A robust space management strategy is at the heart of every successful workplace transformation. Microsoft, a global leader in technology, has taken significant strides in enhancing space utilization within its new buildings at its Redmond headquarters. As part of their project to enhance space management at their Redmond headquarters, Microsoft chose to collaborate with InnerSpace and leverage our industry-leading space utilization technology. Our cutting-edge solutions played a pivotal role in helping Microsoft optimize their workspace while achieving significant cost savings.
One of the most significant challenges in modern workspace management is balancing cost-efficiency with innovation. Microsoft found a solution by leveraging their existing Wi-Fi Access Point (WAP) systems to monitor and optimize space usage across their buildings. Microsoft wanted to utilize the data generated by these WAP devices to understand how spaces are used, reducing the need for additional hardware.
“We identified an opportunity to reuse the existing devices and the data we already had from these devices,” said Nritya Reddy, Senior Product Manager at Microsoft Digital. “It was a cost-optimized way of handling our requirements.” said Nritya Reddy, senior product manager, Microsoft Digital.
This approach not only saved Microsoft approximately $3 million in hardware costs but also simplified the deployment process across multiple buildings. The solution, initially implemented at Microsoft's East Campus, can now be rapidly deployed in other locations, thanks to the streamlined process developed. 
Microsoft’s innovation didn’t stop at repurposing hardware. By integrating InnerSpace's advanced AI and machine learning capabilities, they transformed raw WAP data into actionable insights. These insights allow Microsoft to monitor space occupancy in real-time, enabling employees to make informed decisions about using common areas like kitchenettes and conference rooms.
“The cost avoidance isn’t just about not having to buy those IoT sensors and installing them, but also the continued maintenance and security of those devices. You have firmware updates and security updates in the future, so the life cycle costs come down to quite a bit of savings from not having to implement duplicative infrastructure,” said Daniel Lee, Project Lead at Microsoft.
InnerSpace's AI algorithms ensure accuracy, preventing double-counting even when people carry multiple devices. This accuracy is crucial for reliable space management and future real estate planning.
Prioritizing Privacy and Security
In any workspace solution, especially one that monitors employee movements, privacy and security are an important priority. Microsoft and InnerSpace ensured that all data shared between systems is anonymized and protected. By hashing device identifiers, they prevent the identification of specific devices, safeguarding personal identification information (PII) in compliance with Microsoft’s stringent privacy regulations.
“The device identifiers are shared between systems in a hashed way, ensuring that personal identification information is protected,” noted Lakshmi Kothamasu, Principal Software Engineering Manager at Microsoft Digital. We performed stringent Microsoft architectural and data privacy reviews to ensure that no private data is being leaked at any stage. In addition to privacy, scaling and security are other key aspects considered when exchanging data with external systems.
— Lakshmi Kothamasu, principal software engineering manager, Microsoft Digital
This focus on privacy, coupled with InnerSpace's secure infrastructure, has enabled Microsoft to confidently roll out this solution across multiple buildings, ensuring both employee privacy and data integrity.
A Path Forward for Smart Building Solutions
Microsoft’s collaboration with InnerSpace highlights a model for other companies looking to enhance space management. By utilizing existing infrastructure and integrating advanced technologies like Artificial Intelligence and machine learning, organizations can achieve significant cost savings while improving the employee experience.
In conclusion, our partnership between InnerSpace and Microsoft exemplifies how innovative use of existing technology, combined with a strong focus on privacy and security, can lead to smarter, more efficient workplaces. As organizations worldwide seek to optimize their spaces, this collaboration offers a blueprint for achieving these goals while maintaining cost-effectiveness and employee satisfaction.
Read more about how Microsoft and InnerSpace are transforming smart building management with AI and real-time data processing here.