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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.

Why QuickFMS Is One of the Best Facility Management Software

The emergence of modern facility management software solutions has empowered organizations across the globe to simplify and automate their facility maintenance program with ease. Starting from asset management, space allocation, maintenance scheduling to tracking costs, facility management software looks after the needs of facility managers.

QuickFMS – Cloud-Based Facility Management Software

QuickFMS is the best facility management software that allows facility managers to effectively organize, structure, and run all elements of their business facilities and infrastructure. Being cloud-based facility management software, it allows you to have greater control over physical assets and maintenance processes. It has an advanced web-based dashboard, which gives you quick access to manage your facilities, staff, and working practices, helping you achieve seamless operations and all-round results.

QuickFMS is a one-stop solution for all your facility management needs. Mr. Sahil M., Manager – Infrastructure and Administration at Financial Services quotes, “QuickFMS has helped digitize all the Admin Needs of my organization, and now we are able to address all the employee needs effectively with reduced TAT. The support team is good and has helped to achieve the goals of the team.”

Benefits of Using QuickFMS Facility Management Software

  • Strategic Resource Planning

    QuickFMS provides an effective solution to organize inventory, administrative, and labor resources. It provides a streamlined connection between your employees working in the office and those in the field. This minimizes miscommunications and improves efficiency across all departments. It helps your facility managers to plan for maintenance needs and prepare for future needs.

  • Automated Space Utilization

    QuickFMS enables you to monitor real-time space utilization, demarcate floor-wise space usage, or layout drawings for occupancy tracking. This automates the entire workflow of your space utilization process. Mr. Ajay Prasad, Founder & CEO, quotes “As the CEO of a digital marketing company with offices in California, Oregon, and Washington, I was looking for a solution that can seamlessly integrate with my company’s space and resource management needs. QuickFMS’s cloud-based space management software helped me overcome the challenge of managing office space of all the three locations.”

  • Reduced Energy Costs

    With QuickFMS, you can have a detailed view of resource allocation and energy consumption at your facility, which will help you re-evaluate their energy performance and identify areas to cut energy wastes. This will help you save a lot on energy costs.

  • Streamlined Asset Allocation & Tracking

    From requisition to disposal, QuickFMS allows you to track the status of your facility assets. It has quick tools to assign assets to location, employees, or department to ensure better traceability.

  • Planned Maintenance of Assets

    You can ensure that all your assets at the workplace or facility stay in tip-top condition with planned preventive maintenance plans. QuickFMS facility management software allows you to plan and track maintenance schedules and view accurate asset maintenance history.

  • Enhanced Customer Support

    Ms. Beth W., CFO, Director of Operations, Translation, and Localization, quotes, “QuickFMS software has created 100% transparency within our service request and complaint management system. Today, our customer satisfaction rate is up by 112%.” QuickFMS helps your business improve customer services and satisfaction levels through ticketing tasks and complaints with its Help Desk module.

QuickFMS Product Modules

QuickFMS – the best facility management software can be completely customized to fit your business or facility’s individual needs. It offers ten product modules, which can be implemented individually or as a full suite to cater to all your facility management needs.

  1. Property, Lease & Tenant Management Software
  2. Space Management Software
  3. Physical Asset Management Software
  4. Maintenance Management Software
  5. Help Desk Management Software
  6. Contract Management Software
  7. Reservation & Resource Management Software
  8. Guest House Management Software
  9. Business Card Management Software
  10. Energy Management Software

Interested to learn more about QuickFMS – cloud-based facility management software? Schedule your FREE DEMO today!

The Best Facility Management Software  

How to Choose the Right Space Utilization Strategy for Your Company

An effective space utilization strategy offers many benefits. Whether it is enhancing workforce productivity and communication or reducing an organization’s overhead, a well-implemented space management and space utilization strategy can do wonders for an organization.

This is where investment in space management software should be considered that helps you achieve desired business goals, provide actionable insights, and achieve projected cost savings. You should have a solid space utilization strategy, which depends on what and why you’re looking at space utilization, and how it is going to benefit your organization as a whole.

Here’s a closer look at key points of an effective space utilization strategy.

Implement 4 Levels of Monitoring

You have to start with leveraging IoT sensors and other technologies to collect the space utilization data, which will further help you understand what exactly you need.

  • Level 1 – Measuring

    Any space utilization is incomplete without measuring the occupancy and vacant spaces at your workplace. The strategy itself involves very close observation to assess this data.

  • Level 2 – Monitoring

    Monitoring is a must! This intermediate space utilization strategy is highly recommended for companies with a traditional office layout with some of level space sharing. It’ll help you know which office spaces are used more often.

  • Level 3 – Passive Manipulation

    A space utilization strategy integrates with your workspace’s existing building intelligence and IT solutions like building management system/software, lighting sensors, beacons, and more.

  • Level 4 – Active Manipulation

    Active manipulation is the need of the hour. It empowers your organization to have a connected work environment, dynamic offices, and employees who can work both within and outside the office without any collaborative challenges.

Is It the Best Space Utilization Strategy? 5 Questions to Ask

  1. What are your goals?

    First of all, you need to determine what type of space utilization strategy you need? Do you want to improve collaboration, employee engagement, productivity, or operations? Or you simply want to optimize the workspace portfolio? After a thorough understanding, you can move ahead to the next step.

  2. What is the scope of the project?

    You need to prepare your mind whether it is a one-time project or ongoing initiative. After understanding the scope and timeframe of the project, you can easily identify whether leasing solutions will be more cost-effective or buying.

  3. Do you require real-time space utilization data?

    Well, it is you who would better know whether your space utilization strategy involves real-time data analysis or not. If you are planning to use the sensor data along with an integrated space management system, you’ll need real-time data.

  4. Is it legal?

    Your employees may be concerned with their privacy and security concerns, as they’ll be regularly monitored. You must remain transparent with your intentions and assure them that it won’t be a threat to their privacy and security. The space management solution will be monitoring motion and occupancy only, and not their faces or other information.

  5. How ‘Smart’ is your workplace?

    In the present era of technology innovations, your organization, its workplace, and infrastructure have to be ‘Smart’ as well. Since you’ll be dealing with a lot of data, you need high-speed internet connectivity, ultra-modern servers, computer systems, and investments on other IT infra support.

Implementing the Right Space Management and Space Utilization Strategy

Considering the various factors and the need of the hour, it is highly suggested to invest in efficient space management software that helps you in creating and working on a good space utilization strategy that can go a long way to improve profitability.

Space management software  

What Are the Benefits of Teamwork in the Workplace?

As facilities managers, you work closely with others every day. Facilities management involves bringing people together in the workplace and managing their workspace requests. This is not always easy. However, team collaboration and communication can help you meet unique workplace challenges. Remember, successful teams work together to achieve great results.

Here are some incredible benefits of teamwork in the workplace:

Takes Creativity to the Next Level

In this era of extreme competition, you need to be very creative so that you can think differently. You can do the same things in a better and more fruitful way. Teamwork in the workplace does that perfectly. Working together as a team can inspire everyone to think creatively. That makes all the difference in achieving the desired results.

Reduces Workload

It’s important to manage the workload properly. Teamwork helps you to understand the potential of every individual. And with that, sharing the workload becomes very easy. When working as a team, every team member will understand their role, and the team will start achieving the goals quite comfortably.

Helps Gain a New Perspective

One of the advantages of working as a team is gaining a new perspective on various things. Discussions and group interactions give every member of the team a chance to gain a new and different perspective of different situations.

Adds Fun to the Work

Working as a team adds fun to the workplace. Having a little fun at work can make the working environment stress-free. Working as a team is also very inspiring. By having a stress-free and enjoyable environment at your workplace, you can easily improve the overall productivity of your company.

Helps Team Members Work According to Their Strength

Every individual possesses different skillsets, and working as a team helps to work according to the strength and potential of every teammate. You can achieve great results by allowing your team members to work according to their strength and potential.

Brings in Different Personalities

Working as a team brings in a number of different personalities, different ways of thinking, different methods of tackling a particular situation, and so on. This benefits the whole team as they can learn many new things from people who are good at doing different things.

Improves Customer Service

Working as a team will ensure better and improved customer service. The whole team will work as per their skills, and that can be very handy to deliver flawless customer service. This strong work ethic will also create a good impression on your customers.

Boosts Productivity

Last but certainly not least, improved productivity is one of the significant benefits of teamwork. Sharing workload, tackling situations differently, better customer service, gaining new perspectives, generating new ideas, etc. can automatically boost the overall productivity of your company. With more hands and more minds at work, productivity automatically improves.

Working together as a team can make all the difference in a successful business. Understand the importance of teamwork and start promoting it at your workplace!

Types of Leaders Every Modern Workplace Should Have

Leadership – It is a ten-letter word which is not only a quality or skill but the soul of an influential personality who sets an example through his/her actions. In today’s innovative, information-driven, and techno-friendly work environment, every employee is expected to exhibit leadership at the workplace. Being a leader not only means leading a team, group, department or an organization, but it also involves motivating and inspiring other employees to reach their full potential and work towards strengthening the business organization and nurturing profits. Good leadership skills include vision, mission, values, commitment, and motivation.

Here are a few types of leaders every modern workplace should have:

The Servant Leader

A servant leader always emphasizes on creating a collaborative work environment, where the decisions are made in a group. In this leadership style, strict hierarchies are not followed, and there are immense possibilities for everyone to learn and grow. A servant leader also empowers team members to take ownership of both success and failure. The servant-leader style is often considered opposite to the traditional way of leading, where a leader craves for both control and command. Ratan Tata is the best example of a servant leader. He guided his people to achieve the goals of the organization, along with taking care of their personal and professional efficiency.

The Mentor Coach

A mentor coach is someone who focuses on enriching personal as well as professional growth by sharing important and insightful data, feedback, knowledge, and experience. This leadership in the workplace is based on a commitment, where the leaders act as mentors and invest in coaching their employees. This not only helps them to learn new skills but also empowers them to achieve their goals in personal and professional life. Warren Buffett is not only one of the greatest investors of his time but has also helped many of his organizations’ executives become effective leaders through his coaching.

The Transformational Leader

A transformational leader empowers employees to enhance their creative skills by inspiring and motivating them. It is through accountability and delegation that this leadership style teaches the employees to be more creative and learn how to assert ownership and independence. Following the same, they can learn to find new solutions to old problems in this competitive market. Jeff Bezos, the CEO of Amazon, tells his people “if you’re going to do anything new or innovative, you have to be willing to be misunderstood,”

The Team Partner

A team partner always works hard to build a strong team that, initially, works flawlessly at the individual level, and when combined as a team, creates miracles. This leadership style is based on the idea of building cohesive team dynamics, where the leaders must learn the individual skills of every employee. And later, when combined in a group, every employee can contribute their best skills to achieve a goal. Walt Disney and his “Nine Old Men” is considered one of the greatest teams in business history. Their vision and determination helped them create memorable characters in cartoon history.

The Bold Visionary

A person with bold and visionary leadership skills at the workplace focuses on ingenuity, ideation, and the power to mobilize a team towards change. All effective leaders in the workplace always push other employees to be confident, take smart decisions, and work towards the overall growth. The bold visionary leader also sets targets and goals for all to accomplish, each contributing to the organization’s growth. Steve Jobs, a visionary leader who revolutionized the world with his innovations, always used to encourage his people to think outside of the box.

Your organization needs a combination of these leadership styles to grow and outpace your competitors.

Conference Room Management Software: Why It Is Important for Organizations

Business enterprises across the globe leverage the information age, they have now replaced manual, error-prone methods to advanced and cloud-based conference room management software.

The conference room management software provides business organizations with in-depth insights, real-time data so that they can make efficient business decisions and improve their service. It improves space utilization, collaboration, productivity, and every other factor which is critical for a growing organization.

A Bridge between Availability & Need

Conference management software empowers business organizations to track which rooms and areas in their facility are being used more often, and which remain underutilized. This will allow your facility managers to effectively manage and fulfill the requirements of your workforce. In this way, the conference and meeting rooms will be used accordingly.

Room Reporting

Sometimes, it becomes frustrating when people don’t turn up for their meeting in spite of early booking. This makes the workplace unavailable and underutilized. Space management software with advanced capabilities allows you to track no-shows, identify employees who are repeat offenders, and enforce sanctions that reduce wasted conference room time and boost a more professional work environment.

Track Resource Usage

Whether it is catering or video conferencing tools, conference room management software allows you to track and manage all those important resources that are required for your business meetings, and you can track what has been used so that you can plan more effectively in the future.

Enhanced Productivity & Cost Saving

Integrating space management software can enhance the overall business productivity and efficiency. According to a research report, if your business has a workforce of 1,000 employees working 250 days a year, you can save up to $1.8 million, from which you can hire additional 20 employees.

Enhanced Facility Management with Integration Capabilities

Conference management software has the advanced capabilities to be integrated with other business software solutions, such as asset management solution or space management software. With this powerful integration, your facility managers can have in-depth insights and visibility into workplace utilization data. It also supports seamless data transfer.

With advanced reporting and analytics features, facilities managers can leverage conference room management software to turn data into actionable insights. They can seamlessly make adjustments to conference room bookings, adjust cleaning schedules, and identify trends in how the workforce uses conference room equipment.

Manage Hospitality Costs

With conference room management software, your facilities managers can track and manage all the hospitality costs from catering, entertainment to staff costs. The managers can accurately invoice costs or share data of internal charging to the finance team, and also allow you to plan for what costs might be required in the future.

Altogether, conference room management software has various benefits for business organizations. However, the right customization and deployment are essential to leverage all the potential of one such space management software.

Space management software  

How Does Space Management Software Help in Improved Space Utilization?

Implementing space management software is an innovative approach to facility management. This not only improves space utilization but also helps you prepare for future expansion needs. It helps in visualizing current occupancy and coordinating floor plans to fit your facility’s changing demands through utilizing analytic and statistic based reports.

How Space Management Software Improves Space Utilization

An advanced space management software module is designed to give facility managers complete visibility into their facility’s space and occupancy and effectively control their facility management processes through innovative tools. It revolutionizes the field of facility management by adding efficiency to each and every aspect of the traditional space management system.

Space management software allows facility managers to optimize space utilization and make the most out of their current space. It improves space utilization by making the complete space management process easier, more accessible and hassle-free.

  1. Helps in Understanding Space Usage in Real-Time

    This is one of the biggest advantages of integrating space management software to your existing facility management methods. It features advanced tools to show current occupancy and room type use in real-time so that you can take quick decisions.

  2. Identifies Underutilized Space

    Advanced space management software provides important space utilization statistics in KPIs on your fingertips. It can be customized to provide information such as room area and capacity of the facility as well as utilization statistics to help you identify underutilized space in your facility.

  3. Improves Organization and Design

    It allows you to know whether the existing space would work better with a different setup or not. Or what else needs to be done to improve space utilization in your current facility space.

  4. Contributes to Sustainability Goals

    Today, every business organization has sustainability goals. And hence, if your business follows the same track, space management software will help you to better arrange the space to contribute to your sustainable goals like less energy usage.

  5. Helps in Planning for Future Needs

    Advanced space management software helps you plan for future needs. It leverages analytical data to predict future space usage and to create forecasts of future space requirements. This would allow you to improve space utilization for the future as well.

These benefits can be achieved if you choose the right space management software for your business. QuickFMS is cloud-based facility management software that helps you organize and manage all the essential elements of space utilization for your business facility. To understand how it can be integrated with your existing facility management processes, schedule a free demo today.

Space management software  

5 Ways Mobile Solutions Can Elevate Facilities Management

A facility manager is loaded with many daily responsibilities while complying with strict regulatory standards, maintaining assets and infrastructure, looking after leasing, operations, and other essential facilities management services.

With the increasing pressure and fewer resources, the facility manager is always under pressure to accomplish everything with perfection. At the same time, the facility manager has to keep a tab on employees, their productivity, and the facility management workflow.

When relying on manual paper forms and documents instead of a digital process, facilities management and communication becomes a tedious task. It not only wastes a lot of time and paper, but it also disrupts the efficiency of facility managers and their work. This is where mobile solutions evolve as savior for facility managers.

Here, we elaborate five ways in which mobile solutions can elevate facilities management.

  1. Accurate Daily Job Reports

    With custom made mobile solutions and software support, one can ensure an improvised accuracy of daily job reports and other metrics. Mobile solutions can empower facility managers to generate accurate reports in no time, and save their time spent on sorting and going through a paper-based workflow.

    This eradicates the chances of error and also helps other employees to focus on core business activities.

  2. Accurate Business Intelligence

    It is a well-known fact that any information collected through mobile solutions is accurate, and your business can rely upon it without giving it a second thought. It provides real-time insights into the business through which you can take on-the-spot business decisions.

    The data collected, analytical reports and insights can be easily searched, extracted, and analyzed when needed.

  3. On-time Maintenance

    Quick, easy, and effective communication will fasten up the complete facilities maintenance cycle, and the maintenance work will complete sooner than expected.

    Communicating on a digital platform provided by mobile solution will fasten the request and solution process, making it a straightforward process, where earlier paper slows the maintenance work and delays the response time.

  4. Ensure 100% Compliance

    Through mobile solutions, your business data is correctly captured, recorded, and managed, and further makes data sharing and accessibility an easier process.

    Mobile solutions bring distinct advantages to facility management service, which ensures compliance targets are met every time by everyone. This empowers the facility manager to maintain 100% compliance with all the set standards.

  5. Maximize Asset Lifespan

    Thanks to mobile solutions, your facility can emphasize on predictive maintenance works rather than a routine preventive maintenance plan.

    Moving to one such predictive models will allow you to expand the asset lifespan by solving the potential problems before the equipment fails, further maximizing asset uptime and its lifespan.

When looking for the right mobility solution for your organization, check ease of use, integration, implementation, and information accessibility.

Facilities management software  

5 Important Facility Management Metrics You Should Be Tracking

As a facility manager, you must be aware of the importance of tracking facility management metrics at your workplace. These metrics provide in-depth data that reflects the performance of key assets in your organization. They also help you track the number of employees present in your facility at any given time.

Tracking facility management metrics also help you understand whether your existing facility has enough space to accommodate the expanding needs, or you need to look for expansion possibilities.

Here are 5 important facility management metrics you should be tracking:

  1. Workplace Design

    The latest trend favors a more open office environment rather than cubicles, private office, and the traditional workplace layout. You need an analytical data to develop a robust workplace strategy to ensure enhanced work efficiency, boosted productivity, and better employee experience.

    By tracking this facility management metric, you can have a positive environment in your workplace that supports employee productivity and happiness.

  2. Space Utilization

    A report suggests that the global average utilization rate of office space is 63%, where only 13% of all respondents said that their employees actually utilized the workplace for more than 80% of the time.

    You must be tracking the space utilization rate to know how your employees are actually using the space and how it differs from what you think.

  3. Occupancy

    Tracking the occupancy metric doesn’t only help you know how many employees are working in your workplace at any given time, but it’ll also help you forecast the future space needs.

    A proactively monitored occupancy metric will assist you in making smart decisions about your facility.

  4. Mobility

    Flexible work arrangements such as office hoteling, activity-based working, and hot-desking are getting into the trend. It is becoming a common practice as business organizations are getting flexible with remote working.

    With mobility program becoming a feasible option these days, you need to track this facility management metric for an efficient run.

  5. Cost Per Unit/Asset

    Knowing how much you are spending on maintaining and managing each unit or asset is a must. It’ll help you know how much money, time, and resources you have invested in your facility so that you can know the cost per unit.

    With this data, you can conclude whether you need to rework on workplace layout and space utilization, or your workplace needs an update or a complete revamp to match with your business expectations and workflow needs.

With efficient tracking of facility management metrics, you can learn the essentials to improve the operations and ensure seamless business operations.

Space and Workplace Management Software  

Why Universities Need to Treat Space as an Asset

The digital age has made it essential for universities to invest in modern and innovative software solutions. The Integrated Workplace Management System(IWMS) or space management software is one such space-centric technology approach which has empowered universities to manage their campus space effectively.

Why Treat Space as an Asset

In today’s highly competitive campus environments, universities are under a lot of pressure for increasing space management and reducing maintenance costs.

Having a perfect space utilization plan, accurate data for future plans, and careful space monitoring can help universities overcome the problems. Having a clear picture of their space utilization with actual facilities data will help them know if they have proper resources to fulfill their mission and vision as a higher educational institution.

This is where universities need to understand the importance of treating their space as an asset. And, using a space management software can help them in a number of effective ways, further ensuring smooth and efficient functioning of the institute.

Cost Reduction

When it comes to cost reduction, space management software helps universities in bringing down the operational costs in two ways. It helps them to maximize the capacity of their existing space and increase the utilization of current space.

Maximize Space Capacity

Space capacity refers to the design limit for the given space, which considers the number of individuals for whom space has been constructed. Space utilization data informs how many individuals actually use that space, and how many more can be assigned an area in the same space or facility.

With a proper space management technique, universities can optimize their space for effective use. It is all about having an optimized layout to maximize the utilization of the present space. It can be as easy as rearranging the furniture, changing the layout, adding or removing some elements, or a complete change if needed.

Analyze the Utilization of Your Existing Space

Every university needs to plan for expansion, which includes space and infrastructure. With the growing number of students, they would need more classrooms and common area to accommodate more students on their campus. An efficient space management software can help them be future ready with their expansion plans.

After analyzing their existing space, they can effectively plan for expansion. They can easily schedule how they’ll increase the utilization of the space or facilities at a later stage.

Once the universities are able to optimize their space, they can work efficiently on other areas to offer students better infrastructure support and quality education.

Space and Workplace Management Software

5 Ways How Data-Driven Facility Management Can Drive Success

According to an IBM study, we create 2.5 quintillion bytes of data every day. With so much data right at your fingertips, utilizing and analyzing this data is essential for making crucial business decisions. Data-driven facility management offers unmatched support to facility managers empowering them to easily identify the areas where the resources are being wasted, or space is being underutilized. If your company has yet to adopt a data-driven facility management approach, you must be unaware of the fact that right facility management software can tremendously benefit your decision-making process and other areas.

Here are 5 ways how data-driven facility management can drive success for your business:

  1. Eliminate Guesswork With advanced facility management software, you don’t have to rely on guesswork. Evidence-based data-insights and analytics help you optimize day-to-day operations. Whether you are framing a floor plan or allocating company assets, you won’t be making any decisions blindly as you’ll have better data visibility.
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  3. Generate Insightful Reports Facilities management data analytics and reporting provide a number of benefits to your facility management process and help you better understand your facility operations. With advanced and quick tools, one can easily generate useful reports to keep track of day-to-day operations, company assets, real-time inventory/stock, which will further assist you to allocate assets and reduce company expenditure simultaneously.
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  5. Ensure Safety, Compliance, and Accountability Integrated facility management software can help you manage your space and assets efficiently to keep your business running smoothly. From ensuring safety to complying with government regulations for workplace management and operation to basic safety, facility management software will help you everywhere. Data-driven facility management also helps you easily track the changes to facility management plans and who has approved what. It helps you track the accountability of all.
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  7. Cloud-Based Collaboration Advanced facility management software stores all its data on a secured cloud-server, which can be accessed from any part of the world with valid credentials, based on admin/user roles and accessibility rights. This means that your employees sitting in different geographical locations, even in different time zones, can easily collaborate to view, edit, add, share, or exchange meaningful data and insights.
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  9. Easy Integration with Existing Systems Advanced facility management software can be easily integrated with your existing business solutions and software, pooling all your important business data and presenting them in the best possible manner. This helps you make better facility management data analysis and take business decisions without hampering your operations and compromising on revenue.

Data-driven facilities management helps you increase operational effectiveness, control costs, minimize risks, improve accountability, and ensure compliance.

  Facility Management Software