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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.