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How office spaces are used today is different than in the past. Large conference rooms tend to be underutilized, while small private meeting spaces are in bigger demand and shorter supply. Teams collaborate more frequently, and often need to find a space to meet quickly — one with all the tools they need to work efficiently.

Alongside these trends, every employee and workplace culture has its own unique needs and pain points to address. Meanwhile, real estate expenses continue to rise, putting the pressure on eliminating wasted space. After all, the average unused workstation costs an organization $18,000 per year. By reallocating conference rooms sitting idle or desks that are never available, businesses can reduce these costs.

Effective space management strategies will not only accommodate and support these needs, but they will also iterate over time using technology that measures performance and utilization.

How do you plan for business growth? As companies evolve, the demand for space can either rise or fall. Effective space forecasting ensures you’re well-positioned to meet these demands.

With space forecasting, you can plan for business growth with an understanding of how space will be used and what future needs are. If certain teams expand faster than others, you’ll need to know whether they’re remote, hybrid, or if they need a desk in the office. Otherwise, any estimates for future demand may be exaggerated or underestimated.

Whether it’s a matter of outgrowing your current space or opting to reduce your real estate footprint, there could come a time when your business moves locations. A modern workplace management software can take the guesswork out of the equation, with complete visibility of your current and new space and the ability to create move scenarios before any assets are off the ground.

Similarly, assets are becoming more mobile as technology becomes more easily accessible for employees. Managing inventory, SKUs, manuals, and other documents can be challenging when multiple teams have different equipment needs, or large office assets are on different repair schedules.

You’ve just replaced a $200 printer you could not locate, only to discover that an employee moved it to an alternate location without notifying anyone. Or perhaps that same scenario applies to a more expensive asset like a $2,000 3D printer.

The ability to track your assets and equipment in real-time ensures you can locate missing items in a matter of minutes versus days, weeks, or months. The proper tools will be readily available to your employees, and you’ll save the frustrations and costs of unnecessary replacements.

Eventually, every asset will need repair. Plus, in today’s office environment, you’ll need to sanitize surfaces more frequently. As workforces grow and people become more distributed, maintenance workflow management is critical to helping operators stay focused and prioritize their tasks.

The more you can automate asset maintenance — and move away from complex spreadsheets and databases — the better results you’ll see. By sending out automated alerts for scheduled maintenance, you can make sure personnel stay on top of critical asset care and avoid potential breakdowns. To put this into perspective, the average cost of unplanned equipment downtime is $260,000 per hour. Knowing when this maintenance is needed will also help you better manage your budget.

There’s also value in tracking unplanned maintenance too. Visibility into the parts your team replaced, their costs, and the labor hours it took can tell the story of how much your business spent on preventive maintenance tasks as compared to unplanned maintenance. Ideally, 80% of your maintenance activities should be scheduled with just around 20% unexpected.

The traditional way to manage visitors — including job candidates, clients, vendors, contractors, and other guests — was a slow, cumbersome process filled with paper logs and sign-in sheets. First-time visitors may feel lost in your office, be nervous about where to park, be unsure of how to contract their host, or struggle to find their meeting room. And when there’s a hold-up at the front desk, lobbies can quickly become congested and slow down deliveries and other needs.

There has never been a more important time to keep people and offices safe. To protect employees, you need a secure way to verify that only authorized visitors enter your facilities. Badge printing is one way to help employees quickly identify and welcome guests, and put their minds at ease in the office. Functioning as your security system vendor, ID badges can provide a more secure stamp of approval for visitors without the hassle of sign-on sheets.