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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.

Commercial Space Optimization with Facility Management Software

Business innovation is transforming how every enterprise and organization is looking for new and efficient strategies that can help grow productivity and profitability. With the significant rise in competition, businesses are facing a tough time to excel in the competitive environment. There are various other factors that have emerged as challenges for business organizations, which include increasing operational costs and shrinking space available in the commercial facilities. For the same, business are adopting effective and cost-saving measures that can help them improve productivity, reduce costs and increase profit margins.

With ever-changing business needs, over-planning of growth and due to several other reasons, every office or commercial space is in the need of more and more operational space within their limited space available.

Every commercial facility or office space requires effective and careful planning to ensure that each and every corner of the available space is utilized properly. Without a proper and careful space optimization, they can have various types of interferences in the day-to-day business workflow. And hence, space optimization becomes a necessity for commercial facilities and business offices.

What is Space Optimization?

Space optimization can be defined as “an automated process which analyzes and identifies your properties or space that can be vacated by moving the assets and operations to other places having an extra usable space within the facility”.

Space optimization could help business organizations minimize the ever-increasing need for more space and meet its goal of achieving lease expense savings.

The primary objective of space optimization is to minimize the ownership and lease expense by utilizing each and every corner of the currently available space. It also involves combining of facilities for the same. It can be achieved by moving the assets or business operations out of the facility and then vacate them strategically. Resulting which, organizations get an opportunity to identify more usable space within their owned or leased space

Office Space Optimization with Facility Management Software

Space optimization involves multiple factors and parameters. Before moving the business operations and assets out of a facility, one must ensure that the other facility has more than enough space to accommodate them. Also, the distance between them shouldn’t be too much, which can interrupt the day-to-day business workflow. The distance must be suitable for both facilities if they are interdependent.

Hiring a facility manager for space optimization won’t be effective while addressing your space optimization needs and requirements. This is where, an automated space optimization solution can help your business organization.

A facility management software can be used for your commercial space optimization needs. An advanced facility management software or FMS includes all the factors and parameters of space optimization, which determines the optimum space of facilities that can be used to achieve the desired goals.

Today, one can find various types of facility management solutions that help all types of business enterprises and organizations to optimize their commercial space. One such software would empower your business to increase productivity, optimize space allocation and increase profit margins by reducing the expense of owning or leasing a facility. You can either select an on-premise hosted solution or the one, which is hosted on-the-cloud. However, a cloud-based facility management software would always be a greater option.