Gartner first coined the term “integrated workplace management system” to describe a platform that would seamlessly combine many disparate software systems into one.
IWMS software combines essential data into a single system, empowering leaders to make more informed decisions about their workplace and real estate portfolio.
Historically, IWMS software has consisted of five core pillars:
The ability to visualize and manage space is essential for creating engaging, productive and cost-effective workplaces. For this reason, space management software is the foundation for all facilities management. Space management software brings floor plans into a single, interactive display for more efficient space planning. The best space management software captures data from multiple sources, including the Internet of Things (IoT) sensors, to provide real-time data on occupancy. Workplace leaders can use it to improve space utilization, reduce real estate costs, easily plan moves, help employees navigate the workplace, manage room reservations and more.
To ensure the well-being and comfort of building occupants while maximizing the useful life of assets, facility managers need maintenance management software. This is an essential component of IWMS software because it allows FMs and workplace leaders to manage service requests, prioritize preventive maintenance and keep track of costs.
Often referred to as computerized maintenance management software (CMMS), these systems maintain a database of all assets and maintenance activities. The best maintenance management systems have a mobile app that allows any occupant or employee to submit a service request.
More than 80% of mainstream investors consider environmental, social and governance (ESG) information when making investment decisions, according to a recent study from Oxford University.
Facilities leaders recognize they need to be better stewards of the environment by reducing energy consumption and using alternative energy sources whenever possible. Many also have written commitments to reduce carbon emissions and reach specific targets. If space management software is the heart of the integrated workplace management system, energy management software is the central nervous system.
An energy management platform allows enterprise leaders to see a holistic view of energy consumption for each building and proactively make adjustments that reduce the carbon footprint while also minimizing costs. The best energy management systems rely on IoT sensors and automatically adjust lighting, temperature and other systems based on occupancy. Leaders can monitor real-time energy usage and view historical trends to make strategic decisions about energy procurement and consumption. For instance, they can take advantage of utility programs that allow them to voluntarily reduce their energy usage during peak times. They can also calculate the impact of implementing more energy-efficient heating and cooling systems over time. This helps them achieve their sustainability goals.
The ability to plan for future real estate needs is crucial, which makes capital project management software (CPMS) an essential component of IWMS software. Capital project management software helps building owners, operators and construction managers keep track of all the documentation involved in construction projects, including blueprints, bids, costs and schedules.
Having all this information easily accessible and searchable within a digital platform improves transparency among many stakeholders and increases efficiency.
Successful real estate management requires a comprehensive overview of every building, along with its square footage, occupancy, and costs. To comply with new IASB and FASB lease accounting standards, corporate real estate managers also need to maintain detailed records of all property and assets. That includes the lease terms, start and end date, owner and lessee. IWMS software allows real estate managers to store all relevant information in a single digital platform so they can visualize every space and asset in their portfolio and provide lease accounting information upon request.
Within an IWMS, different departments can monitor and modify business processes — whether it’s space management, asset management or move management. Housing all of this information in one space creates a foundation for effective communication while reducing costs and improving efficiency.
As workplaces evolve, it’s important that the right technology is in place to offer support. In line with emerging workplace trends, many organizations are looking to IWMS software as a tool to add to their box. Here’s a look at some of the biggest trends driving adoption of IWMS software.
In today’s workforce, 82% of millenials look at flexibility as one of the top factors in evaluating employers. To accommodate this, many organizations have made the move to more flexible workplace strategies — an infrastructure that IWMS software helps support.
Data is an important piece of the decision-making puzzle. With IWMS software, businesses can gather and merge real-time data into a single system, making it easy for managers to find accurate information quickly.
As businesses realize the benefits of breaking down walls in the workplace, collaboration and transparency are emerging as points of focus. IWMS software delivers tools and features that improve communication across different departments and let them work together effectively to ensure long-term success.
An IWMS helps enterprises save significant time and money. The ability to estimate projected savings is crucial as leaders look to justify their investment. Verdantix outlines nine categories where organizations can expect to achieve the greatest savings from an IWMS:
Rather than work harder, IWMS software enables businesses to work smarter. Automated processes help streamline operations, while accessible information saves the hassle of digging for data. Cutting down on these tedious tasks enables companies to be productive and build effective strategies for the future.
An IWMS helps Facility Managers, Real Estate Executives, and Workplace Leaders create positive employee experiences and tackle workplace challenges by using technology and gaining visibility into their space utilization, operational efficiency, business costs, and powerful insights into the changing needs of the business.
Leaders within Human Resources focus on IWMS benefits to help realize the full potential of the workplace. Insights gained from workplace data can be used to unite the human and business aspects of work, leading to happier employees, improved recruiting and retention initiatives, and an overall more productive organization.
IT leaders use IWMS software to bring out the best in the workplace. IWMS solutions support the integration and consolidation of many solutions into a single, easy-to-use platform. This software enables the transition to a modern workplace by automating tasks, streamlining workflows, and offering mobile capabilities, strong reporting functionalities, and scalability.
Agile companies looking to achieve continued growth with high efficiency depend on their IWMS to provide visibility into their organization. IWMS solutions make it easy to forecast future business needs, visualize and plan move scenarios, efficiently allocate resources and budget, and ultimately stay competitive in the market.
It’s the technology that connects the pieces of the puzzle in the workplace. If you need high visibility, actionable insights, and a more efficient, connected workplace: You need an IWMS. Still, an IWMS is a serious investment. So when is the best time to consider finding the right software?
The greatest barrier to a modern, digital workplace is often the lack of visibility — especially across the different spaces, employees, assets, and resources in an organization. The disconnection between them manifests in poorly designed spaces, repetitive and tedious work, unorganized and uncontrolled data, and expressions of frustration with the workplace experience.
An IWMS is built to simplify, optimize and elevate both the employees' experience and workplace leaders' experience, while providing you with a measurable ROI. Investing in an IWMS with mobile applications is even more beneficial. When you empower employees to interact with their workplace and access everything they need to be productive — you unify workplace leaders and employees, meeting the needs of both and creating a continual feedback loop between them.
It is easy to get overwhelmed when there are too many disparate systems, complicated processes, confusing workflows, or a lot of disorganized information. IWMS solutions can easily integrate with other workplace applications, allowing business leaders to simplify their technology stack and streamline workflows. When you invest in an IWMS, you can achieve efficiency across the board and remove the roadblocks that are created from using multiple tools.
An IWMS allows you to make the complex clear. It unifies your workplace for better, more flexible, and much smarter management. Invest in an IWMS and take advantage of the opportunity to discover what your workplace data is ready to tell you.
It is important to find efficient ways to keep your buildings operating and your workforce engaged. It's the right time for IWMS when you’re ready to make business solutions more integrated, remove friction in your operations, elevate the experiences of your employees, and focus on saving time and money.
Due to the nature of change and the potential for disruptions to the workplace, leaders from a wide range of industries must challenge assumptions about how their organizations work in favor of having accurate business intelligence. Using an IWMS, the workplace can be effectively managed by having a single point of access with multiple functions and support tools that bring all the parts together.
Organizations that benefit most from an IWMS
Some of the industries that benefit from an IWMS
Modern workplace leaders around the world rely on iOFFICE's family of IWMS solutions for insights on how to drive positive business outcomes, minimize costs, and analyze the impact their strategies have on the workplace.
For nearly 20 years, our robust functionality and reporting have helped more than 1,500 organizations around the world prioritize workplace goals, adapt to change, and quickly capitalize on new opportunities. iOFFICE software offers unique benefits to every organization, depending on location, industry, size, assets, and workplace challenges.
iOFFICE can solve specific workplace challenges or completely transform the way your facility operates. Our modular systems mean you choose your solutions, don't get stuck with tools that you won't use, and only pay for what you need.
The iOFFICE system allows business leaders to simplify their technology stack and combine disparate systems into one, thereby streamlining workflows and centralizing essential data. Our software integrates seamlessly with other workplace management software. Our open APIs make it easy to work with other workplace applications, for example:
With iOFFICE, your information is in a single location for better organization, high-level visibility at a glance, and the ability to drill into specifics. It's easy-to-use and gives you the ability to make informed decisions about your real estate, optimize costs, and plan for future needs.
You can leverage the iOFFICE platform across your entire enterprise. Looking to integrate IoT sensors and track a vast array of assets? The iOFFICE platform can handle all of your data and you can keep that information close at hand anywhere, anytime.
Without accurate data collection, everything falls apart. And without powerful insights, important information can go silently unnoticed in the background. iOFFICE provides powerful data visualization capabilities that turn your information into quality insights. When you are able to see what is and is not working in the context of your unique workplace, every choice becomes more meaningful and every decision, more strategic.
Our IWMS offers workplace leaders a portfolio of solutions that connect your devices, platforms, employees, and business needs. For a truly well-oiled machine, a critical component of managing the workplace has to include the digitally-enabled behaviors of the ones who power it. Organizations need to introduce the technologies that benefit the employees involved. Because we focus on the way employees experience work, iOFFICE's intuitive user experience makes our IWMS easy to use, adopt, and benefit from.
Employees experience the ability to increase efficiency at work. Everything becomes more efficient with IWMS, including faster meeting room scheduling, more efficient work order processes, to simpler navigation around the office, and many more.
Given the many ways you can use iOFFICE to drive positive business outcomes, now is the best time to see what's possible when with our IWMS. We give you the tools you need to increase productivity substantially and connect everyone, everything, everywhere.
While the core functions of the IWMS remain critical, today’s leaders expect more. They need a cloud-based software platform that is built with the workplace experience at the center. It needs to have an exceptional user interface, allowing employees to access a variety of workplace services from a mobile app, kiosk or desktop. In the latest Verdantix research, 80% of executives considering IWMS software said the quality of the user interface was the most important factor influencing their decision.
The IWMS of the future should serve as a digital workplace concierge, allowing employees to find people, reserve rooms, request service and receive mail or visitors.
It should also have the ability to integrate seamlessly with IoT sensors and other emerging workplace technologies—including applications that may not even exist yet. And it should have powerful reporting capabilities.
It’s built to fit the needs of the modern digital workplace and expand as your organization grows. We’re calling it the integrated experience management system (iXMS) because it’s built with the workplace experience at its core. It’s 100% cloud-based and designed to integrate with virtually any other technology, allowing workplace leaders to continually innovate while maintaining a single, simple platform.
To learn more about how it prepares your workplace for the continual next, request a free consultation today.