Space Management Software: 5 Things to Check Before Buying

Posted on November 17, 2021 by wis_wp

Space management software has become a norm for hybrid workplaces. If you are a facility manager looking to get your employees back to the office, you need a space management solution. This blog highlights the five things you need to check before buying one. 

Table Of Contents

1. Introduction 2. Implementation Timeline 3. Service and Support 4. Scalability of the Space Management Software 5. Reporting Prowess of the Space Management Software 6. Security of the Space Management Software 7. Are You Ready to Purchase Your Space Management Software?

If spreadsheets are your answer to the question “What space management software do you use?” you would be surprised what post-COVID times have in store for you. With hybrid working models becoming the norm, space management will be a whole lot more complicated. And the spreadsheet will no longer cut it. 

If a facility manager calls its employees back to the office, you need space management software. You must already be looking for one. With this checklist, we will try and make it easy for you.

space management software

Like all things in demand, the market is filled with more solutions than you can check and compare. All options come with features – some of which you may find usable and others awesome. However, you will not want the nice-to-have features coming at the cost of essentials. More so, if the ROI on them is close to zilch.

Even if you are satisfied with the features, you would not want a product without adequate vendor support. Likewise, other things can make or break the deal. Here are five things that space management software is incomplete without. Make sure to check these before you sign the cheque.

Also Read: What is a Space Management Software? 

 

If you are investing a significant amount of money in a solution, it must be up and running in the shortest time. You most certainly would not say, “let us wait for a couple of years to see the benefits.” Ridiculous as it may sound, it is a possibility that you cannot overlook. 

The reasons could be many, but your capital will be stuck without any result to show.

Implementation includes customization of the solution and its integration capabilities with your existing tools. While the chinks could be in the existing tools, your vendor should be able to address them within a reasonable time.

Admittedly, it depends on various factors, including the number of systems to be configured, implementation scale, and so on. Nonetheless, an experienced solution provider will be able to provide an estimated timeline. If your vendor is not ready to do the same, it is a red flag you cannot ignore.

Bonus Read: 5 RTO Tools for Facility Managers

 

 

space management solution

You will need service support for both cloud-based and on-premise products. A quick check on the client-to-support personnel ratio, the number of clients, and a reference check will help you cover your bases. Beyond the product fit, you also need to look at the credentials of the vendor. If your vendor develops cold feet when you ask for the details, look away and find another.

Specifically, understand what level of support you would receive and until when. Further, evaluate service components on offer. While technical support forms the base, continued training, product updates, and resources for enhancing product utility are things that make a difference in the long run. 

You also need to check if certain services are chargeable. For example, you may be required to pay a fee for adding more members or new locations. So, it is advisable to seek clarity on the terms of support at the beginning.

 

If you are a growing business, you must check whether the space management platform is scalable. If you are operating out of one location with 50 employees and plan to add two more, the tool must support it. 

It must let you manage the data, including financials, space utilization, efficiency, and more. Asking for precedents and challenges involved would give you a fair idea if it is the right tool. 

A good proxy to check if the software is scalable is its design. A modular design lets you add more facility management tools as your real estate portfolio changes. Also, if a solution provider has more than one office management tool, the chances are the solution is modular. 

While speaking of scalability, you would do well to consider the costs involved. How much more would you have to shell out for additional seats or locations?

 

space management system

If space management software does not provide data and analytics capabilities, it would not be easy to justify your purchase. Hence, rents, maintenance costs, occupancy level, and overall efficiency would be difficult to track without robust reporting capabilities. 

The ideal solution will provide real-time data, insights on space utilization, and optimization to help reduce costs.

Without a data-driven tool, you would not know if your investment is yielding returns. So, before making the purchase, ensure the solution has strong analytics capabilities.  

To be more specific, check if the solution lets you track the metrics relevant to your business. You would not want a tool that tracks merchandise sales in a legal consultant’s office. So, the metrics you choose must relate to your definition of ROI.

Recommended Reading: How to Optimize Real-Estate

 

Your space management software will carry, store, and use data that is confidential and sensitive. You need to approach the purchase with the same degree of caution as you would for a financial tool. 

A few basic questions that can help answer if space management software is secure are:

1. Does it offer role-based permissions/access?

2. Does it provide audit trail capabilities?

3. Do any of your existing tools make the solution vulnerable?

Most importantly, if a solution does not mention security as its strength, steer clear of it.

 

Space management software solves different problems for different companies. While the five things listed here help address the fundamental aspects, you must ideally have a list specific to your needs. 

A few other things that you would want to include in your list are contact tracing, space planning, meeting room reservation, and a mobile app interface.

A good space management platform will help with floor plans and space allocation and ensure a healthy work environment in your office space.

Not investing time in due diligence initially will cost you money, time, and effort later on. Although you will have space management software, it may not deliver the impact you expect. It could also get more expensive to maintain. You could soon find yourself shopping again. 

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Posted under: Space Management Software

Space Management Software: What is it & Why You Need It?

Posted on November 15, 2021 by wis_wp

A space management software is a necessity in today’s hybrid work setting. This blog explains what a space management software is and why do you need it for your organization. 

Table Of Contents

1. What is Space Management Software? 2. Modern Workspaces Need Modern Solutions: Space Management Software 3. Why Do You Need Space Management Software? 4. Key Benefits of Using Space Management Software 5. Looking for Space Management Software?

“Office centricity is over.”

Tweeted the CEO and founder of Shopify, Tobi Lutke. Many CEOs like Tobi have adopted hybrid work. Some of the biggest names include Amazon, Facebook, Twitter.  

We are now looking at an oceanic change in the traditional concept of workspace. As a result, employee work preferences are also fast-changing. So, if your organization is gearing for a physical return to work, you should bear the following three factors in mind:

1. Employee safety

2. Cost optimization 

3. Space efficiency 

Luckily with a space management software, you can achieve all. 

 

space management software

What if you could have a complete view of your entire workspace inventory and user data? 

A space management software enables you to have a 360-degree view of your entire space inventory. 

Space management software helps you manage, audit, and track your company’s physical inventory. This automated technology works like a managing platform, offering  a suite of features for effective space management. 

With this solution’s simple and intuitive design interface, managers can easily learn about their company’s space usage. 

With an adaptive space management software, you can: 

For your employees, the space management software works like a console, which provides output based on command choices. 

Moreover, most space management software is accessible on the web and mobile app. It prompts the user to select workplace preferences based on location, space availability, purpose, occupancy time, capacity, etc.  

In other words, space management software acts as a channel of communication between the managers and the employees. Furthermore, it ensures efficient space allocation and inventory usage. However, there is much more the solution than that. 

Also Read: Top 5 Must-Have Facility Management Tools.

 

Although the traditional role of the office has changed, it has given way to new work settings. This includes coworking spaces, satellite offices, and hot desking.  

However, these settings were questioned early on. Yet, such office spaces are getting the work done surprisingly well, as backed by these productivity statistics

More and more employees are demanding flexible working spaces today. Also, if you cannot deliver on the employee preferences, they are ready to quit. 

So, what does the future of the office look like? Well, it looks dynamic right now. Instead of a traditional cubicles, it is looking at hot desking. And reimagining how employees occupy this workspace might be the only way forward. 

This is where efficient space planning becomes essential. Therefore, the need for space management software. Managers are also looking at such solutions for cost savings, improving employee experience, and scenario planning.

 

Future offices are now dynamic entities. They are no longer limited to getting people back of the office. But about fostering a healthy work environment, righting the workplace wrongs, and supporting employee well-being. 

They  are about moving beyond cutting costs to optimizing costs for a reduced real estate footprint. After all, office space leases and operating costs are often the second-largest expense a company bears.  

Not to mention, with manual workspace operations, there is a lot of finger-crossing happening. This makes it almost impossible to have a holistic view of your physical premises and how employees are using them. 

Likewise space management software provides the solution. 


1. Boost Employee Productivity

facility space management software

To design a flexible work environment, you need to optimize the workspace using digital tools and technology. But how do you find the right mix of working spaces for collaboration and productivity? How does space management software fit it? 

Meanwhile, such solutions provide insightful occupancy data, these can be used to plan, manage, and monitor your space utilization. The software’s centralized dashboard also helps you assign desks and rooms in just a couple of clicks. Subsequently, enabling seamless collaborations. 


2. Empower Employees 

Google, Facebook (…Meta), Twitter, and Amazon have something in common. A sprawling campus and a workforce reluctant to return to “traditional work”. These industry giants have set examples with their adoption of the hybrid workplace. However, there is a gap.

Today, employees want greater flexibility in how and where they work. Even though the hybrid workplace promotes flexibility, employees are looking beyond having choice with days. Now, employees are looking for flexible spaces. 

Through space management software, you can give your employees “ownership” over their workspaces. This means that employees get to choose where they want to sit, and how they want to work.

Regardless of where they are located, they can choose their workspace and book a seat in advance. All of this using a user-friendly mobile app. 

 

3. Reduce Administrative Work 

For facility managers, manually overseeing the space inventory, whether big or small, can become overwhelming. Especially now, with mandated covid protocols to ensure contact tracing competencies. 

However, with space management software, you can oversee and manage all the tasks on a single source. It also gives an aerial view of the floor plans, request management, resources allocation, and more. 

Space management software can also automate tasks like desk booking and check-ins. This cuts down your administrative work by half, if not more! 

Recommended Reading: 5 Opportunities with a Hybrid Workplace

 

Here are some key benefits you can reap using space management software. 

 

1. Implementing a Flexible Workplace Strategy  

The “back to the office” jitters are real. Despite the enhanced flexibility, many hybrid workers are feeling anxious about making a return. This reluctance has been a major reason for employee attrition across companies. 

Even Apple cannot convince their employees to come back to work without a fight. Is your organization ready to accommodate employee preferences?  

If not, space management software can give you the necessary technological intervention to enable a more dynamic works environment. It can help you achieve the following:

a. Ensure Effective Hybrid Team Management

Unlike manual reporting, which is not accurate all the time, space management software is quick and accurate. It can compute your occupancy information for shared spaces and check-ins to equip you with real-time insights.

Additionally, you will receive audited reports on the occupancy ratio. This kind of robust reporting can help you reconfigure the workspace to fit the ideal capacity limit and keep employees satisfied.

Bonus Read: How to Make Hybrid Workplace Fair? 

b. Optimize Space Usage

With space management software, you can readily access space utilization data to understand the big picture. Or access micro-level details like seating chart data or available hot desks. 

It can empower you with rich intelligence. You make data-driven decisions regarding budgeting, desk booking, room reservations, resource management, space inventory, and workspace strategies. 

This way, space management software also eliminates the guesswork typical in most wait-and-see scenarios. 


2. Optimizing Available Office Space   

office space management software

The remote work arrangements challenged our inherited understanding of “work” and “productivity”. We are now asking questions like: do we even need an office? Do we revamp it?  

However, the answers to these questions are better left to time and collected insights. Data is captured and audited automatically by the space management software. Moreover, you can gain a complete understanding of your current space utilization for better real estate portfolio management. This can also help you in two ways: 

a. Cost Control

You can take note of how (or how not) employees are using the available spaces. And understand what tools and equipment are required for successful collaborations. 

Space management software can help you identify such areas to reduce cost and avoid overheads for improved savings. 

Also Read: How to Optimize Real-Estate Cost 

b. Resource Management

By deploying space management software, you can effectively manage office resources, even assign them to dedicated employees. This can help you implement a successful hybrid strategy, making essential resources and equipment accessible for all.

Space management software can also provide predictive assistance and ensure timely maintenance of your physical inventory. 

On top of all that, you can garner new data on occupancy trends and bring fresh changes to your workplace strategy. This will also help you decide how much office footprint is enough to support your hybrid team. And actively contribute to the bottom line of the organization.

 

To conclude, facility managers have to ensure efficient operations at the workplace. And one of them is choosing the right space management software depending on the back-to-work needs.  

Well, this is how you can streamline the process. Ask yourself: 

  1. Are the software tools and features in line with my workflow requirements? 
  2. Does the space management software support integration with other technologies? 
  3. Does it have a centralized information center for facility information?

With these answers locked, you can find space management software readily. WorkInSync is one such solution, offering a suite of intuitive and user-friendly tools for managing employee preferences and spaces alike. 

Subscribe to our blog to know more about the latest developments in space management software. 

Posted under: Space Management Software