With offices becoming digitally smart and multi-functional, the concept of space management has gained wide popularity and attention. With the pandemic making major changes in the work style and work schedules of companies worldwide, the management, control, and supervision of physical spaces have become a necessity due to various reasons. Effective management of physical spaces can be greatly beneficial for companies. A safe & clean work environment, minimization of space wastage, effective utilization of office resources, etc, are some of the many benefits that a company can experience when employing space management systems and strategies.
The success of space management solutions relies heavily on the use of the right kind of space management software solution. A well-laid-out space management strategy accompanied by a flexible, user-friendly, and scalable work management system is necessary to ensure that an office environment works at its optimum.
Space management softwares are greatly helpful in providing a hassle-free and seamless
user experience and also better control and management options for the office and facility management. Let’s have a look at some of the key principles to look for in good space management software.
There is a definite and considerable investment of time, energy, and finances that is required to facilitate and maintain space management systems effectively. Yet, with all of it, using space management systems is the best long-term investment that you can make for your company’s growth and employees’ satisfaction. With hybrid work model here to stay, investing in space management systems and strategies can be beneficial in aspects like improving the Functionality of offices spaces, Improving employee experience, Ease of tracking Chargebacks & Expenditures, Data Mobility, access to Real-Time Space Utilization Data, Customized Dashboards & Reporting, easy to Forecast & Plan, manage Office Moves in less time, etc.
With dynamic changes happening in the work environments, it is estimated that the overall usage of a typical office would drop by 30% – 40%. With collaborative work culture being the present and the future, an effective space management system can be the best way to reflect and absorb this change.
Key principles of a space management system to consider
Since choosing the right space management system is of utmost importance, keeping the following key principles in mind can help you find the best choice for your company. Without further delay, let’s look at some of the important ones.
One of the key principles of a space management system is analytics. It is necessary to have a good understanding of the general workflow of the office and also the space utilization of the office to be able to optimize the office space well.
It’s necessary to evaluate the kind of information available from the system Analytics Portal. Whether custom views are allowed? Whether filtering for different buildings, floors, etc are allowed? etc, are important pieces of information that can be very beneficial in understanding how and why the resources are used by the employees. It’s also vital to check whether the analytics portal allows for data export. If not, you might need to use other statistical programs.
Since space management involves the management, supervision, and control of physical spaces, a clear floor plan overview becomes one of its most important elements. Existing floor plans or excel spreadsheets can be utilized to serve the purpose but are a very inefficient, time-consuming, and faulty way of managing office space. Static floor plans are converted to interactive and digital 3D maps of office spaces by a space management system. Always keep in mind to evaluate such a map when looking at a suitable option. Also check whether the maps provide additional functions like Fault reporting, Resource booking, Wayfinding, etc.
Space management systems generally tend to focus on supervision, analytics, measurement, etc, which caters to facility and space managers. Since the ultimate goal of space management is to make the lives of employees better, it is essential to look at space management systems with good employee tools for efficient resource-finding solutions. To find an optimal and available space in an office, it is estimated that an employee spends over 15 minutes on average. Often, this period gets longer and often leads to unwanted hustle and bustle in the office environment. With the help of an employee-centered space management system, such issues can be resolved easily and allow the employees to have the best tools in hand to book and find resources.
There would be a need to analyze various data, depending on the type of space management system. To get a better understanding of the utilization of office spaces, booking software is not enough. Sensor technology is the most effective tool capable of collecting accurate data about the usage of office space. Sensors can give detailed information regarding ghost bookings, whether or not resources are effectively used, etc.
Keep these key principles in mind to find the right space management system to elevate your business’ growth and employees’ satisfaction.