IWMS Software Comparison: 6 Factors To Consider

by James McDonald on September 29, 2020
The Next Generation of IWMS: iXMS

These days, it can be tough to do a fair IWMS software comparison. 

Less than 15 years ago, almost no one knew what an IWMS was.  Sure, there was real estate management software and facilities management software. There was software to manage space and manage service requests. But until Gartner analyst Michael Bell first defined the integrated workplace management system (IWMS) in 2004, the idea of having all those functions in one place didn’t exist.

Today, there are dozens of IWMS providers. Take a quick glance at the landscape, and you’ll see a wide variety of platforms. Some are gargantuan and intimidating (not to mention expensive). Others are so small it’s easy to overlook them.

Here’s how to do a proper IWMS software comparison and how iOFFICE compares to other IWMS solutions. 

How to do an IWMS software comparison

Start with your facility management goals

Before you know what features and functionality you’ll need, you have to get clear on your organizational goals. Do you want to reduce real estate costs? Improve space utilization? Provide a better, safer employee experience that includes reducing office density and physical distancing? 

Having a clear picture of what you want to accomplish and what metrics you need to measure will help you determine what workplace management solutions you need. 

Decide which IWMS software features you need

Some providers promote themselves as IWMS software solutions when they only address a few specific challenges. Others are overly complex, forcing you to pay for more than you need.  It’s easy to get distracted by a long list of features that won’t make a real impact on your workplace. That’s why it’s best to start your IWMS software comparison with your own list of priorities. 

Look at IWMS software ratings and reviews

To find the best IWMS software, see what other users are saying. Look at ratings on Capterra and Software Advice. Read user reviews. Third-party analysts like Verdantix also publish reports that compare IWMS software solutions based on functionality and ease of use.  These are valuable resources that can help you evaluate your options. 

See how iOFFICE stacks up in the latest Verdantix report.

Read case studies

It’s one thing to see a five-star rating, but it’s another to see how a company actually used space utilization data to more accurately calculate department chargebacks.

Look for examples of how companies similar to yours have used IWMS software to achieve their goals. This will help you build the business case for your investment and get a better idea of how quickly you’ll see a return. 

Do an IWMS software demo

If the software you choose isn’t easy to use, it will be a frustrating experience for everyone — and a long road to achieving results. And the only way to gauge this is to see the software in action. 

Schedule a live demo.

Ask the right questions about IWMS

The questions you ask during your IWMS software demo are just as important as what you see, so make sure you come prepared! Once you have a better understanding of the functionality, you’ll want to ask about configuration, implementation, and pricing. 

These questions are a great place to start. 

What makes our IWMS software unique? 

10 workplace management solutions, one platform

Some companies call themselves IWMS providers but only handle one aspect of the workplace, such as space management or service requests. We like to simplify things for workplace leaders, not make them more complicated. That’s why our IWMS includes 10 different workplace solutions in a single platform, including:

Robust functionality

Our IWMS is user-friendly, yet sophisticated. For instance, our space management software allows users to analyze their space with interactive stacking diagrams, create space and move scenarios using drag-and-drop functionality, and view space utilization in real-time using our dashboards. Additionally, you can use our software to support your return to work

With our IWMS software, you can: 

  • Limit capacity by grouping employees into shifts 
  • Reconfigure your floor plan for spatial distancing
  • Track visitors and manage wellness checks
  • Manage flexible workplace strategies like office hoteling
  • Implement demand-based cleaning 

These solutions help you bring employees back to the office while restoring  confidence. 

You only pay for what you need

Some workplaces use all these solutions, but we realize some may only need a few of them. That’s why our users only pay for what they actually need, rather than investing in a large system they’ll never fully use.

Supports growing businesses and enterprises

We have over 1,400 clients ranging from mid-sized offices to large global corporations. In fact, we have clients in over 55 different countries! They represent a variety of industries, including the healthcare, energy, and financial sectors.

Fully cloud-based and mobile

When it comes to implementing facility management software, you have several options. You can host it at another data center, install it using your company’s own internal servers, or use cloud-based facility management software. With cloud-based facilities management, it’s much easier to collect and store data. And you don’t have to worry about manual backups, since all data is automatically backed up to a secure cloud server.

Our software solutions also have mobile apps so your workplace leaders can always access tasks and data — wherever they are. And while the majority of your employees don’t need direct access to your IWMS, they should be able to find their way around, reserve space, request service, and receive visitors and mail. And with our mobile workplace apps, they can do all this wherever they are, with a few taps of their smartphone.

Integrates with other workplace management software

With new workplace technology being introduced every day, it can be difficult to keep up. Workplace leaders want greater connectivity without complexity. That’s why we’ve designed our IWMS with open APIs so it integrates seamlessly with other workplace applications that serve critical functions, including:

  • Energy management
  • Project management
  • Occupancy planning
  • Digital signage
  • IoT sensors for space planning, maintenance, and more

This allows you to use many different technologies while keeping all your data in one place. It also enables you to use these solutions together, making them more powerful than they would be on their own. For instance, if you use IoT sensors to track occupancy along with space management software, you can make smarter decisions about space utilization.

Robust reporting

All this workplace data is only useful to the extent that you can understand it and present it to others. That’s why our IWMS includes robust reporting and facility management dashboards administrators can see in real time.

At iOFFICE, we believe dashboards should be as addictive as your FitBit. Ours can be customized so you — and anyone else who needs to access them — can see the information that’s most relevant. For instance, if you’re a corporate real estate leader, you can keep score of the number of leased properties and total capacity versus actual occupancy at all times.

Intuitive user experience

iOFFICE is sophisticated enough for the largest global organizations — including Adobe, Sodexo, and Under Armour — but easy enough for anyone to learn how to use within a few hours. Our space and move management software has drag-and-drop functionality so you can rearrange spaces virtually before moving a single desk.

Exceptional customer support

Poor implementation or a lack of customer support can turn even a good IWMS software platform into a frustrating experience. Our customer support team is one of the biggest factors that sets us apart. That support starts even before implementation and continues long after your IWMS is up and running.

Our customers who have worked with other IWMS providers frequently tell us our service was one of the biggest factors that sold them on our software. In our most recent TechValidate survey, 9 out of 10 customers said they would recommend iOFFICE.

More than an IWMS

The traditional IWMS was designed to help leaders manage buildings. Over time, these solutions became overly complex and difficult to integrate with emerging technology. They also largely neglected the employee experience. 

iOFFICE recognizes the modern workplace demands more. That’s why our next-generation integrated experience management system (iXMS) is designed to place experiences at the center and prepare workplace leaders for the continual next. 

As a strategy, iXMS is about simplifying and optimizing the workplace experience. As a solution, iXMS prioritizes space as the foundation for workplace management, but it also expands beyond space and the other four pillars in IWMS. It’s a system that connects people, places, and data — the foundation for driving positive business outcomes. This gives workplace leaders the ability to measure key metrics essential for success, such as space and asset utilization. iXMS is built on the principle that the workplace is constantly evolving, and it’s designed to integrate easily with other workplace applications — such as IoT sensors and emerging technologies. 

In these challenging times, you need solutions that help you create a safe, agile work environment now while also preparing you for the future. That means looking beyond the typical features and functions you would evaluate in a standard IWMS software comparison. 

Ready to see a closer look at our iXMS? Request a live demo today. 


James McDonald

James McDonald is a sports enthusiast, brother in Christ and once swam in a tank with the infamous TV sharks.

Capterra Ratings: ★★★★★ 4.5/5