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Author: Amit Prasad

Amit Prasad is the founder and managing director of SatNav Technologies and has business interests in a wide range of IT products. SatNav Technologies is an IT products company focusing on cloud based map data products and a pioneer in GPS, FMS & LBS Technologies. The product suite includes SatTracx in-the-field location based solutions and A-mantra in-the-office facilities management solutions. QuickFMS from a-mantra is a cloud based facility management system which enhances organization's efficiency.

A Complete Guide on Space and Workplace Management for Facilities Managers

Guide on Office Space Planning

Today, office space planning, control and supervision have become an essential part of day-to-day business management practice. Here is a complete facility management plan guide for facility managers.

Being a perfect facility manager is not an easy task in today’s competitive business world, where your company or organization is trying to reduce its investments and utilize its existing resources at its best. Whether it is office space planning, or infrastructure control, supervision and management, one needs to maintain accuracy at each level for efficient space and workplace management.

In such situations, an advanced space management solution is a perfect savior for facility managers, which takes care of each and every aspect of space and facility management. To calm all your worries, here we bring a complete guide on space and workplace management for facilities managers.

Everything You Should Know about Space and Workplace Management

What is Space Management?

Space management can be defined as a practice where an organization manages its physical space inventory, which includes tracking, control, supervision and utilization planning of the space available. It must be noted that office space planning is an essential aspect of space management, which further ensures that an organization is using its office space at its best.

Whether it is a business enterprise, retail chain, industrial factory, financial institution, an education hub, or even a government facility, every organization relies upon its physical space to support its core functioning and smooth workflow. Knowing the importance of space management, they manage their space one way or another, sometimes efficiently and sometimes ending up in a mess. Technology comes as a savior for such practices. Expert facility managers always rely upon an advanced space management software solution for managing their organization’s infrastructure space.

Also Read: Space Management Checklist to Maximize Workplace Productivity

What are the four components of space management planning?

The four crucial components of space management planning are:

  1. Insight Data

  2. The first component of space management is the availability of insight data about space management, planning and utilization. It includes insights into space costs, usage and other capital investments into space utilization.

  3. Real-time Records

  4. The second component focuses on the availability of real-time space data and records for quick move management and efficient tracking of space utilization in an organization.

  5. Space Utilization and Optimization

  6. This is one of the most crucial aspects of space management planning. Ensuring an efficient space utilization is only possible with a solid space optimization plan.

  7. Reducing Costs

  8. This is a basic need of any space management plan. Reducing capital investment on expanding space availability and focusing more on optimizing the current space inventory is the basic component of a space management plan.

Also Read: 6 Features of Facility Management Software to Ease a Manager’s Task

What are the three basic elements of space management?

The three basic elements of efficient space management are:

  1. Strategic Planning

  2. It is a well-known fact that space and workflow management is an important part of your business planning and strategy, as both of these are closely interlinked. Business organizations need an efficient system to track their physical space inventory as a part of resource planning. Space management gives them an in-depth insight into when their existing facilities can support their workflow, and when they need to expand. Space management supports your business’ strategic future planning.

  3. Resource Optimization

  4. Any business organization’s workflow plan is incomplete without an effective resource optimization plan. Any available resource must be optimized for its best utilization to ensure that the organization gets the best output of its investments. This is a basic element of a space management plan. Any guide to facility management will focus on an efficient resource optimization plan.

  5. Workflow Automation

  6. Workflow automation is the need of the hour! Managing space and workplace is a tedious task, which further engages manual resources. A well-planned space and workplace management strategy will automate various day-to-day processes, which require time and resource engagement. A space management solution will help you automate your space and workplace management practices.

Also Read: 5 Major Benefits of a Cloud Based Facility Management Software

What are the steps of facility planning?

  1. Assess your needs
  2. Have a strategic plan
  3. Know your funds
  4. Acquire
  5. Design
  6. Execute

What is the purpose of facility management?

The main purpose of facility management is to ensure smooth, safe and efficient functioning of the work environment by integrating people, objects, process and technologies. The word ‘facility’ encompasses the physical working space and everything around it, including people, objects and resources. It is the facility manager who is responsible for office space planning and workplace management for the smooth functioning of the business organization.

Also Read: Facility Management Software: Top Benefits and Uses

Choosing the Right Space Management Solution

Space and Workplace Management Software

As a facility manager, you must ensure choosing the right space management solution for your organization. QuickFMS is one such advanced cloud-based facility management software that allows you to manage your organization’s physical space inventory with ease. It is a software module which can be integrated with any ERP, HR or CRM system and allows you to track space utilization in real-time, empowering you to take quick space movement and allocation decisions. For more information, schedule a free, personalized demo with us.

Amit Prasad

Amit Prasad is the founder and managing director of SatNav Technologies and has business interests in a wide range of IT products. SatNav Technologies is an IT products company focusing on cloud based map data products and a pioneer in GPS, FMS & LBS Technologies. The product suite includes SatTracx in-the-field location based solutions and A-mantra in-the-office facilities management solutions. QuickFMS from a-mantra is a cloud based facility management system which enhances organization’s efficiency.

Space Management Checklist to Maximize Workplace Productivity

Space Management Checklist

Efficient space management can help to promote interactions between departments, attract top talent, improve productivity and reduce costs. As a facilities manager, it is important to set up your office space plan to address the growing needs of the company as you hire new staff.

Below are four strategies for maximizing workplace productivity through efficient space management.

1. Flexible Office Spaces

When accommodating new employees, consider using flexible facilities. For example, you can rent rooms or desks on a daily, weekly or monthly basis in a co-working space or a shared office structure.

Flexible office spaces are great short-term and temporary solutions for companies experiencing rapid growth. You can move into these spaces relatively quickly and without having to commit to multi-year leases or purchasing a new property.

2. Employee Performance Guided Seating

Use performance reviews to determine where employees will sit. According to research, seating highly productive employees next to the less productive ones helps to improve the overall employee performance in the firm. Studies have shown that highly-motivated employees have a spillover effect on those around them.

Regularly review employee performance to determine the top performers who can motivate those that are less productive.

3. Implement a Modern Office Plan

Check that your office environment satisfies modern workforce requirements. Anonymous rows and cubicles are out while open floor plans are in, and for a good reason. Modern open office plans are more welcoming, brighter, and do not have an institutional feel.

Be creative with your office design. Use appealing materials like sleekly-designed industrial metal and warm wood in the office. Make sure there is adequate lighting and whenever possible, install large windows to take advantage of natural light.

4. Consider Technology and Equipment Requirements

Additional staff can stretch the existing office resources. Therefore, make sure you budget effectively for every new employee. Factor in your budget additional equipment like phones, keyboards, and computers for the new hires.

Assess communal accessories such as copiers and printers to ensure that they will be able to handle the anticipated increase in workload from the new employees.

Make sure your office space meets the needs of your growing business. You might feel that expanding space is the best way of tackling growth. However, there are many ways you can use space strategically to maximize the available resources and improve productivity. Consider all your available options before moving to a larger office.

Implement an office space management solution with QuickFMS to automate the entire workflow of your space utilization process in real-time. Schedule your free demo today.

Space and Workplace Management Software

Get More Insights Over Here!

Amit Prasad

Amit Prasad is the founder and managing director of SatNav Technologies and has business interests in a wide range of IT products. SatNav Technologies is an IT products company focusing on cloud based map data products and a pioneer in GPS, FMS & LBS Technologies. The product suite includes SatTracx in-the-field location based solutions and A-mantra in-the-office facilities management solutions. QuickFMS from a-mantra is a cloud based facility management system which enhances organization’s efficiency.

5 Reasons Why You Need Space Management Software

benefits of space management software

It is difficult to find the right balance of human resources, structured routines, spreadsheet data utilization, and long-term and short-term planning. Fortunately, there are some great office space management tools available in the market, which are specially designed to ease the myriad processes for enhancing the overall productivity of your company.

5 Key Benefits of Space Management Software or Solutions

  1. Foresight: Using space management software, you can monitor the trends of your space usage, and make adjustments that would benefit the overall process and its efficiency. It will also help you plan for mid and long-term growth. You are able to plan now for space that fits your future requirements and be much more prepared for what’s ahead.
  2. Cost Efficiency: Space management software also helps reduce costs associated with excess space, thereby allowing you to find more productive uses for the new balance, such as essential equipment repairs, adding personnel, or redesigning the existing space to be more effective. Changing the way your space operates can also be a big advantage for your employees and customers.
  3. Real-Time Requirements: Many software vendors now offer mobile applications, which enable you to monitor space usage on a real-time basis, from any mobile device. This enhances communication between space occupants and management. For instance, if meeting space is needed at the last minute, the users, sitting from a remote location, can find out what’s available, schedule the meeting, invite attendees and the reserve equipment needed for the meeting while ensuring everything is handled smoothly.
  4. Proper Numeric Records: Space Management software is pretty adept at number-crunching and giving back accurate data. The time-tested spreadsheets and manual data collection systems are giving way to all-in-one programs, which can calculate multiple factors and variables with ease, in any imaginable scenario.
  5. Minimum Chances of Mistakes: The room for error is greatly reduced and the process is made easier and quicker, which will help you focus more on your core business concerns.

Make Office Space Management Easier with QuickFMS

Benefits of Space Management Software, You’ll Get with QuickFMS:
  • Cloud-based facilities management software for businesses
  • Integrate All Departments Across the Organization
  • Long Term, Strategic End-to-End Solution for FM
  • Increase Occupancy Ratios Leading to Massive Savings
Space and Workplace Management Software

These are just a few of the features that our space management software provides. For more information, schedule your free, personalized demo with us.

Related Read

A Complete Guide on Space and Workplace Management for Facilities Managers
6 Significant Benefits of Implementing an Office Automation System
Amit Prasad

Amit Prasad is the founder and managing director of SatNav Technologies and has business interests in a wide range of IT products. SatNav Technologies is an IT products company focusing on cloud based map data products and a pioneer in GPS, FMS & LBS Technologies. The product suite includes SatTracx in-the-field location based solutions and A-mantra in-the-office facilities management solutions. QuickFMS from a-mantra is a cloud based facility management system which enhances organization’s efficiency.

Does Seating Buddy Employees Together Decrease or Increase Productivity

Employee Productivity

In an office environment, where the employees sit has much to do with how satisfied and productive they will be.

According to a Cornerstone OnDemand and Harvard Business School combined research, seating the right types of workers—the complementary pairs—together is a cost-effective way to inject energy and efficiency into a workday.

In this post, we’ll learn how seating proximity has an important role to play in employee productivity. Along with discussing another essential employee productivity quotient, as you go through the entire article.

How it Matters Where Your Employees Sit?

Your office space and the workplace environment is an all-inclusive ecosystem, where each of the inhabitants (the staff members and you) function most effectively and efficiently when they’re at the right place and proximity. At least, that’s what we could infer from the Cornerstone OnDemand and Harvard’s combined research.

The researchers analyzed the data from more than 2000 workers at a large tech company with offices located at several locations across the US and UK for a period of two years. The right employee seating arrangement with proper proximity, they write, “has been shown to generate up to 15% in organizational performance. For an organization of 2000 workers, strategic seating planning could add an estimated $1 million per annum to profit.”

Determining the Perfect Pairing

The study looked into three types of workers: 1) Productive, who have high productivity but low quality, 2) Generalists, with average productivity and quality, and 3) Quality workers, who are less productive but are high quality.

It found that the best pairings are symbiotic relationships where people with opposite strengths are placed together so that the traits and skills of a person with high quality and/or productivity can ‘spillover’ to help a person with lower productivity and/or quality. See the infographic here.

As much as the combined productivity improves by seating certain people nearby, it is negatively affected when toxic workers are seated around. According to the study, seating toxic employees nearby increases the probability of one of them getting terminated by 27%.

Office Space As a Productivity Quotient

Apart from the seating proximity, the design and style of the entire office space also influence the overall employee productivity. Software Advice spoke with three office planning experts about the type of office space that can cater to the working style and needs of different types of employees. For example, the extroverts, who prefer an open office plan, and the introverts, who want a closed office setup for more privacy.

The team at Software Advice concluded that facilities manager and company executives should determine a ratio of private and open spaces, as well as ancillary areas—such as bathrooms, conference rooms, huddle rooms, etc.—that enable the type of work required for each type of department and its employees.

Here is an example of the office plan designed to meet the needs of various types of employees:

3 Mixed Floor Plan for Sitting Arrangement

According to Software Advice, this type of seating arrangement should help you achieve these productivity goals:

  • Improve collaboration among department by breaking down barriers
  • Increase productivity by giving certain employees more private workspaces
  • Facilitate and encourage more remote work

To conclude, seating budding employees together is as important as it is to give your employees an office environment with the right ratio of private and open workspaces. Just by creating the right ecosystem, you can boost the overall productivity and performance of your employees.

Make Office Space Management Easier with QuickFMS

QuickFMS’s space management software module lets you easily track space utilization from requisition to blocking, and scheduling to allocation. You can allocate space by project, department or vertical, and monitor live space utilization using access card data. Furthermore, you also get access to floor layout drawings with details of who sits where, which you can use to achieve better seating distribution and to eliminate duplicate allocation.

Space and Workplace Management Software

These are just a few of the features that our space management software provides. For more information, schedule your free, personalized demo with us.

Amit Prasad

Amit Prasad is the founder and managing director of SatNav Technologies and has business interests in a wide range of IT products. SatNav Technologies is an IT products company focusing on cloud based map data products and a pioneer in GPS, FMS & LBS Technologies. The product suite includes SatTracx in-the-field location based solutions and A-mantra in-the-office facilities management solutions. QuickFMS from a-mantra is a cloud based facility management system which enhances organization’s efficiency.

7 Benefits of Facility Maintenance Software for Your Business

Benefits of Facility Maintenance Software

Facility maintenance software helps you manage the facilities of your business more effectively and efficiently. It helps you optimally utilize assets, reduce space, save on maintenance costs and increase the efficiency of your business. It provides a variety of automation tools that help you manage your day-to-day business activities effectively, giving you time to focus on important aspects for the growth of your business.

Here are 7 benefits of facility maintenance software for your business:

1. Asset Tracking and Management

It’s difficult to keep track of business assets manually through spreadsheets. If you can’t properly analyze the data, there will be more chances for error and you will have limited capabilities. Facility maintenance software allows for more efficient tracking and management of your business assets and gives real-time data for proper analysis so you can manage your business investments effectively.

2. Efficient Facility Management

Company assets run longer and more efficiently when they are maintained regularly with the help of facility maintenance management software. It prevents equipment downtime and increases your business productivity. This gives a greater return on investment. Facility maintenance software helps in automating tedious operating tasks, so you can spend more time on strategic business decisions and help your business grow.

3. Easily Customizable

Every business has different needs and requires different processes. Facility maintenance software can be easily customized according to different business requirements. You can include only those features that your business needs. You can choose the tools that your business requires and you don’t have to pay for other features you don’t require at all.

4. Space Optimization

An engaging workplace that meets a different set of needs is the key to improved productivity. Facility maintenance management software helps you maximize your office space and keeps it engaging. It offers insight into how your workplace is currently allocated and what can be done for proper utilization of the office space. This helps in making the most of your office space.

5. Mobility

You can’t deny the necessity of mobility in today’s workplace. Facility maintenance software helps you manage your business activities from a distant location. You can coordinate with your team or control your business even when you are out of office. You can access the software from a remote location and from multiple devices such as through desktops, laptops and tablets.

6. Cost-Effective

Though facility maintenance management software requires a huge initial investment, it is cost-effective in the long run and gives greater ROI. The benefits that it offers far exceed the initial cost and investment. It is cheaper than hiring a team to manage your facilities. You can select the software that matches the size and budget of your business.

7. Improved Productivity and Efficiency

Inefficient processes and equipment result in lost business hours and productivity. Facility maintenance software brings overall efficiency and transparency into business processes, saves time, reduces costs and adds more value through proper usage and maintenance of equipment and investment. Increasing productivity and efficiency is essential for the growth of your business.


Space and Workplace Management Software

If you are looking for the right facility maintenance software for your business, it’s important to analyze which works best according to your business needs and gives you more effective results for your business growth. QuickFMS is cloud-based facility management software that helps you organize and manage all elements of your business effectively.

Amit Prasad

Amit Prasad is the founder and managing director of SatNav Technologies and has business interests in a wide range of IT products. SatNav Technologies is an IT products company focusing on cloud based map data products and a pioneer in GPS, FMS & LBS Technologies. The product suite includes SatTracx in-the-field location based solutions and A-mantra in-the-office facilities management solutions. QuickFMS from a-mantra is a cloud based facility management system which enhances organization’s efficiency.

6 Significant Benefits of Implementing an Office Automation System

Office Automation System

Understanding Office Automation

The term ‘office automation’ refers to a combination of computer hardware, software, and network connection, made available to simplify and automate a variety of office operations, such as inventory management, facility management, accounting, email, and word processing. It is used to digitally create, store, manipulate, and relay office information and data, needed for accomplishing basic tasks and goals.

Office automation makes it possible for business organizations to improve their productivity and recognize easier ways to do business in profits. Started primarily as data processing and word processing tool, office automation now includes more sophisticated and complex tasks like integrating front office and back-end systems.

There are different types of automation, which can be used in different business industries across the globe. Office automation systems help in optimizing the existing office procedures by saving time, money and human efforts.

The Benefits of Implementing Office Automation System

  1. Data Storage and Manipulation: Data storage includes important and confidential office documents and records. Office automation system includes data applications, which are used to create or edit a document, file, spreadsheet or an image. There are various types of word processing and desktop presentation packages available, which allow creating or editing textual data. Similarly, you can find dedicated applications for editing spreadsheets and images.
  2. Data Management: Data management is one of the major components of office automation system that offers strategic advantages by simplifying the management of stored data and information. Large business organizations can monitor and control various projects and activities within the office through an electronic management system. Program schedules, tickler systems or reminder systems, and task management are some of the features, which empower businesses to have an eye on all business processes without any hassle.
  3. Data Exchange: Exchange of stored or manipulated data and information is also an important component of an office automation system. Sending files or exchanging data or information between one or more than one member of an organization has become possible with an electronic transfer application. Through a network connection, all data and information, including text documents, presentations, spreadsheets, images, and videos can be sent in real-time within a few seconds. Illustrating the collaborative nature of an office automation system, this would allow your employees to collaborate in real-time and enhance their productivity.
  4. Accuracy: Yes, it’s true! Computer systems and other machines are as effective as a human brain. Once the bugs are removed from a program or an application, it can help you in getting 100% accuracy in the day-to-day business processes. The software programs are more reliable than the human, who actually made it. Implementing an advanced business automation software reduces the probability of errors.
  5. Save Time and Resources: Office automation empowers businesses to save both time and money. It simplifies and automates those complex tasks, which earlier required a dedicated resource and a great amount of time. For example, with the introduction of the latest computer technologies and network communications, businesses are now not constricted by geographical limitations. And hence, they can easily save both time and money spent on traveling. Another great example is the digital storage, which eliminates the need of preserving hard copies and hence, saving paper and nature as well.
  6. Reduced Costs: Since every business process is now automated, you don’t need to invest much on hiring new resources for taking care of those tasks, which can be easily executed using an office automation system. As we know that time saved is money saved, your business enterprise can easily save huge by automating various complex business processes. With saving large on the overall expenditure and investment on other resources, your profit margins are surely going to improve.
Related Post: All about Office Automation System
Space and Workplace Management Software
Amit Prasad

Amit Prasad is the founder and managing director of SatNav Technologies and has business interests in a wide range of IT products. SatNav Technologies is an IT products company focusing on cloud based map data products and a pioneer in GPS, FMS & LBS Technologies. The product suite includes SatTracx in-the-field location based solutions and A-mantra in-the-office facilities management solutions. QuickFMS from a-mantra is a cloud based facility management system which enhances organization’s efficiency.

10 Ways Technology Has Reshaped the Modern Workplace

Workplace Technology

Technological advancements have entirely reshaped the organizations by making their business processes highly integrated, and more streamlined. This is more so in case of small or medium enterprises. Run by a few people, small businesses need technology like nothing else. Technological advancements have facilitated these businesses in running their tasks smoothly and performing well than ever before. Are you keeping up with the technological evolution in the workplace?

Ever wondered how MNCs work by collaborating with their thousands of employees and resources from all around the world, and that too in real time? Well, it’s all because of the biggest wonder of the 21st century — technology. Technology in the workplace is like a facilitator that makes an action or process easier to keep the whole workflow smooth and on track. Facility management software such as QuickFMS helps business leaders stay organized and up-to-date that in turn helps in business profitability.

Not long ago, companies were in a mess as they had to deal with a lot of paperwork, meetings had to be held in rooms, travel expenses were incurred on client meetings and communication across the organization was not so easy. From the ways of communication to the methods of solution, technology has helped businesses come a long way. All the operational and communication issues have now been simplified and streamlined with the help of new technology. Businesses no longer need to take a pause in any of their tasks.



Whatever barriers that used to be there a long time back, like the communication barrier, task-performing barriers, management barriers, or outsourcing barriers, have been overcome by the invention of technology. Internet and various software and applications have made it possible for the businesses to remain focused on their goals with no or negligible disruption by the day-to-day operational procedures.

Let’s see how technology is helping the businesses grow by leaps and bounds:

  1. Changing the Way Businesses Communicate

    Technology has changed the way people used to communicate in the workplace. The arrival of smartphones, social networking sites, chat apps has brought communication to a new level. Communication among the employees, or management to subordinates, or management to management has become fast, instantaneous, more deliberate, collaborative, and unified. You can send emails, text or video chat or even video conference with subordinates or superiors through social networking apps like WhatsApp, Skype, etc. With the help of technology, you no longer need to be present at your workplace every time. You can engage in other important works outside the office, and keep in touch even face-to-face with your colleagues at the office through video chats and conference.
  2. Keeping It Fully Organized

    Technology helps in keeping the business fully organized. Systems like Project Management Software helps in building, delegating, reviewing, and assessing a task. Employers and managers can easily supervise workplace activities that help in keeping everything on track. It fixes the responsibility, accountability, efficiency, and timed delivery of tasks assigned to people. The modern workplace has now many innovative products and software to increase the workflow and boost efficiency. Project Management Software helps to improve the quality and quantity of work, and also helps in risk assessment by providing a red flag every time a task gets off track that might lead to a project failure.
  3. Making Business Operations More Productive

    Businesses nowadays rely on business productivity software that provides many tools to overcome challenges of executing on strategy every day. It enables managers to more easily track progress during every phase of goal completion and offer immediate reinforcement or coaching to keep performance and deadlines on track. This is another example of the role of technology in improving the productivity and performance of the organizations. Access to new technology has enabled the employees to do things faster with precision and has helped in discouraging workplace distractions, thus raising productivity.
  4. Helping in Cost Management

    Improving profitability is the ultimate goal of every company. Due to innovative technological software, companies are now becoming fiscally healthy as these innovations are proving to be more cost-effective. Every workplace has some chore tasks that need dedicated people to handle it. It needlessly keeps the costs high. This cost can also be reduced by installing SaaS tools in the workplace. Through SaaS tools, we can eliminate the manual handling of a task by automating wherever possible and focusing on the integration of different tasks. Not only that, automated processes give more accurate results, and help keep every record with its date and time mentioned. This way they are easy to be recalled for any business purpose. This overall management of costs at different levels provides better profitability by reducing the cost.
  5. Keeping the Business Secure

    Business workplace at its every level demands a great level of security for its safe running. Technology plays a vital part in doing so. It provides an end-to-end hardware and software-based data encryption so that only authorized parties are able to retrieve and read it. Fingerprint and facial recognition features give an added level of security to the systems at the workplace. The companies are using innovative technology and implementing security software and algorithms to make sure that sensitive information is accessible to the right people and is protected from malicious hacking attempts.
    Related Read: IWMS Software: Top Benefits and Uses
  6. Giving Customizing Options

    Technology has made it possible to customize any software according to the variable business needs. Businesses are now using such software to manage their day-to-day operations. One such software that is becoming popular in the modern workplace is facility management software. Whether large or small, every business workplace has its own way of doing things for achieving their goals. For that, they need a kind of technological support that suits their style of working and the customizable software is able to provide those services.
  7. Increasing Collaboration

    Technology has completely changed the way companies collaborate. Technology has helped us connect with people anywhere and at any time. This increased collaboration has brought a high level of flexibility in communication that allows employees, co-workers, and managers to connect with each other easily. As employees can now connect and communicate no matter where they are, this has helped in encouraging teamwork, mutual understanding, and bonding between the employees. Improved level of collaboration also helps leaders and managers to stay in touch with their employees and manage them better. Increased collaboration on projects has enabled the companies to keep their clients updated on their project performance and progress.
  8. Reducing the Risk of Security Breaches

    Stealing critical and important information was easy in the past, but now with the use of technology, the threat of data thefts and leaks have been reduced. Proper security measures are being implemented in the workplace that helps in keeping important information safe. It has also become easier to keep a check on the employee’s’ online communication and activities to ensure that they don’t get involved in any practice which is against the interest of the company. As employees know that they are being watched all the time, the likelihood of getting involved in any wrong practice is reduced.
  9. Improving Efficiency of Employees

    Time management is important in the modern workplace as poor time management can cause deadlines to be missed leading to an unhappy client. Time management has now become easier with the help of modern technological tools. These tools have helped in optimizing the daily working routine and enabling the employees to focus on the most important task. This helps in increasing the efficiency of the employees, allowing them to meet the deadlines and eventually results in client satisfaction. As technological advancements have reduced the amount of time and effort spent on daily activities, employees can now spend more time on creativity and developing new ideas.
  10. Enabling Remote Working

    New technology has enabled remote working, teleconferencing and co-working space which has completely reshaped the workplace. Mobile and cloud technology has allowed instant and remote access which enables internet-based service models. This has resulted in interconnected workplaces not tied to one location, but many. They are hinged together by virtual conferencing, complete connection and portability. Cloud technologies and improved IM systems have helped the employees to work from anywhere with the click of a mouse. Video conferencing has made it possible to coordinate with the best employees no matter where they are.
Space and Workplace Management Software

The impact of technology in the workplace is incredible. It has changed the way traditional workplaces used to work. It’s up to the business leaders to keep up with its evolving pace in the most efficient manner. Business owners cannot afford to compromise their company’s productivity, profitability, and security. By implementing new technological solutions and financial management software such as QuickFMS, business leaders can ensure optimal profitability and productivity in their workplace.

Related article: How to Select the Right Workplace Management Solution
Amit Prasad

Amit Prasad is the founder and managing director of SatNav Technologies and has business interests in a wide range of IT products. SatNav Technologies is an IT products company focusing on cloud based map data products and a pioneer in GPS, FMS & LBS Technologies. The product suite includes SatTracx in-the-field location based solutions and A-mantra in-the-office facilities management solutions. QuickFMS from a-mantra is a cloud based facility management system which enhances organization’s efficiency.

Facilities Management Software in India – QuickFMS

Facilities Management Software in India

An Indian subsidiary of the world leader in food and facility management services was facing problems in monitoring its physically distributed sites, streamlining the operations, and ensuring customer satisfaction. After procuring facilities management software, the company is now able to manage all the assets of their different sites, track their maintenance schedules, budgets, and costs. The level of customer satisfaction also increased due to the seamless completion of service requests. The facility managers can now effectively manage their FM operations by getting KPI reports, escalation alerts, service level non-adherence alerts, etc. Since the procurement, not just the overall productivity of the company have improved but its bottom line has also shot up significantly.

Not just the large corporations, but small and medium enterprises too need a dedicated system in place for smoothly managing their day-to-day operations and functions. The rapidly increasing digitization of the organization’s working models in India is the major reason behind it. Still, as compiled by industry experts, only 25% of the market has been tapped by Indian facility management services companies.

What Is Facilities Management Software?

Facilities management (FM) software enables facility managers to effectively organize, structure, and run the entire workspace and infrastructure-related operations, repair, and maintenance program for achieving maximum performance and efficiency, all from a cloud-based dashboard.

FM software allows multi-site facility managers to accomplish a range of functions related to repair and maintenance, complaint management, and cost optimization. Some such functions are asset management, space allocation and optimizing floor plans, managing property leasing and rental agreements, work order fulfilments, data analytics, and tracking costs and expenses, etc.

The best facilities management software, like QuickFMS, are a cloud-based platform, which means a secure access to company data, and the mobility option; using the platform from anywhere.

Different Facilities Management Software Modules

Different organizations have their own requirements for facilities management software. That majorly depends on the size of their facility, the steps involved in different working procedures, and the type of industry they are. With QuickFMS, almost any organization falling under any industry is covered. Also, the different software modules that we offer can be implemented individually, or as a full suite. Here are the different modules:

  • Property Management: Our property management module lets you track, store, and maintain building, property, and tenant-related data so that you can easily monitor all aspects of your property from a single cloud-based dashboard. QuickFMS’s property management module is of great value for real estate owners, MNCs, hospitality industry, educational campuses, and others.
  • Physical Asset Management: The physical asset management module is a complete inventory solution for keeping track of your fixed physical and consumable assets throughout their lifecycle—from requisition and installation to disposal. You can track the availability and consumption of assets by department, project, or facility. It also allows employee level mapping and tracking of the allocated consumable assets such as laptops, mobile phones, and cars.
  • Help Desk Management: The help desk management module is helpful in supporting the high level of service delivery, and tackling internal issues through a request raising and resolving model—the ticketing tool. The tool allows you to raise trackable tickets for service requests and complaints concerning any department and keep track of its progress as it moves through different departments and personnel. The tool fully integrates with many in-house ERP software systems and existing tools such as HR portals.
  • Space Management: Our space management module helps you optimize your workplace utilization to ensure that all working and trading areas are used correctly and efficiently. The tool that we provide seamlessly integrates with any existing ERP, HR, or CRM system helping you in planning and allocation of space, tracking how it is used, and automating the entire workflow of your process in real-time.
  • Maintenance Management: QuickFMS’s maintenance management module helps you keep track of the maintenance within your corporate office or facility locations. With our maintenance management tool, you can effectively manage the maintenance strategies, contracts, scheduling, and work in progress. Corporate businesses, IT & ITES, real estate, property managers, etc., are the most suitable beneficiaries of this module.
  • Energy Management: Energy management tool allows you to effectively monitor the energy consumption and expense across your corporate offices and facility locations. Among its many features, the tool also provides a breakdown of your energy consumption into meaningful figures that enables you to plan effective campaigns for cost-cutting. It also lets you track energy usage under different expense heads, i.e., electricity, solar, gas, coal, water, oil, etc.
  • Reservation & Resource Management: The reservation and resource management module is for handling the internal and external usage and hiring of your facility’s shared spaces. It offers a range of functions such as handling bookings and reservations, modifying and canceling bookings, sending meeting requests, managing assets and resources needed for the meeting, among others. This module fits best with the needs of schools, colleges and universities, training facilities, employee accommodation, concierge services, corporate institutions, etc.
  • Guesthouse Booking and Management: Guesthouse booking and management software is specially designed for handling the booking and reservation needs of a guest house of any size. It offers a fully interactive system that allows for effective managing of rooms by organizing them into groups and types. Its online booking mechanism also provides easy check-in/check-out options.
  • Business Card Management: The business card management tool takes care of all that goes into handling the business card requests from employees. The simple interface of the tool allows your employees to raise the business card request at any time, just by filling in the required details. Further processes like acknowledging the request, getting necessary approval of the reporting manager, assigning it to the vendor and issuing the card, all are handled right from a single interface.
  • QuickFMS has a reputable presence among companies led by world leaders. We have an impressive list of clients in India too. Request a live demo of our facility management software or call us at +91 9849460351 for more information.

    Amit Prasad

    Amit Prasad is the founder and managing director of SatNav Technologies and has business interests in a wide range of IT products. SatNav Technologies is an IT products company focusing on cloud based map data products and a pioneer in GPS, FMS & LBS Technologies. The product suite includes SatTracx in-the-field location based solutions and A-mantra in-the-office facilities management solutions. QuickFMS from a-mantra is a cloud based facility management system which enhances organization’s efficiency.

What Are the Characteristics of an Effective Leader?

Even after having spent a remarkable amount of time, effort, and money devoted to the study of leadership, we still have little agreement about what exactly leadership is. Although everyone defines leadership in separate ways, based on their knowledge and experience, they all can feel its presence when they see it. Many of us are led to believe that great leaders are born that way; however, there’s no proof that an average person cannot acquire the traits of a great leader through practice and dedication. What are those traits or characteristics to become an effective leader? Keep reading.

Characteristics of an Effective Leader

Optimistic & Positive Attitude

A team leader cannot have a poor attitude and at the same time expect the team members to be positive. It’s expected from a leader to stay optimistic, enthusiastic, and energetic so that their aura has that same positive effect on their team members. A leader can cultivate a positive attitude and optimism by being a believer, and staying passionate about his work.

According to Bernie Swain, the author of What Made Me Who I Am, “Leadership requires a positive attitude and passion. If you believe in yourself, stay true to those beliefs and remain driven and passionate, you can do just about anything in life.”

A Keen Sense of Humor

Among the many qualities with which leaders make unforgettable first impressions is a keen sense of humor. Leaders with a positive, uplifting attitude and a little wittiness don’t just fuel excitement in the workplace but also help balance the atmospheric intensity that exists in a high performing organization.

According to Billy Graham, a well-known American evangelist, “A keen sense of humor helps us to overlook the unbecoming, understand the unconventional, tolerate the unpleasant, overcome the unexpected, and outlast the unbearable.” With a keen sense of humor, a leader can add fun and excitement to the overly serious work culture of any organization, helping it to improve the overall employee and production output.

Complexity Manager

One of the most demanding leadership qualities is the ability to manage complexities in rapidly shifting circumstances. Learning to lead in a complex and consistently shifting environment is a vital skill for a true leader. Leaders should be able to assess the complexity of a situation before any definitive information is available, and choose definitive courses of action to resolve the underlying issues.

A Harvard Business Publishing report explains, “Managing complexities is the ability to continuously scan the environment in search of subtle trends and indicators of disruptive change, and establishing practices that allow their organization to respond swiftly to changes in their environments.”

Decision Maker

Business leaders are faced with dozens of decisions that need to be made on a daily basis. Many times these decision-makings have serious ramifications if they were not adequately thought out. Effective leaders know how to turn challenges into opportunities with their decision-making skills. Leaders who are confident in their decision-making skills can peer into the future, calculate cumulative effects, and make decisions accordingly.

The Decision Making Strategies for Leaders program by London Business School teaches to develop decision-making confidence by acquiring sophisticated skills, knowledge, and experience. These are highly required in this fast-paced world of business where you need to harness rare skills to manage risks and take others with you, according to the program circular.

Effective Communicator

True leaders are also effective communicators. They know how to clearly and succinctly explain to their subordinates everything from organizational plans to specific tasks. Having such quality is also high in demand as most business conversations today are happening either online or on phone calls. In that scenario, people with excellent listening skills – that is also a part of effective communication – and, an ability to communicate on all levels: one on one, to the department and the entire staff, as well as via phone, email, and social media can keep the workflow speedy, effective, and intact.

Creative & Innovative

Effective leaders always foster creativity and innovation in their organization. They understand that no strategy can sustain a company’s competitive edge indefinitely, regardless of how brilliant the strategy may be. Knowing that effective leaders always risk experimentation so that it can foster innovation that can steer the organization to new destinations and around the twists and turns of a changing business landscape.

Adaptive Learner

An example of bad leadership is the resistance to change. Failing to adapt to the changing landscape invites troubles not only for the person who is in charge but for the organization as a whole. On the contrary, true leaders are insatiably curious to learn and grow constantly. They utilize their critical thinking skills, social and emotional intelligence, and their determination to keep pushing forward to make themselves more adaptable to the sudden circumstantial changes. This way, they are better able to seize on opportunities amid the changing landscape.

Every team or organization needs an effective leader for success. Leaders should ask themselves whether they are an effective leader for their organization. To know the answers, they should look for these (given above) characteristics in their leadership.

Quotes from Industry Leaders


Ajay Prasad
“Leadership is about laying the groundwork for your team’s success, then standing back and letting them shine.”

Gaurav Mundra
Gaurav Mundra
Businesses today are complex and business leaders are continuously staring at the unknown. However, it is extremely important to keep up your team’s morale as many of them have limited visibility unlike the leader who sees the big picture.

An important part of the business leader’s job today is to be a “shock-absorber”. Complex problems have to be faced and the business leader is not expected to pass the buck to his team. He/she is expected to break the problem into jobs which are manageable by the team and assign them to the right person. Once each person has done their job, the leader has to again put back the pieces together and make the whole count more then the sum of the pieces.

Humour also plays an important role in today’s dynamic and ever-changing business scenario. The ability to laugh at the problem and laugh at one’s own mistakes helps the team in thinking that they can try different things and find a solution rather than being scared of taking initiatives.

Sujiv Nair
Sujiv Nair
I believe that Destiny is not created by the shoes we wear but the steps we take!

Jugnu Jain
Jugnu Jain
There are SO MANY unexpected problems and issues that come up as an entrepreneur that its only an optimistic and positive attitude that can keep you sane through them. The more such experiences, the better you learn to manage complexity and become, unwillingly, unwittingly, a complexity manager.
Amit Prasad

Amit Prasad is the founder and managing director of SatNav Technologies and has business interests in a wide range of IT products. SatNav Technologies is an IT products company focusing on cloud based map data products and a pioneer in GPS, FMS & LBS Technologies. The product suite includes SatTracx in-the-field location based solutions and A-mantra in-the-office facilities management solutions. QuickFMS from a-mantra is a cloud based facility management system which enhances organization’s efficiency.

Rental Property Management Software and Its Benefits

Property management companies looking to stay ahead in the competitive real estate rental market need to implement operational cost-cutting strategies. Rental property management software can streamline the administrative burden of managing your portfolio.

Rental Property Management Software

Why Use Cloud Rental Property Management Software

Legacy property management programs are fast becoming obsolete. Over the past few years, cloud computing has been steadily penetrating all industries, including real estate. Today, hundreds of realtors are moving from using legacy applications to cloud applications for efficiency and cost benefits.

Robust cloud programs connect long-distance property managers and owners with their community. Moreover, the applications have multiple built-in management tools that can boost efficiencies.

Below are the top benefits of using cloud rental property management software:

1. Lower Operational Costs

One of the biggest benefits of using cloud software is cost efficiency. When using legacy systems, your data is typically stored in a large, physical server that could cost thousands of dollars to install. You would also have to pay regular maintenance and upgrade fees. These multiple fees can quickly add up and cut down your profits significantly, especially when you factor in energy bills and licensing fees.

Using rental property management software will significantly lower your operational costs since you do not have to install or maintain the software infrastructure. Moreover, you do not have to buy expensive servers since all the data is stored securely in the cloud. As a result, your agency could save thousands of dollars in hardware and labor costs.

With cloud software, you pay exactly for what you use. You can upgrade or downgrade your storage over time as needed.

2. Easier Collaboration

Your team or employees can access cloud rental property management software from anywhere they are, provided they have an internet connected device. Teams can access work-related files from different locations, work on the same master file, track changes made on a file, and so on. The real-time collaboration is critical especially for large property management companies that operate across multiple cities, geographical regions, or time zones.

Using cloud software increases the efficiency of your employees. For example, field employees can upload photos on the cloud app for the office team to review in real-time. This helps to keep everyone on the loop regarding the status of a project, reduces decision-making time, and enables the company to finish complex projects on time and within budget.

3. Robust Security

Security is at the core of cloud infrastructure. Cloud real estate management solutions are built and hosted on secure networks with redundant infrastructure that ensure nearly 100% uptime. With legacy software solutions, hardware upgrades can leave your data vulnerable to viruses, physical disasters, and power outages. Moreover, security patches are few and are released far between.

With cloud solutions, your data is stored in the cloud in encrypted form. This significantly reduces the chances of the data being accessed by unauthorized third parties. Moreover, the data is stored virtually behind multiple layers of security including, robust firewalls, physical security measures, authentication gateways, among others. The security layers are frequently updated at no extra cost to you. Patches are released and regularly applied to ensure there are no vulnerabilities in the infrastructure or cloud property software that could be exploited by malicious third parties.

Multiple security protocols are also implemented in cloud systems to reduce the risk of data breach. For example, there is the ability to block a device or log out an account remotely. You can also set the software to send real-time alerts about attempted or failed logins on your account.

4. Easy Scalability

It is easy to scale your operations when using a cloud property management system since the storage is virtual and uncapped. As your operations expand and the need for storage increases, you can upgrade your cloud usage to meet your needs. In case you scale down operations, you can downgrade your usage. This flexible scalability ensures that you only pay for what you use.

Most cloud solutions have automation tools that make it easy to handle accounting and communicate with suppliers, clients, and tenants. The tools can help you to save a significant amount of time that would have been spent doing monotonous tasks. You will have more free time, which you can dedicate to growing your business instead. Moreover, you will have better control of your business and increase service levels, while ensuring employees have better control and more time for quality property management.

5. Simple Backup and Recovery

Legacy systems can take hours to backup or retrieve data. With cloud property management software, your data is automatically synced to the cloud. Therefore, it is easy to restore the data to previous iterations or recover lost data. You can configure your software to automatically backup the data to your preferred cloud hosting service provider.

It is also easy to access all your property management data should your systems be compromised. Unexpected outages, malicious employee, and other factors can lead to system crashes or hardware malfunctions. With legacy systems, such problems would mean possible corruption and possible loss of data. With cloud rental property management software, all you would need is to repair the systems or use uncompromised systems to access your data, which would be intact despite the system hardware problems.

6. Increase Happiness Levels

Property management software does a great job at improving the internal process. However, it can also play a vital role in increasing your tenants’ happiness levels. Depending on the software you are using, you can give residents more options on how to make payments, get tenants statements, and make maintenance requests. Some programs also allow you to text or email individuals or the whole community depending on their preferred method. The programs will allow you to cater to a large portion of your community without increasing your costs substantially.

The above are six main benefits of using cloud rental property management software. Have you made the switch yet to a cloud solution? Sign up now and try our demo software.

Amit Prasad

Amit Prasad is the founder and managing director of SatNav Technologies and has business interests in a wide range of IT products. SatNav Technologies is an IT products company focusing on cloud based map data products and a pioneer in GPS, FMS & LBS Technologies. The product suite includes SatTracx in-the-field location based solutions and A-mantra in-the-office facilities management solutions. QuickFMS from a-mantra is a cloud based facility management system which enhances organization’s efficiency.