How Does a Space Management System Improve Space Utilization? [VIDEO]

In today’s evolving and increasingly distributed workplaces, a dynamic space management system is essential.

The way we work is fundamentally changing—and right now, the COVID-19 pandemic is accelerating the pace of that change. Workplace leaders can no longer rely on static methods of tracking space utilization, such as spreadsheets or paper floor plans, when the number of employees in the office can fluctuate significantly from day to day. 

Space management software allows you to visualize, track and optimize your office space utilization. Learn more about why it’s so essential and how it works. 

What Is A Space Management System?

A space management system brings all your floor plans into a single, interactive display.

This allows you to visualize and update floor plans, see how you are using your space in real time and get key insights about your workplace. 

The ability to visualize and manage space is the foundation for creating exceptional workplace experiences. When you know exactly how employees are using the space you have, you can make data-driven decisions to improve it. That might include rearranging furniture to improve collaboration or to give employees more privacy. It might also mean converting a large, underutilized conference room into two smaller ones. 

Space management software also helps you visualize your entire real estate portfolio and forecast future needs. You can see building-level details, such as: 

• Square footage by building
• Total capacity
• Total occupancy by building, floor and department
• Number of available workstations
• Space utilization percentages by building, floor and department
• Number of conference rooms

This can help you adjust your real estate strategy to account for a growing workforce—or the fact that more employees are working remotely. 

How To Find The Best Space Management System

With so many space management solutions on the market, the ability to centralize workplace data has become standard. What separates the best space management systems from standard offerings comes down to several factors, according to independent research and consulting firm Verdantix. 

One is the ability to capture workplace data from a variety of sources—including Internet of Things (IoT) sensors—to provide real-time data on occupancy and space utilization. 

Another is the ability to identify space utilization trends across multiple metrics, such as at the portfolio level, by site and across different types of spaces. 

The third is the degree to which space management software facilitates agile work environments and supports other workplace services.   

The best space management software systems also integrate with other applications so you can streamline operations while helping employees stay connected and productive. 

That includes: 

• Computer-aided drafting software including AutoCAD and Revit so you can polyline floor plans for the most accurate square footage
• Move management software, so you can easily plan office moves
• Room reservation software, so employees can reserve space when they need it
• Service request software, so FM teams can prioritize cleaning and maintenance tasks
• Asset management software, to track all equipment, furniture and technology within your space

VIDEO: See how NELSON Worldwide uses iOFFICE’s space management software.

Space Management Software For the Modern Workplace

iOFFICE’s space management software is the preferred choice for both workplace leaders and employees. 

In a recent TechValidate survey, 96% of customers said iOFFICE was easier to use compared to other workplace management solutions. 

Workplace leaders gain robust reporting capabilities around key space utilization metrics, which enables intelligent space planning, smart maintenance and more.

Meanwhile, employees can use mobile apps and kiosks to find people and places, reserve rooms, request service and receive mail or visitors. 

Our space management software simplifies real estate planning and workplace management, allowing you to:

• Improve space utilization
• Reduce real estate costs
• Easily plan moves
• Help employees navigate the workplace
• Manage room reservations

In addition, Insights dashboards provide critical space management metrics and KPIs at your fingertips. These dashboards are fully customizable and can provide information such as room area and capacity by building, as well as utilization statistics. 

The modern workplace is constantly evolving and may look very different in just the next few months. To be able to adapt, your organization needs real-time data on all your buildings and assets within a robust, user-friendly space management system.

Want to learn more? Schedule a live demo.

Note: This post was originally published June 2, 2014 and has been updated with new information.