5 Features Every Space Management System Should Have

In the current hybrid scenario, a space management system is essential. It is a fundamental resource that offers visibility of your real estate portfolio.

A space management solution stores a digital representation of your office floor plan and provides data for easy planning and management. However, in a hybrid workplace, the job of a space management tool is much more than that.

Most modern space management software offers provisions for space allocation. So, as a facility manager, you can allocate meeting rooms and desks to your employees. You can track the real-time data of your office space utilization and make adjustments to the same.

These management modules also allow you to reduce costs by analyzing the existing physical office space. It can also be critical for understanding floor occupancy and maintaining social distancing protocols.

Like any other tool in the hybrid work model, a space management system is supposed to make your job easier. There is no point in implementing a cumbersome system that only makes your job a pain.

Given the significance of a space management system, it is an arsenal in the facility management arsenal. So, the system you pick for your organization should be easy to use and provide the balance you require for the same.

So, how do you know that space management software will benefit your organization? We have compiled a list of five non-negotiable features every workplace management tool should have.

Keep scrolling to learn more about the 5 essential features of a space management system.

Its Ability to Capture Occupancy Data

To be an effective space management software, it should provide real-time occupancy data. In today’s hybrid landscape, employees may come to the office on different days. For instance, your office stays packed on Tuesdays and remains empty on Fridays.

With such occupancy data, you can engage in better space planning. You can open up specific spaces on crowded days, for example.

Facility managers can make informed decisions with space management software that offers occupancy data.

It Should Integrate with Other Facility Management Software

To develop a robust space management strategy, you need to have eyes on each corner of your office. This means that you need to visualize the office space.

For this to happen, the space management system of your choice should integrate with the existing facility management software.

This will allow the workplace team to have a consolidated view of the physical space in your office. Be it managing desks, room booking, or maintaining assets across the company, you will have everything in one place.

It Should Integrate with Existing Tools

Apart from the facility management software, your space management system should be easily integrated with existing desk booking solutions or a meeting room booking tool.

Whether it is one floor or multiple buildings, to ensure smooth functioning of the office, you need to know what is happening where. Keeping track of different systems can be hectic.

With an integrated workplace management system in place, you can have a consolidated view of the entire place. From the desks to conference rooms, you can track everything in one place.

Also, it will be easier for your employees as well. Once they make a booking, the system will automatically update itself. This will also ensure that you have the required information at your disposal.

If you want to make a desk unavailable for the day, you need to update it on the space management system. The integration will automatically mark it unavailable for the employee.

A space management system that can be easily integrated is all you need to keep your office space-optimized.

The Space Management System Should Connect with Mobile Apps

When adopting a space management system, you should remember that it should benefit all. This means that your employees should also use the space management system.

Therefore, the one that you opt for must have both a desk and mobile app version. While admins can use the former, the latter can be of significant use to the employees.

They should be able to find their colleagues when booking a desk. The workforce in today’s hybrid model is much more mobile than before. Hence, they expect to have all the information they require at their fingertips.

For instance, a visiting employee from another branch works in your location for a week. The person would expect to know where to find an available desk. They should be able to navigate to the meeting rooms. Or say they might even need to track people with whom they need to collaborate.

This saves time and ensures that employees can be productive.

Therefore, a space management system available in the form of mobile apps for the employees is a must.

It Should Provide Metrics & Reports

The implementation of hybrid workplaces has raised the bar for facility and workspace managers. They are actively involved in deciding the future of the organization. Most are now accountable for cost savings and improving workplace productivity.

To make the workplace better, they need to have robust metrics and reports. From floor occupancy to desk bookings, these metrics and information can be insightful.

The space management system that you opt for should provide reports on the following:

  • Total floor occupancy
  • Desk occupancy
  • Meeting room occupancy
  • Floor-by-floor space utilization
  • Performance

With these metrics, you can optimize your office space.

To Conclude

The good old days of spreadsheets and manual management are over. As our workplaces transform into hybrid, digital acceleration has ensured that a tool like a space management system finds its way to popularity.

With the right features, the right space management system can give you a clear and multidimensional view of your office. Ultimately leading to reducing costs, better management, and an optimized workplace.

WorkInSync offers a robust space management solution. From floor occupancy to space planning, it provides a myriad of features. You can opt for a demo and see how the app can help your organization.