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RICOH Spaces Platform

Today’s office workplace is a digital workplace, where businesses and individuals
are empowered to work smarter through utilising innovative technology. Smart
buildings are no longer the future – they are expected today.

Ricoh offers solutions that enable businesses to tackle the key
challenges facing them today, and in the future, bringing about
a digital transformation at the pace they desire. Among Ricoh’s
digital technologies is RICOH Spaces, a modular platform that
is designed to drive efficiencies in your business by creating a
truly connected, smart workplace, solving your problems today,
whilst anticipating the needs of tomorrow.
By 2025, the global labour force is estimated to reach
approximately 3.69 billion people, with Generation X accounting
for over one-quarter and millennials making up almost half
of the workforce. Both cohorts are technologically inclined,
globally focused, and highly educated. The lifestyle and
experience gained may be valued over pay when it comes to
talent retention in the future. The preference for a work-life
balance will become king in organisations as we head into the
new digital age.

With RICOH Spaces, Ricoh is bringing together people, places and experiences with innovative technology and user-centric design.
Being modular, RICOH Spaces is also scalable and can evolve as your business needs do.

Smart Office Solution

If the needs of your business and employees
are changing faster than your workplace can
keep up with, you’re not alone.

RICOH Spaces is a cloud-hosted workplace enhancement
platform designed to optimise your business with areas such
as desk bookings, space bookings, IoT, wayfinding, workplace
insights and more, taking you on a cost-effective and flexible
journey towards a truly connected workplace.

Easy to implement

Getting started couldn’t be easier. Every module in our RICOH

Spaces suite comes with a clear deployment plan, and access to
our experts to help you along the way. We’ve also got lots of
great training material for you to read at your own leisure, and
to help with your user adoption. We want to take the pain out
of the mundane for your employees, allowing them to spend
time on the tasks that matter, and ensuring they have the right
environment to succeed.

Your employees are your greatest asset

Design your workspaces to maximise
your employees’ productivity towards
business outcomes, empowering them to
become your greatest asset for achieving
measurable, strategic growth.

The future workforce

Children today are growing up with technology readily available
around their homes, so it comes as no surprise that as they
enter the workforce, the new generation will expect the same
experience around the office. A smarter, connected office
delivers a better experience to employees and facilitates a great
culture for everyone.
Creating the best working environment, with the right balance of
people, places and technology, makes it easier to retain existing
employees, while attracting the right talent to your business.

Taking the pain out of the mundane

We know that everyday tasks such as booking meetings,
arranging for the arrival of a visitor, logging issues about your
equipment or even finding out where you are going, can be
frustrating, and prevent employees from focusing on the areas
where they feel truly productive.
RICOH Spaces focuses on doing all the hard work for you,
whether that’s our interactive floor plans taking the pain out
of finding and booking your desk or meeting room, our IoT
informing you of real-time space availability, or our visitor
management allowing you to pre-book in advance for quick
QR code scan check-in on the day.
These everyday tasks should be effortless, leading to an agile
working lifestyle which will benefit and boost employee
productivity and happiness.

Connect and empower your employees

RICOH Spaces is available via browser, desktop application and
mobile application, serving your employees when they need it
Our mobile application supports agile working, putting the
workplace in your pocket. Employees shouldn’t feel tied to their
desks; empower them to reserve a meeting room on the way to
the office, easily view their upcoming meetings for the day on
the train, or receive notification when a visitor has arrived for
them whilst away from their desk.

Truly RICOH Spaces

A traditional office environment can be detrimental for growing businesses if the
physical space is an unmovable beast.
RICOH Spaces helps you to achieve
flexible workspaces that will evolve with
your needs over time.


A better understanding of your space

Without an understanding of your office, and how it is currently
utilised, it is impossible to know if you are making the right
decisions and receiving the expected ROI.
RICOH Spaces provides clear insights on your space usage,
showing you which areas are utilised well, and which are not
being used to their potential, so that you can be armed with the
data before making any changes.

Make cost-saving decisions

With clear utilisation data available, and insights into how your
space is being used, you can be empowered to make costsaving decisions such as freeing up under-utilised space for new
occupants, thereby reducing operational costs.
With hindsight, insight and foresight, you can see what
happened over the last few months, what is happening right
now, and start to predict what will happen in the future. This
will allow you to make decisions such as shutting down extra
floors during times where occupancy is forecast to be low
(such as the summer school holidays), reducing your utility and
maintenance costs for this time period.
By adopting RICOH Spaces as a strategic tool, you can unlock the
specific patterns that drive productivity in your business, creating
intelligence that optimises your commercial real estate.

RICOH Smart Integration

Connecting all your data together is key
in providing you with clear insights across
your entire business.


Our Open Platform

RICOH Spaces is an open platform, so if you’ve already started
to invest in workplace technologies, we can provide you with
options for integration, maximising your existing investments
and enhancing that data.

Workplace Insights

Our Workplace Insights provides you with hindsight, insight and
foresight into your business. Constantly streaming data from all the
modules available, you receive clear insights about your business,
empowering you to achieve that targeted ROI from the platform.

Managed Service

We’ll take care of it all. Ricoh are well placed to manage all of
your workplace needs so you don’t have to. We have experts in
our Workplace Services team on hand to help you understand
how to maximise your space. We can provide resources to assist
with a brand new office re-fit, procure new hardware such as
HD screens or tablets for you, and help you invest in the best IoT
(Internet of Things) sensors available.
We’re here to help. Starting your digital transformation
journey couldn’t be easier with Ricoh.

Using the RICOH Spaces Platform

RICOH Spaces creates efficiencies by
connecting multiple business touchpoints
through our available modules. It integrates
directly with your Office 365 calendar,
utilising your existing AD and allowing for
secure Microsoft login.

RICOH Spaces Modules include

Visual Floor Plans
Bring your workplace to life with interactive digital floor plans
enabling highly visual, seamless booking and management of
desks, rooms and spaces. Display on any screen to put your visitors
at ease and give them a frictionless journey through your office,
ensuring that they leave with a positive experience of your brand.
Integrate with IoT to provide real-time availability at a glance.
• Fully customisable
• Interactive desk, room and space booking
• Enhanced with IoT
• Display on any screen with digital signage

Desk Booking

Simple yet powerful desk booking, policies & assignment, providing
you with a greater level of control of your workplace with the
flexibility to adapt as the needs of your business change. Whether
you hot desk, fixed desk or a combination of both, RICOH Spaces
can provide clear actionable insights and drive efficiencies for your
desk space.
• Desk assignment
• Visual floor plan booking
• Book on web & mobile
• Visitor desk booking
• Track & Trace analytics

Room & Space Booking

Effortless booking wherever you are with full web schedule
view, interactive floor plan, mobile application and room panel
options. With seamless integrations to the wider RICOH Spaces
platform, managing your meeting becomes simple and wasted
time is reduced. It’s not just meeting rooms that benefit, other
spaces such as public spaces or collaboration areas can also be
managed and integrated into the platform.
• Integrates with O365 for calendar sync
• Full Room Schedule View and Mobile booking
• Room Panel Options
• Pre-book visitors in advance
• Request services


Feel empowered to make data-driven decisions with our world
of workplace insights. Data across all the different modules are
streamed here all the time, providing you with powerful insights
across your business. View utilisation statistics on your desks,
rooms and spaces to understand how your workplace is being
utilised and gain key insights into meeting room efficiency.
• A suite of reporting available
• Desk Utilisation and trends
• Room and Space Utilisation and trends
• Enhanced with IoT for real-time data

Internet of Things

Add the latest IoT sensor technology to your business to
gain detailed, real-time data about your spaces. The data is
integrated directly into your workplace reporting providing
insights such as comparisons of booked vs actual trends and
trends over time. There is a huge range of possibilities and we
can tailor them to your needs.
• Real-time visibility of your workplace
• Integrates with floor plans for people count and live
availability of spaces
• Compare booked vs actual data for true insights
• IoT driven policies such as auto-cancel unoccupied meetings

Service Requests

Flexible service requests to streamline your business processes.
Create and manage service requests, decide what information
you capture and which options are available when requested.
Automated notifications to service request managers reduce
wasted time and enables effortless management through to
completion directly in the platform. Request lunch, travel,
drinks, cleaning and more.
• Unlimited custom-built service requests
• Assign and restrict services to particular spaces
• Complete requests on phone & web
• Integration options with third party ticket management
systems such as ServiceNow

Workplace Automation

Create real efficiency in your business with workplace
automation. Choose from a range of triggers such as “number
of people in a space” and actions such as “send email” to
automatically detect, manage and inform your business. With a
range of integrations available and an ever-evolving roadmap,
the possibilities are endless.
• Build your own automation
• Enhance location policies and service requests
• Detect, manage and inform your business

Digital Signage

Cloud-based digital signage solution that lets you deliver
meaningful messaging from your RICOH Spaces and internal
communications, to your digital screens. Ensuring you can send
the right message, at the right time, to your employees and
offices everywhere.
• Any screen, anywhere
• Over 60+ apps to use
• Schedule content dynamically
• Utilise almost any media player

Visit Management

Make a great first impression, increase security and improve
your employees’ productivity with RICOH Spaces Visitor
Management. With the freedom to customise your sign in
experience, you can control who enters your building, what
data you collect from them and the experience they receive.
Say goodbye to manual processes and the hassle of maintaining
paper-based logs with our easy to use interface, pre-book and
instant host notification features.
• Automated host notification
• Configure your own sign-in display
• Emergency management with a downloadable offline list
• Pre-book visitors for touchless sign-in

“Ricoh’s comprehensive offering and expertise
in managed workplace services, which includes
RICOH Spaces, has been recognised as industryleading, gaining Ricoh a position in Gartner’s
Magic Quadrant for Managed Workplace Services.”*

Why RICOH Spaces

• Purchase single or multiple components
• Global availability
• Infinitely scalable
• Multilingual
• Installed in Ricoh offices across EMEA
• Workplace consultancy from Ricoh experts
• Multiple support options
• Remove complexities and let Ricoh manage vendors


Ricoh’s strength in the market is the ability to take a holistic
approach to deliver end to end workspace solutions for business
transformation in an ever-changing digital world


Ricoh has a broad range of skills across all aspects of datacentre,
networking, security, devices, deployment, communication
services, business processes, and Cloud solutions.


Ricoh has an in-house team of software engineers, developers,
designers and consultants building best of breed solutions for
our customers


Consultants bring with them their knowledge and experience
from previous projects across a variety of different types of


Ricoh have world leading, Gartner recognised, managed
workplace services, supporting changes in customers working
culture to drive organisational and individual agility


13,000 customers in the UK trust Ricoh as their partner. We
deliver IT projects and managed services to many large blue-chip
organisations across a range of industries