In the past three decades, the office landscape has shifted from paper and files to computers and the cloud. From Rolodexes and analog phones to IP telephony systems and HD video conferencing. And from fixed desk cubicle arrangements to flex scheduling and remote workforces.
Just as the workplace has transformed, so, too, has the role of workplace leader. Workplace leaders are no longer maintenance managers with their heads buried in printed floorplans. Rather, they are software-loving strategists. And the savviest among them have embraced integrated workplace management systems (IWMS) as the only real way to manage large or complex workspaces.
But even though “workplace management” is smack dab in the middle of that phrase, IWMS platforms have evolved to become a powerful tool in the hands of more than just workplace managers. The right IWMS offers advantages to management teams in many different departments across the entire organization.
Here are three managers who can benefit from workplace management software.
Mailroom Operations Manager
The archetype of the mailroom employee pushing a cart full of packages and letters through rows of cubicles and hand-delivering every parcel is painfully outdated. Today’s employees aren’t confined to specific workstations or even a single building.
As flexible work schedules, hot-desking and activity-based working grow in popularity, the modern workforce becomes ever more mobile. And while it’s certainly convenient for the individual employee, it also makes ensuring mail is delivered promptly and to the correct person a bit more challenging for the mailroom operations manager and his or her team. However, with an IWMS, mailroom management team members won’t waste time wandering around trying to find an employee who may work remotely or a department that was relocated to another part of the office.
When the IWMS also has a mail management module within the platform, the software can track the whereabouts of each piece of mail at all times. The mailroom operations manager and his or her team all have access to the mail’s current location as well as its stage in the intake process. After the package has been delivered, they can see when a package was signed for and who signed for it.
With visibility into every step of a parcel’s journey through the organization, mailroom operations managers can not only decrease the incidence of lost packages but also identify opportunities to improve the cost-effectiveness and efficiency of the mailroom. For example, the mailroom manager can see how much budget is being allocated to postage and other mail-related assets such as tubs and trays. And because this information is easily accessible via the IWMS, he or she can see areas of unnecessary overspending and make the appropriate adjustments.
Corporate Real Estate (CRE) Director
Considering real estate is the second biggest expense for a business, corporate real estate (CRE) directors have a tremendous amount of pressure on them to reduce costs wherever possible.
In order to make data-driven decisions about the future of a company, a CRE director must be able to quickly see details about property financials at the individual lease as well as portfolio level. And if the CRE director is visiting a property on the other side of the world from the company headquarters, he or she needs to be able to access this information from her mobile device.
Without an IWMS, this task is just this side of impossible. CRE directors at companies that have not invested in an IWMS will find it laborious to locate critical information such as:
- Locations, sizes and types of properties being leased
- Lease abstracts—including contract dates, renewal options and monthly payment
- Square footage by building and by floor
- Total square footage
- Total capacity vs. actual occupancy
- Forecasted space demands
But with an IWMS, CRE directors have all of this information (plus more) at their fingertips. The CRE director can use both current as well as forecast data about occupancy and space utilization to identify opportunities to consolidate space and potentially save thousands of dollars every year.
Chief Financial Officer (CFO)
The Chief Financial Officer (CFO) is responsible for nearly everything and anything related to money in an enterprise—the company’s present financial condition and forecasting; current, past and future investments; short-term and long-term strategy and much more. It’s remarkably difficult for the CFO to manage the fiscal health and growth of an organization without clear visibility into every aspect of the workplace and the workforce.
The most straightforward way to achieve this visibility is through an IWMS.
Having on-demand access to accurate and dependable financial data helps the CFO stay abreast of crucial operational developments. And the automatic aggregation of data from multiple sources into custom analytics dashboards assists him or her to identify opportunities to increase the cost-effectiveness of operations across the company.
An IWMS supports CFOs by showing (in detail) how the organization utilizes all of its resources—including space, assets, technology and personnel. With an IWMS, the CFO has insight into …
- Monthly and yearly lease obligations
- Cost of service request tickets
- Maintenance costs by building
- Price per square foot per person
- Cost of asset upkeep
- Inventory expenses
Better resource allocation, more efficient use of space and improved asset management all start with the implementation of an IWMS.
While this article only covered three types of managers who benefit from workplace management software, realistically, the right IWMS can positively impact every department in your organization. Greater efficiency and productivity are just a few of the byproducts of using this solution. But the greater victory is in the centralization of data. An IWMS solution enables every manager to see and understand how their department impacts other branches of the organization. With this insight, they can make fast, deliberate and accurate decisions with confidence.
Get a better idea of how an IWMS can help your organization achieve its unique operational goals. Download our free guide, Your Comprehensive Guide to Identifying Facilities Management Software Needs.