As companies realize their evolving spatial needs, many are looking to Space Management Software to evaluate their current real estate and plan for future needs. Many are finding moving into new spaces a necessary for uniting employees, inspiring productivity, and making the most of every square foot. Move Management Software is a valuable tool when undertaking a project of such magnitude as it provides insight into ways to move people in half the time, and at half the cost. To ensure your business reaps a sound return on its software investment, management must pay close attention to the details of what they wish to accomplish, aligning themselves with a software system that meets both current and future needs.
1) 100% Commitment from Executives
No matter the necessity or relevance of a new system, cost is always a top factor for consideration. And, when approaching management about a move, they are always going to understand how it impacts the bottom line. After all, they are held accountable for every penny spent, either by bookkeeping, the business owners or both. Therefore, your job as a FM is to sell the idea in a straightforward, uncomplicated manner, with the numbers to back it up.
2) Ensure the Entire Team is Onboard by Communicating the Reasons for the Change.
Once you have gained approval from upper management, your next step is to rally the troops. Promote the idea of ownership amongst your team regarding the upcoming changes. Without ground support, you project is never going to fly. “If you miss out on this stage of the process, the whole change process will be damaged before even beginning properly.” -eLearning Industry
3) Identify the Business’s Short and Long-term Goals
Initially, the emphasis for setting goals is to ensure that your upcoming move goes smoothly. But, if you are a company looking to expand and grow, this will likely not be your last move. Therefore, make sure your move management software integrates with your existing and future technological tools. Don’t create more work for yourself in the long-run, when you can initiate a program now that will provide useful information that will help with your next move.
4) Keeping Accurate Records of People, Places, and Assets.
As previously mentioned, keeping accurate, real—time records eases a FM’s job. Knowing how space is used day-to-day creates a clear picture of some of your most valuable assets. To best maximize this information, a Space Management tool is a necessity. By implementing this tool now, you ensure your new space is properly managed from Day 1.
5) Learn From Your Past So You Don’t Repeat in the Future.
A complete understanding of the history of service requests, moves, changes, new hires/layoffs and how it has affected the space will help you make future predictions. These trends are not likely to change too drastically, so they provide you insight to plan for your space in the future.
6) Strategize With IT to Evaluate Integration with Current Software Tools.
Your HR and IT departments have their own set of software tools that work well for them and they are not likely to want to make changes to a working system. Additionally, every software module has its own set of requirements for implementation. Work closely with your vendor and IT to ensure all systems can be fully integrated and identify all initial set-up costs. This will ensure your company does not encounter unexpected expenditures upon implementation.
7) Who are your outside vendors and technicians and what service request systems do they currently utilize?
Working with your vendors, as previously mentioned, is critical for a continued high level of operational quality in your technologies. Make sure the vendors you are currently using, or will be transitioning to, have the correct information to integrate with your existing infrastructure.
8) Develop task lists, which can be automated in your system.
Automation alleviates the need to constantly check in on the progress and completion of tasks. It reduces redundancy and allows more time for the FM to focus on larger projects.
9) Identify your mobility needs.
Even if your current mobility needs may be minimal, it is critical to plan for the increased possibility of usage moving forward. Adopt a mobility model which allows for expansion no matter the rate.
With so many factors to consider when integrating and initiating new software, it may seem more trouble than its worth. In reality, though, analyzing your organization at such a high level often brings to light other areas which can be improved upon or areas which aren’t receiving the proper support or credit. Move management software is designed to assist in making spatial moves easier and more streamlined, but also assists in developing a clearer picture of the whole company. Make your moves simpler and more meaningful with this powerful tool.