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Facility Managers Guide for Future-proofing the Commercial Workplace

As business data requirements increase, a highly flexible and adaptable cable management system is paramount for commercial workspaces to remain competitive.

It’s been nearly twenty years since Wi-Fi became widely available, forcing Facility Management (FM) teams to upgrade technology infrastructure systems nationwide. In 2012, only 25% of homes and businesses were using Wi-Fi to access the Internet.1 By 2016, companies were responsible for 35% of all Wi-Fi usage, with that number increasing to 47% by the end of 2023.2

FM teams face a similar challenge today due to the number of new technologies available in the marketplace. These new platforms, Artificial Intelligence (AI), Augmented Reality (AR), Machine Learning (ML), and Building Management Systems (BMS), are no longer emerging trends to watch. They are changing the workflows for millions of companies and employees daily and are here to stay. To attract and retain the best tenants and employees, it is important to be able to adapt to accommodate the ever-evolving technology and the required cabling and endpoint connections. It is also critical that properties must be future-proofed to the fullest extent possible to address these changing business data needs.

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What Is Future-proofing?

Future-proofing is anticipating and preparing for future changes and challenges to minimize their impact and cost to the business. Examples of future-proofing strategies or products typically include: 

Modular furniture and cabinetry – Using standard sizing and construction, these products can be installed, removed, and configured quickly to meet changing workspace needs.

Demountable walls—As space requirements change, a demountable wall system can be installed, changed, or moved to meet new or changing business needs.

HTML, CSS, and PHP – These are computer languages used to code the websites and mobile apps we use daily. They are “open source,” meaning anyone can download the latest version for free and start a project. 

Automating redundant processes – Results in increased production and efficiency by eliminating the potential for human error and reducing operational costs. Building Management Services Systems (BMS), building access, and security are typically covered here.

Hybrid work models – While most expected this need to disappear after the pandemic, many companies have embraced in-person and remote working to retain key staff and personnel while improving employee work-life balance.

Current future-proofing techniques for data cabling systems typically include secondary cable trays. However, installing additional cable trays requires opening walls/ceilings for unhindered access. Cabling raceways, generally installed during the building’s original construction, can restrict future designs because raceways can’t be easily moved or expanded to meet future tenant needs. 

Modular access flooring systems provide a future-proofed cabling solution that dramatically lowers current and future technology upgrades and construction costs. These systems are ideal for handling multiple types of cabling including power (120V), low-voltage (less than 24 V), and high-speed fiber optic cable. Additionally, these flooring systems work with the different endpoint termination types that are required for voice, data, video, and physical security.

Future-proofing is the opposite of planned obsolescence, where an item must be replaced at the end of its projected lifecycle because its technology has become outdated or is no longer backward compatible. Common examples of planned obsolescence include.

Computer operating systems – while most are backward compatible to a predetermined extent, you’d be hard-pressed to install Windows 98 or Vista on a new PC today.

Smartphones—Older cell phones were limited to talk and text functions, while today’s smartphones can sync with your laptop to share documents and files while you’re on the go.

TVs – Have evolved from having a single coax connection for cable TV reception to multiple HDMI, video, and audio ports for connecting various external devices.

Automobiles – Many mechanical functions have been replaced with a network of sensors that connect to a central computer unit to control speed, engine performance, and interior accessories.

Computer floor systems – when mainframe computers came into use during the 1950’s and 1960’s, computer floors were used to hide the data cables and the ductwork necessary to keep the computers cool. However, this raised flooring system used either steel or concrete-filled panels, making them expensive to install, maintain, and service. With the air ducting requirement gone, today’s raised flooring systems require no more than 3” of the available headspace to install, making them ideal for new construction and the built environment.

Why is Cable Management Critical to Future-Proofing?

Due to these new technologies requiring massive amounts of data to operate, future cable management concerns should be a priority in the design, building, and renovation of commercial properties everywhere. A future-proof cabling network should make the infrastructure cabling easy to identify and locate while providing quick access for maintenance, upgrades, or a complete reconfiguration.

Additionally, an effective and flexible cable management system must work with the different types of cabling used by these technologies. Most network systems utilize at least two types of cabling, one for phone/voice communications, and a second for data and internet needs. While Cat 6 and Cat 7 cabling will handle the data needs for most companies, fiber optic cable provides the fastest speed and transmission rates, making it the gold standard for futureproofing projects.

Potential Future-Proofing Issues

Incorporating new technology into a new commercial building is more straightforward and less expensive than updating an existing commercial site. Here are the most common futureproofing roadblocks for FM managers and their teams.

Open for business – many companies can’t close to accommodate the necessary construction work. Contractors must work off-hours to minimize noise, dust, and potential operational disruptions. Material deliveries are typically problematic, as most suppliers don’t offer off-hours deliveries. On-site material storage is generally limited, as the building is open to the public during the day.

Building code compliance— In many jurisdictions, once the retrofit work reaches a specific size or dollar amount, the building must be brought up to current code requirements. Depending on the building’s age, this can involve updating windows and doors, stairwells and elevators, and fire suppression systems. Correcting grandfathered code requirements can quickly turn a cabling retrofit into a complete renovation project.

Outdated building materials— While stories about old lead pipes continue to dominate the news, other hazards could be hiding in older commercial buildings.

Electrical contractors used aluminum wiring from 1965 to 1980. While the formula was changed in 1972 to address safety concerns, aluminum wiring is 55 times more likely to start a fire than copper or copper-clad aluminum wiring options.

Another hazard that can quickly derail your cabling installation or retrofit is asbestos. However, unlike aluminum wiring, which hides in walls and ceilings, asbestos can be found in various construction materials used throughout the commercial building.

  • Flooring
  • Drywall and finishing products
  • Ceiling tiles
  • Duct and pipe insulation
  • Fireproofing
  • Bricks and concrete
  • Construction adhesives/mastic

These issues can result in higher construction costs and longer project timelines for technology upgrades to an existing commercial or industrial property.

How Much Does It Cost to Install a Cable Network?

Because every business has unique data needs and requirements, per-drop (each connection point) costs can vary dramatically from one commercial building to another. According to The Network Installers 2024 Network Installation Guide3, the building floorplan and layout most significantly impact data cabling costs and timelines. 

Another variable to consider is the type of cabling required. The chart below shows the per-foot costs of the different cable options.

Cable

Per-foot Cost Range

Cat 5e, Cat 6, Cat 7

$0.10 – $1.13

Fiber optic

$0.80 – $4.60


Other options, such as the number of routers, server room locations, ethernet connection points, and cover plates, will also affect the final cost and timeline for installing the cable network. As a result, utilizing an access flooring system that relocates data (and power) cables from above the ceilings to under floor to improve accessibility, and can reduce costs while increasing flexibility.. Any cabling changes and upgrades can be performed without the dust, noise, and tenant inconvenience caused by traditional cable trays and raceways.

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What Are the Benefits of a Future-Proof Cabling System?

A future-proof cabling system provides unique benefits for the property owner, the business, and facility management teams.

Commercial property owners can increase their properties’ perceived value and occupancy rates with a future-proof cable management system. Regardless of the latest technology, the building will have the cabling infrastructure flexibility and adaptability tenants need to adopt them. Additionally, this option could expand the lifecycle of properties in the built environment by keeping them current with existing and future technologies.

Facility management teams can quickly perform maintenance, upgrades, or a complete reconfiguration without the costs and timelines of traditional cable trays. This allows them to focus limited resources where they’re most needed while reducing future maintenance and construction costs.

Companies can support in-person and remote workers while adapting to recent workforce changes that address better work-life balance for employees. A flexible work environment is attractive to attracting new talent and retaining existing staff by reducing stress while increasing collaboration, communication, and worker productivity levels. 

While these benefits are normally associated with commercial office spaces, a flexible cable management system provides the same advantages and savings for:

Schools & Colleges

Having access to the latest technology allows educators to effectively teach and support groups of students with diverse learning styles and attendance preferences.

Access Flooring Systems for Casinos

Casinos

To remain competitive, many casinos use a variety of different technologies to improve the customer experience from immersive AI (Artificial Intelligence) and VR (Virtual Reality) to RFID (Radio Frequency Identification) chips to track casino chips.

Computer Rooms

Computer rooms remain critical to manufacturing, packaging, and distribution companies as they utilize demand planning systems for inventory forecasting, and Current Demand Inventory (CDI) to match inventory levels to real-time demands.”

Cable Management for Hospitals

Hospital and Medical

Today’s medical facilities rely on visual displays for patient monitoring. Cabling support for cameras, x-ray machines, viewers, and heart monitors, is essential to patient care.

Courts

Today’s courtrooms use a variety of different technologies to facilitate hearings while improving efficiency. Court records must be secure but easily accessible to all relevant parties to promote transparency and fairness.

Access Flooring Systems for Casinos

Renovation & Remodels

Advanced technology must be compatible for renovations and retrofits in older and historic buildings, where designers seek to retain character without sacrificing life and work style.

Future-Ready Cabling Infrastructure

Raised Floor

While access floor systems are ideal for integrating a flexible cable management system, not all access floor systems are created equal. For example, the Gridd Adaptive Cabling Distribution® is available in two low-profile heights (1.6″ and 2.75″). This allows Gridd to work in virtually any built environment project without affecting ceiling heights or structural elements.

Unlike other systems that utilize plastic, Gridd meets all fire safety codes for public spaces. Thanks to its modular construction, the system assembles and disassembles without special fasteners or tools, making it endlessly reconfigurable and relocatable. Gridd products  are 100% recyclable, which can assist with meeting sustainable building criteria such as LEED scores.

In addition to handling your data cabling needs, Gridd Power® provides power management flexibility through an integrated 50-amp modular bus system designed and approved to work seamlessly with the Gridd Raised Flooring System. Currently, Gridd Power is available in three different configurations to meet a company’s needs today while incorporating flexibility for future growth and expansion.

Field Wired – home run circuits must still connect to the primary or central panel with this option. However, the MX cabling is now installed within the raised flooring system, not in the walls or attic (plenum) space above the finished ceiling. (Good Flexibility)

Modular Branch Circuit – typically, the power tracks are installed at a maximum of 48’ on center and rely on the (up to) 24′ whip of the power and data enclosures to easily reach the desired service location. (Great Flexibility)

50 Amp Modular Power Distribution—This option provides 50-amp, 3-phase power connectivity throughout the area at 20-25′ intervals. Ideal for large open offices and shared and multi-use spaces, it offers the most significant design flexibility for architects, builders, and property owners.

Another upgrade feature to support the flexibility and future-proofing of the space, Gridd® Mobile, is an Augmented Reality app that allows you to test, upgrade, isolate, or modify your cable networks to meet the ever-changing needs of property owners and tenants. Gridd Mobile provides a centralized data location for all your cable and power management files. The intuitive interface allows workers, contractors, designers, and engineers to quickly access all the project details using a smartphone or tablet.

Future-proof cable management requires planning and implementing strategies, systems, and products that can adapt to evolving technologies and office environments. This increased flexibility allows: 

Employees to enjoy reduced stress and increased productivity from a work environment that supports remote and in-person workers while addressing work-life balance issues.

Older commercial properties to remain competitive in a demanding marketplace, while addressing sustainability concerns within the built environment. New properties benefit from the increased lifecycle and green building code compliance measures.

FM teams to move from a reactive to a proactive response to tenants’ changing tech needs. This mind-shift allows teams to reduce maintenance and construction costs for future technology changes and upgrades.

The biggest challenge in future-proofing commercial buildings in the built environment  involves updating existing data and power cable infrastructure to take advantage of the constantly changing business technologies now available. In the future, tenants will constantly require more data, higher resolutions, and faster connectivity than most current cabling systems can provide. As a result, commercial properties need a more robust and effective cable management solution that’s easy to upgrade or reconfigure in the future. Contact a Gridd Advisor to learn more about future-proofing a commercial workspace with a flexible cable management system. 

Resources

  1. https://fon.com/fon-wifi-infographic/
  2. https://www.statista.com/statistics/994998/business-internet-traffic-share-by-wi-fi-in-the-us/
  3. https://thenetworkinstallers.com/blog/how-much-does-it-cost-to-install-network-wiring/
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