Why IT and FM need to co-operate on smart refreshment technology

The Internet of Things (IoT) is reshaping IT’s role in the workplace, expanding beyond traditional areas like servers, networks and printers to include smart refreshment technologies – such as coffee makers, vending machines and water dispensers. Much like the shift IT made when networked printers became an integral part of business infrastructure in the early 2010s, these connected devices now require IT oversight to optimise performance, security and cost efficiency. Treating them solely as facilities management (FM) assets is no longer viable, and in fact this type of siloed working can bring many drawbacks for a business.

The growing scope of IT: from copiers to coffee machines

A historical parallel can help illustrate this shift. Photocopiers were once solely the domain of FM teams, but as soon as they became networked, IT shared joint ownership, unlocking cost savings and realising significant operational efficiencies. The same transformation is now beginning to happen with refreshment technologies.

Modern coffee and vending machines offer smart features such as real-time inventory tracking to automate refills and reduce downtime; remote diagnostics and maintenance for proactive servicing; and user authentication for personalised experiences or controlled access. While these intelligent systems offer convenience and efficiency, they also demand IT oversight to ensure smooth integration and performance optimisation.

The drawbacks of leaving IT out of the loop

Historically, office vending machines and water dispensers were managed by facilities teams, primarily focusing on maintenance and refilling because network and data integration weren’t really a consideration in the days before IoT. However, as these devices increasingly become part of company networks, excluding them from IT governance can lead to network inefficiencies and missed data opportunities.

Smart vending and coffee machines are now equipped with wireless connectivity, payment processing and remote monitoring capabilities, bringing convenience and innovation to the workplace. As these devices become more integrated in a network, ensuring they are properly secured becomes essential. When managed correctly, these connected devices can enhance operations without compromising security, much like how networked printers and copiers have been integrated securely into business environments over time.

When refreshments are managed solely by FM, businesses miss opportunities to leverage IoT-generated data. Smart machines can track consumption patterns, predict maintenance needs and automate reordering of supplies. Without IT integration, companies lose efficiency and incur higher operational costs due to lack of centralised monitoring and analytics.

Why IT should collaborate with FM on IoT refreshment tech

By bringing smart refreshment technology jointly under IT’s purview, businesses can enhance security, efficiency and cost savings in several ways:

• Control on the go- IT can enforce network segmentation, firmware updates and access controls to manage these connected devices remotely.
• Optimised performance- Centralised IT management ensures seamless operation, reducing downtime and enabling predictive maintenance.
• Cost savings- Eliminating the need for separate FM-managed networks and consolidating vendor contracts can lead to significant financial benefits.
• Better data-driven decisions- IT can leverage IoT data to streamline supply chain logistics, enhance employee satisfaction and support sustainability initiatives by tracking water and energy usage.
• Better security, costs and efficiency in workplace IoT- To successfully integrate refreshment technologies into the company network, businesses must ensure that all devices comply with IT security policies and operate on segmented networks to minimise any risks. Applying IT measures can be essential, including the implementation of firewalls, regular firmware updates, and two-factor authentication to safeguard and protect data.

Beyond this, optimising vendor contracts using data insights can lead to more efficient supply chains and cost reductions – leveraging machine-generated data, businesses can renegotiate supply agreements, ensuring they only pay for actual consumption rather than estimated needs. What’s more, fostering collaboration between IT and FM is critical; cross-departmental cooperation ensures that teams work together to maximise the potential of these technologies, enhancing overall workplace efficiency.

IT’s expanding role in smart workspace tech

Just as IT once absorbed responsibility for newly networked printers and copiers, the time has come for this function to take more ownership of smart refreshment technologies. Rather than allowing these devices to remain in an operational grey area, businesses must integrate them into their IT infrastructure for maximum security, efficiency and value.

By proactively managing refreshment technologies, IT departments can enhance the workplace experience while reinforcing the company’s broader digital transformation strategy. The future workplace is connected, and IT must ensure that every smart device, even a coffee machine, is part of the bigger picture.

Need expert guidance on IoT technology?

Navigating the complexities of IT-FM collaboration and IoT security requires specialist expertise. With our specialism in IoT refreshment solutions, we can advise how best to proceed with making sure these technologies are seamlessly integrated, ensuring your workplace is secure, efficient and future-ready. Call us today on 0330 404 5199 or drop us a message here.