The Microsoft Places app uses AI to improve team efficiency when using office space

In the post-pandemic era, hybrid work models are becoming increasingly popular, with employees spending less time in the office and more time working remotely. This change made it more challenging for colleagues to coordinate meeting times and efficient use of office space. To address these challenges, Microsoft launched a a new application with artificial intelligence called Places. This new app is designed to help businesses that rely on Outlook and Microsoft Teams for collaboration better coordinate employees’ time in the office.

Hybrid Work: The New Normal

The COVID-19 pandemic has fundamentally changed the way we work. Many companies have adopted hybrid work models, allowing employees to split their time between the office and remote locations. While this flexibility has its advantages, it has also created new challenges when it comes to coordinating in-person meetings and making the most of limited office space.

Jared Spataro, Microsoft’s corporate vice president of artificial intelligence in the workplace, emphasizes the importance of face-to-face interaction in the office, saying, “When employees come into the office, they don’t want to see a row of empty desks. They crave face-to-face communication with managers and colleagues with whom they often work. Places can help. Employees can more easily coordinate the use of office space.”

Microsoft Places: Streamlining Office Coordination

The Places app, which is currently in preview, aims to simplify the process of coordinating the time of office workers. It includes a dedicated location scheduling section where employees can set and share the days they plan to be in the office and see when their colleagues are scheduled to be present. Managers can also set priority days to come into the office, such as important events or team days, ensuring everyone is aware of these key dates in advance.

This location data is then communicated with the Outlook calendar, allowing employees to see what events are scheduled to take place in the office and the days they choose to come to the office. This integration helps employees plan their personal meetings and collaborations more efficiently.

Smart planning with Copilot

Later this year, Microsoft plans to integrate the entire Places experience into Copilot, Microsoft’s intelligent assistant. This integration will allow users to ask Copilot questions such as “Which days should I go to the office this week?” and receive suggested schedules based on factors such as the user’s personal meetings, co-workers’ office plans, and team activities. In terms of schedule, Spataro said

“Users can also ask Copilot to adjust their schedule based on this information, such as changing their office location on recommended days and rescheduling in-person meetings.”

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Streamlined booking and notifications

Venues also provides a search feature to make it easier for employees to book conference rooms or shared desks, and this feature will be available in Outlook. Employees receive calendar reminders if they forget to reserve a conference room or desk. Later this year, Copilot will support an end-to-end booking experience, with a smart assistant that automatically finds and books the space you need to meet.

The Places app also integrates location data with other Microsoft 365 apps. When working in Teams, colleagues will be marked as “nearby” if they’re also in the office, and users can notify colleagues in the office about impromptu discussions or lunch dates. by typing “@nearby”.

Spatial analytics for better space management

Microsoft plans to let real estate and facilities managers use Places’ spatial analytics capabilities to see how buildings are being used and which days are most popular with employees. IT administrators can also better manage and configure spaces, enhancing meeting rooms and shared discussion rooms. The dashboard focuses on building and room analytics rather than giving managers another means of tracking individual employees.

Availability and prices

Seats will eventually become part of Microsoft Teams Premium, which currently sells for an additional $7 per user per month (normally $10). Teams Premium also includes smart summaries, watermark leak prevention, and many other additional features.

Conclusion

In conclusion, the shift to hybrid working models has brought a new set of challenges for businesses, especially in coordinating face-to-face meetings and optimizing the use of office space. Microsoft’s introduction of the Places app aims to address these challenges by streamlining office coordination, integrating with Outlook and Microsoft Teams, and using artificial intelligence to enhance the hybrid work experience.

The app’s features, such as location scheduling and priority days, facilitate face-to-face interaction and improve overall office time efficiency. In addition, the integration of spatial analysis capabilities will allow real estate and facilities managers to better understand how to use buildings. This will enable better space management decisions to be made. As the hybrid work model continues to evolve, tools like Places will play a critical role in helping businesses adapt and thrive in this new normal.

Microsoft Places comes at a crucial time and should be very vital for businesses looking to seamlessly address the challenges of hybrid working. With more features like intelligent scheduling with Copilot, streamlined booking and spatial analytics, Places has the potential to help businesses adapt to the new norm of hybrid working and encourage more effective in-person collaboration. By using AI and integrating with existing tools such as Outlook and Microsoft Teams, Places aims to facilitate the process of coordinating employees’ time in the office and make the most of limited office space. What do you think of the new Microsoft Places app? Will it be good for business? Let us know your thoughts in the comments section below