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Shaping the workplaces of tomorrow

Managing an enterprise facility can feel like you’re constantly needed in two places at once. With modern workplace management software, you can bring the operations to your browser and simplify facilities management and space planning by integrating them into one platform.


What is workplace management?

Day-to-day, facility managers use several tools to manage all the moving parts of the office, including employees and visitors, buildings and desks, supplies and mail, and so on. To meet workplace demands, they need a simple way to connect data from disparate systems.

The goal of workplace management is to optimize the physical office environment to benefit business processes and the employee experience. When workspaces are at their best, employees are too. With the right physical assets in a comfortable environment, employees are happier and more productive in the workplace — a huge win for facility managers and businesses alike.

Traditionally, these different functions have been handled by different software vendors. By bringing all these facets into a single system where data and operations seamlessly come together, you can manage your workplace in a highly intentional way that offers better results.

iOFFICE’s workplace management suite includes five pillars:


Optimizing enterprise office spaces with an integrated workplace management system (IWMS) can:

Improve space utilization by over


Improve workspace management up to


Reduce enterprise asset costs up to


Reduce facility maintenance costs by


Reduce energy consumption by


Who needs workplace management?

Businesses can better scale when their systems successfully enable employees — especially those working on different teams — to harmoniously collaborate. This is a struggle facility managers know all too well, trying to balance their time supporting multiple teams throughout the workplace.

With effective workplace management systems, facility managers can consolidate technology under a single umbrella and connect employees across the organization. That’s less time spent running around the workplace to offer support, and more time spent creating and implementing strategic priorities for the business.

Facility managers aren’t the only ones that benefit from workplace management solutions.

Under pressure to reduce real estate costs, commercial real estate professionals can bring together information from moves, operations, and space utilization to get a true view of their portfolio performance. Using both current and forecasted data, they can find opportunities to consolidate space and save their company thousands of dollars every year.

Meanwhile, IT leaders will appreciate simplified administration with the integration and consolidation of multiple solutions within a single platform — as opposed to maintaining and upgrading various systems. They’ll also value the reduced vendor security risk factors that come with a consolidated system.

In terms of on-premise versus SaaS workplace management systems, SaaS solutions offer the distinct advantages of lower overhead costs, remotely accessible and secure data, and painless automatic upgrades.

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Workplace management considerations

There are several key considerations to keep in mind when developing comprehensive workplace management strategies.

Space strategy

Space Strategy

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.

Office assets equipment

Assets & Equipment

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.

Asset maintenance

Asset Maintenance

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.

Office security


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.

What are the benefits of workplace management?

Companies that invest in optimizing workplace operations and being responsive to employee needs are more profitable and experience less turnover.

According to research from Jacob Morgan, companies that invested heavily in employee experience earned more than four times the average profit and twice the average revenue as compared to those that didn’t.

The reason is simple: Everything is connected.

When people, places, and things are all linked together with workplace management data, things run smoothly and can move faster.

When your team goes to repair Joe’s laptop, they can quickly find Joe’s contact information, so they’re able to repair his laptop in less time. You can print a floor plan with the exact locations of each printer that needs its ink changed, eliminating the time spent finding them or having to check each one.

These small improvements to employee productivity deliver big results. As Global Workplace Analytics President Katie Lister reports in her employee productivity equation, giving back employees just 18 minutes in their day can have an annual impact of $1.6 million for a company with 500 employees.

Workplace management strategies need iteration as priorities and needs change. How can you be sure your strategy is working? Like any barometer for success, KPIs such as space utilization, meeting and seating ratios, and other metrics can often indicate whether your workplace is being used as intended.

In today’s hybrid work environment, the conference room where 10 employees once met on a weekly basis may now have five members present in the office and five calling in from home. That’s real estate that can be reallocated, and a sign you might need to upgrade the conference room technology to accommodate employees on and offsite.

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How do I get started with workplace management?

Workplace management doesn’t require an all-or-nothing approach. Ultimately, it’s a continued investment that’s inherently iterative and helps you create a more seamless workplace experience. Once you take the time to identify your specific pain points — and the urgent and high-priority needs are taken care of — you’ll be ready to effortlessly manage, monitor, and improve the workplace.

Are you wasting space? Do employees spend too much time lost or wandering around? Are you trying to forecast growth?

Look at your goals. Your company may be growing at a rapid pace, but if adding more square footage is not a goal of your C-Suite, you’ll need to explore other options to accommodate that growth.

Does your technology support your goals and needs? Sometimes problems are solved with traditional forms of technology, such as paper-and-pen conference room sign-up sheets. In most cases, you may rely on modern technology, such as IoT sensors or mobile phone apps. This is especially true in an age where facility managers are asked to do more with less.

Do any gaps exist between your goals and technology, or are each of your tools setting you up for success? In order to optimize your workplace, you need to assess how well your workplace strategies fit your needs and goals. Ideally, you’ll choose a workplace management solution that solves multiple challenges in your workplace versus one — and have an actionable plan on how to put the data it provides to work.

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Want to learn more?

Enjoy our recommended collection of resources that will help you on your journey to building intelligently agile workspaces that are loved by the future of work.


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