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IWMS Software: Top Benefits and Uses


By Amit Prasad on January 11, 2018

So much modern technology has inundated the business world the past few decades that it’s impossible to keep up with all of it. But if you cherry-pick the most helpful and powerful platforms, integrated workplace management system (IWMS) software makes the list. It’s a solution that allows you to manage all your assets in one place.

What Is IWMS Software?

IWMS was coined by Gartner in 2004 as a form of computerized maintenance management systems (CMMS). It’s software that serves workplaces that deal with space management, such as factories and campuses. It’s designed for large organizations that own or manage property such as maintenance facilities, restaurants, stores, and schools.

The software has evolved to include multiple standard business functions and is useful for adapting to changing environments. IWMS applies to software that supports these five needs:

Real Estate and Property Management

It is used to manage the real estate assets of a company including purchase, lease, and disposition of assets. IWMS features supporting real estate management include lease analysis, planning, management and accounting, request for proposal (RFP) analysis and tax management.

Facilities and Space Management Optimization

This is related to optimized utilization of facilities and space management. IWMS features for facilities management include facilities planning, resource scheduling, CAD and BIM integration.

Maintenance Management

It involves preventive maintenance of facilities and assets. IWMS features supporting maintenance management include work orders and requests, asset management, inventory management, and vendor management.

Environmental Sustainability

This includes tracking for energy usage, costs, waste within facilities. IWMS features for sustainability and energy management include integration with building management systems (BMS), energy benchmarking, and energy efficiency project analysis.

Project Management

This involves planning and execution of new buildings or remodels. IWMS features for project management include planning, financial accounting, bidding, and document management.

Managers of various types of businesses that generate huge amounts of data are the primary users of IWMS software. It has become common in the real estate industry or at maintenance facilities. The system creates reports that help managers streamline their companies to become more efficient operations.

IWMS Benefits

Here are reasons to consider IWMS for your business:

Centralized Controls Through a Web Portal

Centralizing all the data of your facilities at one place helps you easily access the information whenever you need. You get up-to-date and accurate data as it is available in real time.

Useful for Managing a Vast Amount of Resources

IWMS helps in optimized use of resources. It offers resource and space management capabilities which help in tracking number of employees, vacancies, square footage, space utilization and occupancy

Cuts Costs

IWMS offers direct and indirect cost savings and revenue increase. According to an analysis by Gartner, there is a 10-15% reduction in space cost due to efficient management, 5-8% cost reduction due to process improvements and better-contracting methods, and 5-8% reduction in lease costs due to lease administration.

Increases Efficiency

Office spaces, meeting rooms, and workplaces may seem to be fully utilized. However, their occupancy is just between 50-60% which is inefficient for your business. IWMS helps you measure and analyze the usage, increase the effective use of resources or space, identify inefficiencies, eliminate under-performing facilities, and improving the processes.

Helps in Increased Productivity

IWMS gives you insight into scheduling maintenance or other actions so that employees can perform their work without any disruption. This helps in increasing the productivity of your business.

How IWMS Helps Your Business

Like customer relationship management (CRM) software, IWMS came into existence as a solution to simplify complex organizations. Building management, for example, involves electricity, lighting, plumbing, heating, and cooling. Humans interact with each of these systems to affect space and value. In order to run an efficient business, managers need to analyze data on how systems and humans relate to each other, which IWMS provides.

IWMS helps managers schedule maintenance work so that appropriately designated employees can focus on assignments without involving various departments. By analyzing reports, managers can determine the amount of workforce necessary to complete tasks on time. IWMS software has built-in sensors that monitor temperature and can make automatic adjustments when a room is too hot or cold. Managers can also use their smartphones to make the adjustments through the control panel.

The software can be configured to take automated actions, which helps cut labor costs. It can also be used to assign tasks to workers for monitoring certain assets. IWMS software can also track square footage, equipment status and number of people in a building vs. maximum capacity.


Essentially, IWMS software helps large companies analyze every square foot of space to make sure it’s utilized to be as efficient as possible. It empowers managers to make better decisions about strategic space planning. Consider IWMS if you seek space efficiency and sustainability to help cut costs on energy or labor.