Improve Your Onboarding with Space Management Software

by Glenn Hicks on April 18, 2018

It’s easy for walls—both literally and figuratively—to separate different departments in a workplace. There are physical spaces that can cause disconnect as well as a lack of communication between the systems they each use.

Think about this in terms of onboarding new employees. HR management needs to ensure that employees have an assigned space and that interruptions are avoided. But without access to real-time space data, territorial disputes and scheduling conflicts can arise.

With space management software, HR management can streamline the onboarding of new employees, increasing both efficiency and productivity.

Automatically Transfers Employee Data

Before a new employee starts, HR management has to add all of the relevant employee details to their system. This includes their department information as well as the resources they will require.

While facility managers need to be made aware of these details, transferring them manually from the HR system can be a time-consuming task. Beyond that, it introduces greater potential for errors.

Building a connection between these two systems via space management software removes this hassle. Employee information is automatically transferred, with tickets auto-generated to prompt space managers to take the appropriate next steps. This ensures employees have all of the resources they need upon arrival to the office.

Better Understanding of Space Utilization

One of the first steps to preparing for a new employee is assigning them to a workspace. But without access to space planning data, HR management can encounter difficulties in making the right selection.

Say, for instance, that HR spots a vacant workspace and assigns a new employee to sit there. Without a reserve sign, HR wouldn’t know that space managers have already marked off this space for alternate future plans. This can create disputes across different departments and require additional time investments from management and staff.

With space management software, HR can access floor plans in real time and get an accurate overview of space utilization. Along with making the initial transition period smoother, this approach also makes it easier to move employees at later points if needed.

Remote Functionality

As they onboard new employees, some HR team members may be working away from their desk or outside of the office. The latter is especially true as mobile workforces become more and more common.

To prevent lag time, it’s important to have remote functionality available that streamlines processes. Cue iOFFICE’s Space Manager Mobile App.

Through this platform, HR management can easily visualize floor plans on their smartphone or tablet. This allows them to see actual space utilization while on-the-move and better forecast how to plan for an increasing employee population.

When there is a disconnect between HR and space managers, onboarding new employees can be quite challenging. But with the right space management software in place, your organization can develop a more effective, streamlined onboarding process. Not only will this save time and resources on your end, but it will foster a better employee experience.

Ready to see our space management software in action? Request a free demo today. 


Glenn Hicks

A member of the Business Development team, Glenn has years of experience with business process improvement on the Commercial Real Estate and Facilities Management sides.

Capterra Ratings: ★★★★★ 4.5/5