Nestled in the corners of petrol station forecourts, lined neatly in the foyers of supermarkets, smart lockers have quickly become a ubiquitous site across Britain. And, it’s no surprise given the sheer convenience they offer for the delivery and return of items. But, did you know it’s possible to buy a smart locker for your office or community space? That’s right, smart lockers are becoming the go-to storage solution for public buildings of all kinds. Find out more about these ingenious storage devices with this guide from Rosehill…
Smart locker definition
We’ve all seen them (whether we realise it or not), but what exactly are smart lockers?
Well, as the name suggests, they are lockers… that are smart!
Okay, but there’s a bit more to it than that.
Smart lockers can be defined as ‘storage and distribution systems that feature integrated computer and power networks (also known as Internet of Things (IoT) technology)’. In other words, they are locker systems that can be controlled remotely via electronic means – granting individuals access to either store or retrieve items.
The classic – and arguably most common – real world example of a smart locker is the Amazon Locker. These allow individuals to order products online and collect them at a local locker. Once the item has been delivered to the locker, the customer is sent a code (or can scan a QR code) which will grant them access to the locker in order to pick up their order.
It’s a highly convenient way of distributing and retrieving goods; which is why more and more businesses and organisations like yours are considering buying and installing smart lockers in their own premises.
What are the benefits of smart lockers?
Given that smart lockers involve data and power connections, along with a typical annual software subscription cost, is it really worth choosing one over a traditional locker?
The answer largely depends on the type and scale of your business.
So, are they the correct choice for you? Below, the Rosehill team has set out the top benefits of smart lockers.
Efficient storage
Following the COVID-19 pandemic of 2020, the world of work has irrevocably changed. No longer do many employees spend five days a week sitting at the same desk. They’ll spend a number of days at home, and when they do come into the office, they are often presented with a hot desking arrangement.
The thing is, without a dedicated desk, where are employees expected to store personal items when they’re not in the office? The answer is a locker – but, as not all employees typically visit the office on the same days – a traditional locker set up can result in a lot of wasted space.
Smart lockers allow you to assign locker space on only the days that employees require it. As one smart locker company states, smart lockers can reduce the total number of lockers required by as much as 30%. This frees up more floor space for other, more useful, purposes.
It’s also important to note that smart lockers allow you to keep a close track of important metrics like occupancy rate. You can, for example, see if a locker is being used to store an item, but hasn’t been opened in months. This indicates that the locker is being improperly utilised. Furthermore, being able to track the occupancy rates of smart lockers over time can help you better plan and assign lockers in future. This also provides more detailed information for when you come to buy lockers for a new office location, for example.
Smart lockers also allow you to book lockers in advance and essentially ‘reserve’ them in anticipation of your storage requirements.
In short, smart lockers offer a far more efficient storage solution than the key-based lockers of old.
Smart and secure document/item storage
The days of physical documents are not over yet. In many instances, documents such as contracts and statements of work must be printed in hard copy.
But, what if – in a hybrid working environment – you need to leave the document, so a colleague can pick it up on another day? E.g. you’ve finished drafting the contract on Tuesday, but Fred – who has to approve it – doesn’t come until the office on Wednesday (your WFH day).
The answer is simple – pop the document in a smart locker! With the majority of smart locker systems it’s easy to let your colleague know which locker the document is in, and provide them with a code to access it.
Smart equipment distribution
Again, in the new world of hybrid working, getting laptops (and other essential equipment) to new employees isn’t particularly simple.
We now live in a world in which both your IT team and employees could be living hundreds of miles apart from each other.
So, how do you distribute equipment to new starters? The answer is easy, smart lockers!
Your IT team can pop into your office at their convenience and leave any equipment for a new starter in a smart locker. Then, when the new employee arrives in the office for their onboarding process, they can use a code/QR code to access the locker and pick up their new laptop. Easy.
What’s more, given that most smart lockers feature intelligent dashboards, you will be able to maintain a record/audit trail of when each piece of equipment has been picked up (and by whom).
Fleet/item management
Some companies will have shared assets that are used by multiple employees. Think company cars, portable projectors, marketing assets etc.
In a world in which different people come into the office at different times, the easiest way to ensure these items are both easily available – yet secure – is to put them in a smart locker.
Again, thanks to the ‘big data’ capabilities of smart lockers, you’ll be able to see who has picked up what and when.
Package delivery
For many businesses each working day will see myriad delivery drivers come and go as they drop off and pick up various letters, parcels, and packages.
Traditionally, these deliveries would be dealt with by a receptionist or office manager.
However, following the COVID-19 pandemic many companies are either foregoing receptionists entirely, or employing people in roles that include not just reception duties but many other tasks as well.
Put another way, this means that there are either no receptionists to accept deliveries – or, if there is a receptionist, they’re probably pressed for time to deal with multiple deliveries per day.
So, what’s the solution? The answer is a smart parcel locker, naturally.
By integrating third-party APIs from the main delivery companies it can be possible to completely automate the package delivery/retrieval process for your business.
Furthermore, the use of smart parcel lockers eliminates the need for staff to remain in the office in order to be present for a ‘delivery window’. Plus, this arrangement can free up staff to come into the office who would otherwise have to wait at home for a delivery.
Finally, smart lockers (and their associated dashboards) allow companies to accurately log and track all deliveries into and out of the business. This can be particularly useful in the event of delivery disputes etc.
All in all, smart parcel lockers can unleash significant time savings for all kinds of staff members in your organisation.
Reductions in lost keys/passes
A perennial problem with traditional locker solutions is the fact that they depend on employees remembering (and further, not losing!) keys.
According to industry data, around 5% of employees in a large organisation will lose their keys/passes over the course of a month. In the case of traditional lockers, this means you’ll have the expense of having new keys cut.
Smart lockers can eliminate these costs as they can be accessed with a number code, serial number, or QR code. Should these codes go astray, then they can be regenerated for free.
Admittedly this sounds like a minor benefit, but when you factor in the opportunity cost, labour time and other costs associated with replacing lost keys, it really can add up!
Further, smart lockers can provide a more integrated, seamless experience for users of your facilities. For example, many smart lockers can be configured so they can be accessed using the same pass an employee uses to access the building. This creates a smoother, more pleasant experience and removes the need for employees to use multiple keys/passes/codes.
Security
The fact is that smart lockers are just more secure than their traditional counterparts.
Should an item go missing from a traditional locker, then there are few ways to find out what’s happened. With a smart locker, however, it’s possible to see who has last accessed the locker and when.
Perception
This perhaps a rather ‘intangible’ benefit of smart lockers, but they’re just really cool!
If you want to create a sleek, modern, appealing environment, then smart lockers go a long way to creating one. They certainly compare very favourably to traditional key-based lockers – which, if we’re being honest – just make us think of school.
In industries such as tech, where talent attraction and retention can be particularly challenging, you need to do all you can to create a modern, cool working environment. Smart lockers will help you do exactly that.
Revenue generation
This is an oft overlooked, yet very tangible benefit of smart lockers.
If you are a business that sees the public passing through your facilities (e.g. an events venue, sporting ground, gym etc), then smart lockers can be good revenue generators.
It’s possible to charge individuals for a single use of a locker (e.g. as a substitute cloakroom for events), and thus add an extra revenue stream to your business. Over time, smart lockers can effectively pay for themselves!
What to look for in a smart locker
Well, smart lockers are kinda… smart, aren’t they! We’re certainly big fans of them here at Rosehill. We’ve seen many businesses successfully adopt them, and we’re receiving a growing number of enquiries about smart lockers – so their popularity is certainly not in doubt.
If you’re going to take the plunge and invest in a smart locker system, what should you be looking for? Let’s take a look…
Locker management system
The key benefit of smart lockers is that they make the management of said lockers far easier and more efficient than traditional key-based lockers.
Thus, it’s vital that you choose a smart locker solution that has an excellent locker management system.
In the majority of cases, locker management systems take the form of a SaaS platform. That is, they are a piece of software that requires a monthly subscription. For many companies, this is ideal as it allows them to scale and reduce their locker systems as required.
If you’re intending to integrate your lockers with third party delivery companies, then ensure you choose a locker management system that allows for the integration of APIs – this means your locker system will integrate with apps used by various delivery companies etc.
Should you wish to create a unified experience for colleagues within your business, then be sure to select a locker management system that will integrate with your building’s access control system. This will allow employees to use the same pass they use to access the building to access their locker.
A good locker management system will also have an easy-to-understand dashboard, which will allow you to see all the data gathered by the system in easily interpreted visuals etc. This is particularly helpful if you’re going to be managing large numbers of smart lockers across multiple locations. Without a good dashboard, you’re likely to be overwhelmed by the volume of data that’s at your disposal.
Security
Whilst there are many advantages associated with smart lockers, there is one downside which you should try your best to avoid.
Being Internet of Things devices, smart lockers can be susceptible to hackers. This is particularly the case if your lockers use an IP-based management locker management system.
The key is to choose a smart locker solution that has taken cybersecurity threats into account. For example, check that the locker is certified in line with SESIP (EN 17927). This ensures that the locker has been tested for its integrity against cyberattackers.
Power consumption
Naturally, a smart locker system will require power to function. However, you may sometimes be faced with a choice; a hard-wired system, or a battery powered system.
In our experience, it’s always best to choose a hard-wired smart locker system. This, in the majority of cases, means the system can just be plugged into your mains electricity – providing long-term, hassle-free operation.
Another point that’s worth checking is the smart locker’s power consumption. Ideally, you’ll want to choose a smart locker solution that has a relatively low power draw, thus minimising your facility’s energy bills over time.
Locking system
Naturally, you’ll want each individual locker compartment to be secure; especially if they’ll be storing high-value items such as laptops.
The very best, high-end smart lockers will tend to feature hard-wired smart locks. These involve a single tablet (think of the central screen that you use on an Amazon Locker), which is used to input a code or scan a QR code. This tablet is then wired to the lock on each locker compartment. Once a code has been successfully inputted, the designated locker compartment will open.
This keeps everything nice and secure, but also means that facilities managers and the like can remotely operate and open individual locker compartments if necessary.
Many hard-wired smart locks can be configured to permit and deny access for users, or to switch the locker from private to public to sharing mode etc. The best smart lockers will also feature automatic anti-theft alarms that will alert the manager of the locker as soon as a break-in attempt occurs.
Other options when it comes to smart locker security include RFID locks. These simply allow users to access each individual locker compartment using an appropriately configured RFID key pass.
Should you be looking at more budget-oriented lockers, then you may find that they utilise combination locks. These aren’t quite as ‘smart’ as their hard-wired siblings, but they can be a good choice if you’re buying on a tight budget. Note – combination lock lockers are particularly good for settings such as leisure centres; they eliminate the likelihood of keys and passes going missing!
Configurability
No two offices are the same. There’s always those nooks and crannies, or corners and alcoves that lend themselves as places where lockers can be located.
With that in mind, if you want your smart locker to perfectly fit your space, it’s a good idea to choose one that is modular and/or highly configurable.
To provide you with a tangible example, consider the LockerWall from Bisley.
This is a modular smart locker system that allows you to configure it in modules in order to perfectly fit the available space in your building. Here’s how Bisley itself describes the LockerWall:
“LockerWall is modular and entirely bespoke, meaning it can flex to create a variety of different workplace settings, outside of the desk. Each column is individual so you can select every unit with your colleagues’ needs in mind.
Not only is there a huge choice of lockers, but you can mix and match with larger storage cupboards, coat cupboards, bookshelves and soft seating nooks. Whether you want to create a beautiful guest welcome area, dedicated spaces to catch up between meetings or pleasant, functional breakout zones, LockerWall delivers so much more than just storage”.
In other words, it’s possible to buy modular smart lockers that are massively configurable. The fact that you can buy smart lockers like LockerWall that include such features as soft seating nooks and coat cupboards, means you really can let your imagination run wild!
Accessories
Smart lockers don’t just have to be utilitarian features within an office. They can play an aesthetically-enhancing role, too.
Smart lockers such as the LockerWall can be configured with a variety of useful and attractive accessories. These include:
- Planter tops – allowing you to add attractive plant arrangements on the top surfaces of the locker.
- Label holders for locker doors – allowing you to demarcate individual compartments for specific people/departments/uses.
- USB power – allowing users to charge their devices whilst they are stored.
Materials, finish and colours
Of course, you shouldn’t overlook the materials from which the smart locker is made, the finish of those materials and the colours involved.
After all, you’ll want your smart locker to complement the space in which it is located.
Tip – you’ll find that most smart locker manufacturers have distinct terms for the various parts of their lockers. For example, the outer body of a locker is typically referred to as the ‘carcass’. Some manufacturers refer to the individual locker compartments as ‘boxes’. If you find any of these terms confusing, the Rosehill team is always on hand to help!
Materials
Highly configurable smart lockers such as Bisley’s LockerWall can be specified with a mix of materials including MFC (melamine-faced chipboard), stainless steel, and fabric (for recessed seating nooks etc).
The key point here is to ensure that any materials used are of ‘contract quality’ meaning they are designed to withstand heavy and sustained use. If you buy your smart locker solution from a reputable company such as Bisley, then you can be assured that materials used will be of contract quality.
Colours and finishes
Closely related to the above point about materials are colours and finishes.
In effect, once you’ve selected the materials that’ll be used on your smart locker (be they MFC, stainless steel or other material), you’ll then have to decide on the finishes and colours.
To give you an idea of the sheer range of colours and finishes you’ll have at your fingertips, consider the Bisley LockerWall again. It’s available in 45 different MFC finishes – yes, you read that correctly, 45!
If you specify your LockerWall with metal doors, then you’ll have 37 different paints to choose from.
And, if you’re including any upholstered sections within your LockerWall, you’ll have 50 different fabrics to choose from.
We’re not lying when we say that the choice is almost endless…
Guarantee
When you’re investing in new furniture or storage solutions for your business or organisation, it’s always a good idea to check if your chosen items come with a guarantee.
Being of contract-quality, your chosen smart locker should have something like a five-year guarantee as a minimum.
Sustainability
Buying ‘green’ is becoming increasingly important for many businesses, charities and other organisations.
More and more buyers are having to take into account things like scope 2 and scope 3 emissions – those emissions that occur further down the supply chain.
If you have such a commitment, then it’s important to check the sustainability credentials of your chosen smart locker. But, the thing is, how?
Here at Rosehill, we’d suggest the best answer is to buy a smart locker which has undergone a Life Cycle Analysis (LCA). This is an assessment methodology that analyses the environmental impact of a product throughout its entire lifecycle.
It is also useful to check if your chosen smart locker uses sustainably sourced materials (e.g. FSC timber).
Guide – for more information on buying sustainability, read our guide to buying sustainable furniture.
Cost
Perhaps the most important point to consider when choosing a smart locker is the cost.
You won’t necessarily just the up-front cost of purchasing the locker itself, but are likely going to have to pay an ongoing licensing/software/subscription fee. This latter fee is to cover the cost of the locker management system.
Bear in mind that you will also have the ongoing cost of power and network connection for the smart locker.
Don’t worry, though. The team here at Rosehill can help you establish a complete and thorough cost-profile of your chosen smart locker before you commit to a purchase.
Join the world of smart storage with Rosehill
We hope you’ve found our guide to smart lockers both useful and interesting. As you’ve probably gathered by now, there’s quite a bit to consider when buying one; which is why Rosehill offers a complementary consultative service.
Simply contact us and one of our contract furniture experts will guide you through the process of choosing a smart locker for your premises.
Shop storage solutions at Rosehill today
For more commercial and contract furniture buying guides, information and advice, read the Rosehill blog…
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