Category: Space Management

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  

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  

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

A Complete Guide on Space and Workplace Management for Facilities Managers

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.

Space Management Checklist to Maximize Workplace Productivity

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!

5 Reasons Why You Need 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

Does Seating Buddy Employees Together Decrease or Increase 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.