Space management software is a digital platform that simplifies space planning. It brings all your floor plans into a single, interactive display. This allows you to create seating plans, plan moves with drag and drop functionality and get key insights about your workplace.
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% of a business’s 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 to 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.
The best space management software integrates seamlessly with other applications, such as room reservation technology, wayfinding and employee experience apps. This helps employees stay connected and productive.
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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.
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.
“We have been able to make better decisions about assets, space, forecasting needs, budgets and understand our business better than ever before.”
"iOFFICE allows our teams to centrally store and retrieve data, report on data, and quote jobs. This has greatly reduced our issue of losing data and has made us more efficient in servicing our customers."