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5 Features Every Space Management Software Should Have

by James McDonald on April 17, 2018

If your organization is still using spreadsheets to keep track of how you’re using space, you’re only seeing part of the picture. That’s why more organizations are turning to space management software to give them insight into how they’re using one of their most valuable assets.

Investing in space management software is an important decision, but one that can set your company up for success. You need to strike a balance between software that’s robust enough to include all the information you need, but simple enough that anyone can use it.

So how do you choose the right one? Here are five features every space management software should have.

1. The Ability to Capture Sensor Data

For space management software to be useful, it needs to capture real-time occupancy data. In today’s connected, digital workplace, that data can come from many sources, such as occupancy sensors and employee badge swipes. With that type of data on hand, managers have everything they need to know to make informed decisions.

2. Integrations With Design Software

To realize the full value of space management software, you need to be able to use it to visualize your floor plans. That means the software needs to fully integrate with AutoCAD or BIM systems. This will allow your team to navigate easily through different scenarios and see the impact of making changes before you implement them.

Download the free ebook: The Essential Guide to Space Management Software3. Integrations With Other Enterprise Systems

Planning an office move from one building to another is challenging enough. When you’re managing multiple locations, it’s nearly impossible to keep track of them all without a centralized system. This system should do more than just allow you to visualize your space. It should pull information about your assets and maintenance records so you can see when various equipment lease agreements are set to expire or when an expensive machine is due for repairs. Choosing space management software that is part of a larger integrated workplace management system (IWMS) will give you a more complete picture of everything.

Make sure your space management software also integrates with your organization’s enterprise systems, including accounting and HR. This will give you the most accurate information on your workforce so you can plan moves and set up spaces accordingly as your needs change.

4. Connections to Mobile Apps for Employees

Facilities managers aren’t the only ones who need to know what space is available and where to find it. Today’s workforce is more mobile than ever, and they expect to be able to find the information they need at their fingertips. For instance, if a West Coast product manager is working at your East Coast campus for the week, she needs to know where to find an available workstation, navigate her busy schedule of meetings in various rooms and track down the people she needs to see during her visit. With employee workplace apps, your workforce can find people, meetings and space so they can be productive wherever they are.

5. Metrics and Reporting

The expectations for facilities management professionals, or workplace leaders, have never been higher. They are taking a more active role in planning for their organization’s future and are being held accountable for demonstrating cost savings and greater workforce productivity. To justify their decisions and show value to C-level executives, they need a software solution that can keep up with these growing demands.

That’s why the space management software you choose should include robust metrics and reporting. It should show real-time facility data, including:

  • Total occupancy
  • A floor-by-floor analysis of space utilization
  • Snapshots of facility performance, including departmental chargebacks

Using old-fashioned means of tracking workspaces and other assets is like looking at the world through smudgy windows—it’s difficult to see the full picture of what’s in front of you. The right space management software gives you a clear, multidimensional view of where your organization excels at space utilization and asset maintenance, and where it can improve to achieve optimum savings and performance.

To learn more about what to look for, check out this handy resource, The Essential Guide to Space Management Software.

Capterra Ratings: ★★★★★ 4.5/5