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    Top 6 Benefits to Using 1 Integrated Workplace Management System

    Elizabeth Dukes

    Facilities management, as defined by Kit Tuveson, is "the coordination of the physical workplace with the people and work of an organization. It integrates the principles of business administration, architecture, and the behavioral and engineering sciences." Regardless of your industry or business size, the FM plays an integral role in the success of their company, uniting all the elements for organizational success. Fortunately, we have access to technology, such as iOffice's integrated workplace management systems, that provides us insight and data into the complex workings of our companies, offering us key information that aids management in using the past and present to help define our future.Using 1 integrated workplace management system has many benefits for your entire workforce

    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?

    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.

    Efficiency

    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.

    Check out these 15 signs you were born for FM

    Elizabeth Dukes

    ABOUT THE AUTHOR

    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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