How to Ensure a Successful IWMS Implementation

by Angela Burkett on June 23, 2020
The Next Generation of IWMS: iXMS

After months of careful research and planning, it’s finally time for your IWMS implementation.

For many workplace leaders and technology professionals, the idea of rolling out an integrated workplace management system (IWMS) can be a source of anxiety. After all, failing to deploy your new solution properly could impact its success and your ability to defend its place in your budget moving forward. Your leadership team will be eager to see a return on investment — and your implementation process will determine how quickly you achieve that.

Take a deep breath. We’ve got your back. Here are our top tips for IWMS implementation.

7 steps to a successful IWMS implementation

1. Assemble a winning team

Before you begin your IWMS roll out, identify whose support and cooperation you’ll need. For example, your IT leader will be critical in ensuring a smooth deployment and ensuring you’re able to connect all necessary systems. Additionally, your HR manager can help organize training and incorporate your new technology into the workplace experience.

2. Create an IWMS implementation timeline

A thorough implementation takes time and resources. It can be overwhelming no matter how many years of experience your team has.

That’s why it’s a good idea to do it in phases. Prepare a timeline and identify what actions you’ll need to take at each stage.

For instance, one of the first steps will be gathering all your workplace data and ensuring it’s correctly labeled. That includes having consistent labels for all types of spaces across your organization. You’ll also need the names and locations of every employee so you can properly assign them to your spaces.

3. Identify key metrics

One of the best things about having an IWMS is all the useful data you’ll be able to access. The visibility into your workplace and how it’s used is essential to making important decisions and achieving the business outcomes you want. First, take time to determine what facility management metrics you want to track. Then, discuss this with your implementation manager to ensure you’re setting up your IWMS dashboards correctly to measure them.

4. Prioritize IWMS features and functionality

Before you begin your IWMS implementation, you’ll need to prioritize what features and modules you need to access immediately. What do you absolutely need right away, and what “wish list” items could you introduce later?

This will help you ensure you have everything you need to make immediate improvements in your workplace without any unnecessary delays.

5. Make a list of IWMS integrations

Along with features and functionality, you’ll need to think about what other software systems you want to integrate with your new IWMS. Make a list so you can handle those integrations during implementation.

Here are a few IWMS integrations you may want to consider:

  • Real estate management or portfolio management software
  • Digital signage and wayfinding
  • IoT sensors
  • An employee experience app
  • Energy management software
  • Project management software
  • Slack (or another communication platform)

While you can always connect additional technology later, connecting as much as possible in the beginning will be better for data collection and reporting.

6. Develop a training game plan

To maximize your IWMS investment, make sure your workforce is prepared to use it to the fullest. Work with your software implementation partner to develop a training strategy and schedule ahead of time.

Don’t forget to ask if they have any training tips or resources you can share with your team later.

7. Lean on your tech support

An IWMS implementation isn’t a one-person job. To ensure your success, you’ll need support from internal stakeholders as well as your IWMS software vendor. Establish your point of contact and make sure they’ll be available during your deployment period.

5 implementation pitfalls to avoid

When implementations go awry, or an IWMS investment doesn’t yield the ROI an organization expects, it usually stems from a few common mistakes. Just one simple oversight can cause big problems down the line.

Here are five pitfalls you’ll want to avoid.

1. Setting unrealistic expectations

How long will it take to implement your IWMS solution? How much will it cost? Who will need to be involved? How quickly can you expect to see ROI? You need to have clear answers to these questions, and you need to communicate them to your leadership team early and often to avoid setting unattainable expectations.

2. Not communicating value to key stakeholders

“What’s in it for me?” is the real question in every department head’s mind when you tell them you’re launching a new IWMS. Be sure to identify how this solution will benefit each area of your organization to gain buy-in early.

3. Not setting clear goals

Whatever your goals are, make sure they’re SMART (specific, measurable, attainable, relevant, and time-bound) — and make sure they align with broader organizational goals. Your IWMS software system will benefit every team and every employee, but only when everyone is on the same page. Make sure you’re tracking the right metrics to support these goals and reporting on progress regularly.

4. Taking on too much at once

Trying to do everything alone is a surefire way to stunt your software’s success. IWMS implementation is a big job, but it’s much more manageable when you break it down into phases and get support from your software provider and key internal stakeholders. Delegate, share the load and get clear on each team’s role in the implementation process before you begin.

5. Rushing through the training process

Even the most intuitive and user-friendly software solutions can cause roadblocks and friction if your workforce isn’t properly trained. Breezing through this step will almost certainly lead to unnecessary challenges and stall progress. Be intentional with your training efforts, and keep it going with self-help resources and regular refresh sessions.

A successful IWMS implementation doesn’t happen overnight. It requires plenty of prior planning, strategizing, and communication. But it doesn’t have to be a frustrating experience. By following these IWMS implementation tips and working with a provider who offers support throughout the roll-out process, you’ll reduce your stress level and achieve your goals sooner.

Get started on planning your IWMS rollout by scheduling a demo.


Angela Burkett

As the Director of Product Engagement, Angela Burkett is dedicated to one thing: ensuring that every iOFFICE customer has a rewarding experience with the platform.

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