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.

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.
  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.
  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.
  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.
  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  

Latest Space Management Trends in the US Offices

Innovations have the ability to lead any successful business strategy, where creativity, smart initiatives, and cutting-edge practices boost employee productivity and business growth. New technologies and innovations are being implemented in office spaces around the globe, which further leads to new workplace design opportunities and space management experimentation.   With plenty of business competition and disruption on the horizon, your business cannot afford to lose the latest space management trends. Here are a few space management trends being followed in the US offices:

Implementation of Co-Working Areas

An important space management trend favors the implementation of co-working areas, private workrooms, and other workplace functional areas that relieve the existing pressure of open space. Business enterprises prefer a co-work wing or workstation area with similar activities or processes, rather than an open space management plan. This ensures that your employees performing similar activities can collaborate or communicate with each other when needed, without disturbing others. This space management layout plan works efficiently for all business teams with an approach towards smoothening day-to-day business activities and workflow management.

Natural Elements Are in Demand

Biophilic design is growing as the latest office design trend in the US. Businesses prefer adding more natural elements in their office design. Using more and more natural elements like sounds of running water, natural ventilation, wooden texture furniture, or use of a natural fiber texture is being preferred. Adding greenery with plants and colors of nature like sky hues result in nature-influenced office design. These small but brilliant office design trends can give you an environment-friendly and energetic work environment.

Enhanced Flexibility

Interestingly, the latest space management trend focuses more on increased employee expectations of work flexibility and enhanced mobility. The latest office space management plans support an ecosystem where both in-house and partly-remote employees or resources can work together. Meeting these latest space management trends offer unmatched flexibility to your employees, which motivates them to work with dedication, even when they work from home or anywhere else. Implementing the latest and innovative mobility tools ensure that remote work is seamless for your employees.

Adoption of Innovative Technologies

Your business enterprise cannot miss the latest and innovative technology trends that rule the world. Whether it is the power of cloud computing, Augmented Reality, Virtual Reality or the Internet of Things, innovative technologies have their mark everywhere in transforming the way we manage businesses, even your space management plans. Implementing cloud-based facility management software in offices is becoming a popular trend. The latest facility management software based on the cloud has immense possibilities to revamp your space management practices.

Why Use QuickFMS for Space Management

Space and Shift Management Software by QuickFMS QuickFMS Space utilization and Workplace management module, provides you with tools you need to utilize the space available to you. Also, our space management software features an advanced ‘Shift Management Module’.  Get a free demo and see how it helps in optimizing your shift scheduling, planning, and management.

What to Look for in Contract Management Software – A Complete Guide

Managing contracts is one of the critical and challenging tasks for businesses that use contracts. They know that contracts play a crucial role in their daily operations and help in deciding the scope and future of the business. However, most of the times, the responsibility of contract management lies with a single employee, which often turns out to be one of the biggest mistakes. A small mistake can cause your business to miss any important contractual deadline, agree to terms that conflict with your business goals or preexisting contracts, and even mistakenly breach a contract. This is why contract management is essential.

What Is Contract Management Software?

Your business needs to deal with hundreds and thousands of contracts which require an attentive approach. And as discussed above, any business enterprise can never afford even a slight mistake in the contract management process. For example, if any of the stakeholders involved in a contract would be left out while drafting the contract, it may later cause a conflict. This is where contract management software comes as a savior. Advanced contract management software features a number of tools which allow your business to store and organizes contracts, recall any important contractual deadlines, set reminders, and it also provides easy access to different contracts to identify key clauses of the contracts. In technical terms, contract management software is a bundled program or a series of related programs that store and manage all your contracts and other legal agreements in the most efficient way. It aims to streamline all your administrative tasks and reduce all your worries related to contract management.

Why Use Contract Management Software

Advanced contract management software can affect various aspects of your business workflow – from improved communication, workplace productivity to better spend management. If implemented right, contract management can help you with in-depth insights into contract data, collaboration abilities, cost and time savings, and a better decision-making ability which involves lowest risks, so that you can easily attain your business goals.

Key Benefits of Contract Management Software

  • Simplify the overall contract management process
  • Store all your confidential contracts on a secure cloud server which can be accessed only by authorized users
  • Stop missing contract negotiation opportunities
  • Identify revenue opportunities and manage to spend more effectively
  • Ensure that you never miss any important contractual deadline
  • Streamline the signing process with electronic signatures
  • It makes it easier for sales departments to balance multiple priorities
Your business can leverage these features for an effective and error-free contract management process.

Important Factors to Consider While Choosing Contract Management Software

As a business owner, you must be aware of the fact that contracts are the foundation of every business relationship, whether internally with the employees or externally with clients and other parties. It defines all the responsibilities which your business needs to handle and is legally obligated to fulfill. It is important to select the best contract management solution for your business needs. Some of the essential factors you need to take into consideration when choosing the right contract management software:
  • Ease of use and rapid deployment
  • Integration with existing software solutions and IT infrastructure
  • Support for all types of contracts and legal agreements
  • Simplified and secured contract storage support
  • Effective contract organization
  • Contract management tools for easy and quick contract generation, signatures, and approval
  • Automated notifications and alerts for important contract dates, so that your business can send invoices, make payments, and send out other requests without any delay
  • Real-time alerts for important contractual deadlines
  • Efficient search tools within the software
  • Flexibility to grow with time and expanding business needs
There are a number of contract management software solutions available. However, it is important to look at the essential factors before getting the right contract management software for your business.

Why Use QuickFMS for Contract Management

contract management software-request a demo QuickFMS Contract Management Module helps in automating the complete contract life cycle that gives you full control over your contracts. It’s a cloud-based contract management solution that can be easily customized according to your business requirements. Get a free demo and see how it helps in organizing and managing your contracts.