What Facility Management Apps Are Essential To Your Morning Routine?

by Hai Falor on January 11, 2022
Employee Experience Defines Business Success In The Hybrid Workplace

For a modern-day facility manager, there is no “typical” day.

Today’s crisis could be tomorrow’s follow-up email. Still, many facility managers have a typical morning routine they follow to set themselves up for success.

They check the same areas, make the same lists and use the technology—including facility management apps. On a recent webinar, we asked attendees what facility management apps are essential to their morning routine.

Here’s what they told us.

5 essential facility management apps

Messaging apps – 73%

Messaging apps keep us all connected and enable collaboration, so it’s not surprising that this was the most popular answer.

With more employees working across multiple locations and even working remotely, these apps are more important than ever.

Some of the most popular messaging apps include:

  • Google Hangouts
  • Slack
  • Microsoft Teams

Productivity apps – 47%

Today’s facility managers are responsible for overseeing everything from restroom maintenance to workplace technology. Productivity apps help facility managers prioritize their tasks for the day and keep track of all their projects.

Productivity apps range from free note-taking and list apps to more in-depth project management software. The more advanced options can even connect to your integrated workplace management system (IWMS) and allow you to automate key functions such as capital planning, funding, bidding, cost and resource management.

Examples include:

  • Trello
  • Evernote
  • Basecamp
  • Planview

Room scheduling and desk hoteling apps – 47%

As the hybrid workplace becomes the new reality, desk hoteling is replacing assigned seats in many workplaces. A 2020 CBRE survey found 90% of mid-sized and large enterprises are now adopting some level of unassigned seating in their workplace

With the average employee now spending more than half their day away from their desk, the ability to reserve rooms is more important than ever. Room scheduling apps make it easy for them. These apps include:

It’s tempting to go with the free tools for room scheduling, but they aren’t without their flaws. For instance, tools like Google Calendar and Microsoft Outlook only allow you to book meeting rooms, not other types of space. They also allow rooms to be double-booked and don’t offer insight into meeting room assets or space utilization. They also don’t connect to facility maintenance software, so you can’t adjust your cleaning schedule based on usage.

Fortunately, iOFFICE Hummingbird integrates with Google Calendar, Microsoft Outlook, and Slack so employees can still receive notifications about room scheduling the way they are accustomed to seeing them.

The Teem mobile app also connects with the calendar apps and room scheduling displays your team already uses for frictionless conference room booking. For companies that don’t have extensive space and facilities management needs, it’s a simple, affordable solution they can implement right away. 

Service request and maintenance apps – 27%

Although many facility managers are taking on more strategic roles in business operations and real estate portfolio management, responding to service requests and managing facility maintenance is still an important part of the job.

In a benchmarking survey of U.S. facility managers by Cleaning & Maintenance Management, 35 percent said they were responsible for maintaining 20 or more buildings.

Using facility management software that includes a mobile app makes facility managers much more efficient. They can see service requests as they come in, sort them by type or building and easily see any other essential details.

A few examples of these apps include: 

Employee experience apps – 20%

As the “concierge” of the workplace, facility managers play an increasingly important role in the employee experience.

That includes making sure employees have access to the resources and technology they need to be productive. It’s everything from finding a parking space and a desk that’s waiting for them when they arrive to making sure someone fixes the conference room speaker before their next meeting. 

With more workplaces moving to a “free address” model of unassigned desks and employees moving around more often throughout the day, facility managers are recognizing the importance of workplace apps that keep employees connected to their workplace and their colleagues.

Employees can use mobile apps like Hummingbird, Teem, or Serraview to find people, reserve space, request service, and receive mail, visitors, or important announcements.

These apps improve productivity for both employees and facility managers, who are able to see how people are interacting with the workplace in real-time and make adjustments as needed.

How to find the right facility management apps for your workplace

While many facility management apps offer similar features, there are a few factors that set them apart. Here are the most important elements to consider as you compare your options:


Think about your goals for implementing the app. What specific processes do you want to improve? Are you just looking for an easier way for employees to reserve rooms, or are you looking for a more holistic solution that connects to a larger platform? 


While you may be looking to implement an entirely new platform, it may also be important to integrate your facility management apps with some of the systems you already have in place. That could include calendar apps, employee directories, help desk software, or messaging tools your company has come to rely on. 

Workplace wellness and safety features

Following a global pandemic, your employees’ most basic need is to feel safe. The right facility management apps will support a safe return to the office by making it possible for employees to  complete a short wellness screening before coming to the office, reserve space while maintaining social distancing, and receive important updates, such as the fact that the office is closing due to a spike in COVID-19 cases in the region. 

User experience 

The technology you provide to your workforce has a direct impact on the quality of the employee experience. 

It should be as easy to use as the apps on their smartphone. It should give them greater control over where and how they work and foster a sense of community. And it should fit easily into their daily routine without creating distractions. 

iOFFICE + SpaceIQ have a full suite of solutions to help you manage your workplace and your workforce, including mobile apps that make it easy for employees to navigate the office environment. To learn more and find the right solution for your organization, request a consultation today. 


Hai Falor

Hai worked in the corporate real estate division of BB&T for 10 years focusing on facilities management, vendor management, and IT systems before coming to work for iOFFICE. With extensive experience in the IWMS software industry, where he served many years in sales and as a solutions engineer, Hai knows his facilities management stuff.

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