remote location is a great functionality since it not only allows you to view the status of your system from afar but also allows you to control and adjust its settings according to your requirements.

For example, if you are travelling and are worried about the security back at the office, you can instantly check what’s going on thanks to the smart security devices installed in the workplace.

You can not only check the status but also make active changes to the settings based on your preferences. The same can be done for smart LED office lights and smart thermostats as well.


Systems such as Loxone, Lutron, Control4, and KNX allow you to take control of your office, whether you’re on-site or on the other side of the world, and integrate all your services into your smart devices.

Loxone Office Automation Systems

Loxone offers comprehensive office automation solutions that include all aspects of office management such as lighting, blind control, room climate, energy management, security, access control, and audio management systems that are extremely easy to manage and control.

Since no two offices are the same, Loxone offers tailored solutions for every business’s needs, allowing them endless flexibility and great benefits in terms of saved time, energy, and costs.

Lutron Office Automation Systems

Lutron offers automated human-centric lighting and shading solutions that support productivity, drive energy efficiency, and integrate seamlessly with the existing technology in the office.

Their state-of-the-art lighting solutions allow you to transform any space with the touch of a button using a hand-held remote, wall-mounted keypad, tabletop control, or your phone, tablet, or laptop.

You can create the right light in your office that not only boosts creativity and productivity but also helps you save energy.

With the ability to manage the system from absolutely anywhere in the world, you can enjoy the safety and security benefits of advanced automated lighting in your office and create the perfect work environment for your employees.

Control4 Office Automation Systems

Control4 office automation systems offer solutions to make your business more efficient while giving you a competitive advantage over others.

With the ability to set the lighting, music, and temperature around the office to make it the most comfortable experience for those on the premises, Control4 also offers specific solutions for boardrooms and other types of offices, such as clinical offices.

Some of their best smart business products include switches, thermostats, sensors, wired keypads, and centralised lighting panels and modules.

KNX Office Automation Systems

With KNX office automation solutions, you can make your operations extremely effortless and energy-efficient along with providing a safer space within the office building.

KNX allows you to reduce your energy consumption by offering automation solutions for lighting, shading, heating, ventilation, and air conditioning.

They also allow smart security devices such as smoke detectors, alarm systems, motion sensors, and smart locks to be integrated to protect your office from security and safety threats.


At Calder Electrical, we can design, plan, and install office automation systems that will allow you to control the lighting, power, audio, visuals, and security around your workplace.

We work with top-rated systems and always stay updated on the latest trends in home and office automation technology. We understand the ins and outs of the service and can customise the system according to your needs and requirements.

Contact us here or call us on 0800 612 3001 to talk to our experienced professionals for our state-of-the-art office automation systems!

Photo by Israel Andrade on Unsplash