Tag: Space Management Software

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

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

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