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When the concept of space management first came about, there were no easy solutions for avoiding the misuse of space and identifying how to better allocate resources. Manual headcounts and spreadsheets of data offered some insight, but failed to tell the whole story.

Where these previous methods failed, space management software excels. This platform provides a real-time picture of office space usage and the tools to manage them effectively. These tools typically include the ability to track space usage, view and edit floor plans, plan organizational moves and develop occupancy plans.

Benefits of SPACE MANAGEMENT Software

With real estate costs on the rise and a focus on the employee experience, the value of space management software continues to grow. Here's a look at some of the benefits this technology delivers. 


At any given time, workplaces can have a large chunk of space that goes unused. In fact, according to a report from IWMS news, nearly 45 percent of a business’ space portfolio can be vacant. Space management software helps pinpoint which rooms are being used little — if it at all — enabling organizations to shed excessive real estate and direct their resources toward the spaces employees prefer.


An average annualized workstation costs a business around $18,000. So when an employee only uses this space twice a week, there are a lot of unnecessary costs that can add up. With space management software, you can better prioritize how these spaces are used to save on expenses. For instance, you could simply have these employees reserve a nondedicated workstation on the days when they are working in the office.


Effectively managing workplace space requires data. But when this data lives in different spaces, communications can become siloed within specific departments and important information can easily fall through the cracks. Space management software makes relevant data available throughout the organization, allowing facility managers to easily monitor space use and implement measures as needed.


Greater transparency in the workplace translates into improved communication and employee satisfaction. What’s great about space management software is that you have access to well-defined, real-time metrics like total square footage, percentage of space used and operational costs per square foot. By breaking down these different metrics, businesses can identify solutions for how to improve their space management.


Integrated with other functions

It was once the case where facility managers only used space management software. This siloed approach created a disconnect between those in charge of managing the space and the employees who occupied it. Thanks to new integrations with other systems, from HR to integrated workplace management systems (IWMS), employees are able to effectively collaborate with colleagues and acquire critical data at all times.

Cloud-Based and Mobile

It’s not uncommon for employees to spend a good chunk of the day away from their desk. While on the move, it’s important that they have access to the tools and data they need to be productive. That’s why more space management providers have embraced the idea of cloud-based and mobile technologies. The on-demand access available through these platforms allows for continuous movement and efficiency.


While mobile apps were once a luxury in the business world, they are now a necessity for fulfilling professional needs. Say an employee is traveling for work and wants to reserve a meeting space in the office for the following day. Linking space management software to a room reservation app gives the employee the flexibility to do just that.


Investing in a space management software is big decision for your business. That’s why it’s important to ensure that the solution aligns with your strategy and goals.

Here are six variables to consider

  • Get to know your vendor and what their partnership means
  • See if the software will integrate with your existing systems
  • Determine if mobile devices will align with your system
  • Ask about the management of space metrics
  • Make sure that your data is secure
  • Verify that training and ongoing support are provided


Under Armour is recognized as a leader in cutting-edge athletic gear. In support of their mission to “make athletes better through passion, design and the relentless pursuit of innovation”, the organization looked to improve their workplace operations.

The process began with developing a logic model that evaluated the effectiveness of various aspects of the business. After recognizing the need for an end-to-end solution that would connect the internal team and its customers, Under Armour turned to iOFFICE and their IWMS.

By investing in the platform, the organization was better able to utilize existing space and obtain real-time data. Employees could easily identify open work spaces and reserve them via the Space Management module. Meanwhile, the facilities team was able to accommodate the growing employee population with the Move Management module.

Further benefits included a simplified process for submitting and managing service requests as well as an optimized flow of mail in and out of the office.

request a Demo of our Space Management software

Space management involves more puzzle pieces than ever before. With the right space management software in your corner, you can make better use of your office space, save on costs, easily access information and gain insight from real-time data.
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