Top 6 Benefits of IWMS for Your Company

by Elizabeth Dukes on February 19, 2015

Integrated Workplace Management System (IWMS) is a software solution that offers many benefits for facility management. It helps companies optimize their workplace resources and manage space efficiently. IWMS benefits also include simplifying complex issues, adapting to changing needs, connecting to IT solutions along with increasing cost savings and efficiency. 

To make the most out of this technology, we must choose the right software for our unique situation, much like building a house. A house must be constructed so that it brings all the elements together fluidly, with our end goals in mind. For each element to serve its purpose, they must be constructed logically, work together, and bring value to the user. The walls partition off areas into rooms, while holding up the roof. The roof protects you from outside elements. Careful planning is critical from day one, to ensure the kitchen location is most user-friendly and that the necessary plumbing is included during construction. This same approach should be applied to your FM software – it must offer a functional solution, bridging all the elements, including your workforce’s needs, during construction. How can you accomplish such success if your information is coming from multiple sources?
You need to think about which features you need to support your business goals, whether it’s better space management, more efficient facility maintenance or allowing employees and visitors to more easily navigate your corporate campus and reserve rooms. 

Benefits of IWMS

  • Simplifies Complex Issues
  • Adapts to Your Changing Needs
  • Connects to Other IT Solutions, Such as ERP and HR
  • Cost Savings
  • Efficiency

Simplifies Complex Issues

Companies who utilize separate point solutions for each issue never truly visualize the scope of problems in their organization. They are constantly squashing outlying fires yet fail to identify the systemic epicenter. Ultimately, a majority of company problems arise from not having a clear view of all related processes, which cause smaller issues to appear more complex than they need to be. The purpose of an IWMS is to consistently improve the organization, as a whole, by gathering all data and analyzing all the angles for areas of improvement, without potential bias clouding judgement. Real answers yield real results.

Adapts to Your Changing Needs

Investment in one IWMS means finding a tool that will adapt and grow with your company, offering increased visibility and flexibility. As goals are met and processes are improved upon, it is important to have a management system that helps you use the past, to map out how the company will meet future goals. And these systems will grow and evolve to meet your growing and evolving needs.

Connects to Other IT Solutions, Such as ERP and HR

Your IT and HR departments are not likely to want to give up their ERP and HR systems, which means it is up to you as the FM to ensure that the tools are working at an optimal level without unnecessary change to existing systems. Their software solutions contain data that is relevant to facility management processes, so your IWMS must support data exchange and real-time process integration between these systems to ensure everyone is working off the same information. Such integration bridges the gap between departments, ensuring decisions are made based on the most relevant and up-to-date data.

Cost Savings

By utilizing a tool like iOffice’s integrated workplace management system, your cost savings are realized immediately with less licensing fees paid and lower IT costs. Your company will benefit from increased revenue, as well as direct and indirect cost savings. Gartner’s analysis on IWMS savings showed a 10-15% cost reduction in space from more effective and efficient management, 5-8% costs savings from process improvements and better contracting, and 5-8% savings in lease costs by professional lease administration. No matter the percentage, saving the company money will bolster the bottom line and support continued growth.


Facilities, office spaces, meeting rooms, and workplaces may seem to be well utilized, on initial analysis. However, data on workplace practices, for instance, may show that occupancy is, on average, only between 50% and 60%. This means that, nearly half the time, these spaces are not being used, which is highly inefficient for any business. A FM system offers you the tools to measure and analyze your regular usage, increase the effective use of space or resources and assists in adding value for your organization. This system even allows you to eliminate underperforming facilities and spaces or change their functions to increase usage. The tool can help you identify bottlenecks and inefficiencies, excessive expenditures of time, bulging budgets or any other parameter, which impacts your business. IWMS allows you to continuously improve these processes to achieve maximized efficiency and customer satisfaction.

Centralizing all your facilities data into one system means there is only one place to go when you need it; and because it’s in real-time it’s up-to-date and accurate. Before making your investment, thoroughly analyze company goals and needs so you can properly align yourself with a software vendor who will take the time and listen, so your “house” is constructed with all the tools your organization needs.


Elizabeth Dukes

Elizabeth Dukes' pieces highlight the valuable role of the real estate and facility managers play in their organizations. Prior to iOFFICE, Elizabeth was in sales for large facility and office service outsourcing firm.

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