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Space Management

What is Space Management?

The importance of effective space management for the workplace

Space management isn’t a new concept. And while it’s been overwhelmingly applied for the home, with the minimalist movement continuing to grow and impact everything from design and architecture to lifestyle choices, it is actually a critical business concept.

What is Space Management?

For businesses, space management involves the organization’s physical space inventory and management. This includes:

  1. Tracking how much physical space an organization has
  2. Managing occupancy information (employees and visitors)
  3. Creating fluid, collaborative spatial workspace plans

Workspace management may seem simple, but it actually lays the foundation for other critical workspace activities that can impact employee productivity, efficiency and collaboration, as well as operational costs. Having a space management system in place is critical to determining fluid workspace flow, optimized workspace and resource usage, and well as overall property management.

Why is Proper Workspace Management Important?

There are a number of benefits to employing a good space management system. Top of mind is that it can help businesses to better utilize both resources and spaces (workspaces, meeting rooms, etc.). And improved utilization ultimately leads to increased cost savings.

Workspace management is also important for improving workplace safety, ensuring the right tools and resources are available for employees, and enhancing productivity and collaboration. Properly planned workspace management programs also help a business remain flexible and able to adapt to changes without disruption to work output, quality, productivity or profit, especially when keeping in mind that the remotely working workforce is growing, and by 2025 an estimated 22% of Americans are expected to work remotely.

 

What is Space Management Software?

To help execute a successful space management program, technology will be key. The right space management system will help identify and eliminate waste, optimize resource and space usage, and guide a company to be energy efficient, flexible, and capable of more growth.

Space management system solutions are also more commonly known as workplace management software or workspace management software.  Below are three solutions that are perfect for the core components of a space management program:

  1. For tracking how much physical space an organization has
    1. Meeting room booking system
    2. Mobile workspace booking app
    3. Room Scheduling Software
  2. For managing occupancy information
    1. Workplace data analytics solution
    2. Integrated workplace sensors
    3. Visitor management software
  3. For creating fluid, collaborative spatial workspaces
    1. Hot desk booking system
    2. Dynamic digital signage

Nine Benefits of Space Management in the Workplace

The following are just a few of the benefits to utilizing a space management system and integrated business solutions.

  1. Improve and protect the well-being of your workforce
  2. Enhance collaboration and productivity
  3. Adapt your workplace to shifts in work models and work forces
  4. Increase energy efficiency
  5. Reduce operational costs
  6. Optimize resource and workspace usage
  7. Gain insights into workforce flow, space usage, resource usage and needs
  8. Reduce or eliminate wasted space and resources
  9. Reduced administrative time (no more last-minute feng shui to accommodate teams or remote workers)

How to implement space management for better results?

To implement effective space management, workplace booking systems should be integrated to allow employees to reserve desks, meeting rooms, and other resources in advance. Start by using software that provides real-time availability, enabling users to book spaces from both desktop and mobile devices. Ensure the system is user-friendly and offers features like interactive floor plans and automatic cancellations for unused bookings. Analyzing booking data can help optimize space utilization, adjusting layouts or resources based on demand.

How IoT-Enabled space management boosts efficiency and sustainability

IoT-enabled space management boosts efficiency and sustainability by using smart sensors and connected devices to monitor workspace usage. Because a large part of space management is occupancy tracking and information, automating this can go a long way to improving and simplifying space usage and management. Sensor solutions for the workplace can help automate workspace check-ins, cancellations, turnovers, and no-shows. This could help expedite meeting room turnover and cleanings, as well as provide a clearer picture of workspace usage and behaviors that can be used to make changes moving forward, contributing to a more sustainable and efficient workplace.

Learn more about how workplace sensor solutions can deliver smarter space management insights

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