Oct 31, 2022

Space Management System and its Key Principles

Are you currently looking to adapt a space management system? Let us cover some of the key principles of a space management system, so you can make the best choice for your business.

Are you currently looking for the right space management software solution for your office? Well, then, you are good luck. The shift towards hybrid work models and flexible work schedules has greatly increased the necessity of having one and also the number of choices available for customers to choose from.

Behind every successful workplace, there is a well-founded space management strategy, often accompanied by a data-powered space management system. A space management solution is designed to assist facility managers as well as office managers in properly handling the control, supervision, and facilities management of a business real estate portfolio or physical assets. But what system should you opt for? And what should it have to ensure that you can manage your office space utilization effectively? Let us cover some of the key principles of a space management system so that you can make the best choice for your business and choose the right space management software.

What is a Space Management system?

Let's start with some basics. A space management system or a space management solution is often seen as a sub-branch of integrated workplace management software (IWMS). IWMS is all types of software that seek to improve the overall infrastructure, maintenance, space planning, and usage of facilities. This can include maintenance control and reporting, management av fault reports, and resource supervision. Space Management systems as a sub-branch generally focus on space layout and the resources that are included in that space. Space management systems are thus used as a tool for effective control, supervision, and management of a space which can include single assets like desks and meeting rooms, all the way to entire floors, buildings, or multiple buildings.

What is space management?

Why is Space Management important for space utilization?

You might be weighing the pros and cons of spending valuable company resources on a new space management system. But there are some excellent benefits to using one. With the new hybrid working trend on the rise, many companies are already starting to notice that their office space is no longer optimized for the modern way of using it. It is now estimated that the overall usage of a typical office will drop to 30% - 40%, and collaboration and team building will be the driving forces for using it. It is evident that office space design needs to change to reflect this change, which represents a real opportunity for substantial cost savings. A Space Management system is the best tool at hand to manage these changes without excessive workload.

Why is space management important?

Key Principles of a space management system to look for

When looking for a space management and workplace management system, it is important to keep some of the key principles of a space management system in mind so that you can weigh the functions of each system in an effective manner. Here are some of the most important principles when it comes to space management and space utilization.

Clear Space Overview

The key element of your space management system should always be a clear floorplan overview. After all, Space Management seeks to manage, supervise, and control your space allocation.This can be done either by using existing floor plans and excel spreadsheets, but we all know that this can be a highly ineffective way of managing office space. A space management system, therefore, takes the static floorplans and remakes them into interactive and digital 3D maps of your office space, making space planning much easier. When looking at different solutions for space planning, make sure to evaluate this map after its user-friendliness and functions. Many interactive maps can provide a lot of other functions than just supervision, such as fault reporting, wayfinding, and resource booking. Which can give employees many good benefits as well. 

Comprehensive Analytics Platform

Another key principle of a space management system is, of course, analytics. When optimizing office space, it is important to understand how it is used by employees and what the general workflow during the day looks like.

How to measure office usage.

Make sure to evaluate what type of information you can get from the systems Analytics Portal, does it allow for custom views? Does it allow filtering for different buildings, floors, zones, and resources? Make sure also to evaluate what type of descriptive data can be used in the analytics portal, does it allow you to analyze usage depending on the equipment of the resource? Is it located near the windows?  All of this information might be of importance to fully understand why employees use the resources that they use.

Another good thing to keep in mind is whether or not the analytics portal allows for the export of data, even if the portal itself can be a good tool to use, you might want to use other statistical programs if necessary.

Sensor data

Depending on what space management systemyou choose, they will be different data available to analyze. For example, if your space management solution only provides booking data, you will only be able to measure to which extent employees book resources in an office. Booking software is generally not enough to get a clear understanding of the usage of your space.

Using sensor technology is generally considered the most effective tool to collect accurate data about the usage of office space. For example, A desk sensor detects the presence and gathers data each time someone uses the resource, even if the employee at hand uses it without bookings or just for a short period of time. This can help Facility managers understand how resources are used at a deep level. For example, are people using resources for longer periods of time or short periods of time? Can this be due to equipment? Location of the desks?  Sensors are also a good way to gain a better understanding of ghost bookings and if resources are used effectively throughout the office.

Examples of excellent Space Management

Employee tools for resource booking

Another key element of a space management system centers around employee tools for effective resource finding. Even though space management systems generally cater to facility and space managers, with a heavy focus on measurement, supervision, and analytics, it is important to also keep in mind that space management is, in essence, made to make employee's life better. It is estimated that employees spend over 15 minutes a day in finding available and optimal office resources like meeting rooms, desks, and parking spaces, and not being able to find resources can be of great frustration, especially for larger corporations. By adopting an employee-centered space management system, Facility managers can make sure that employees receive the tools they need to find and book resources while simultaneously receiving effective ways to manage the overall space.

Want to know more?

Our solution experts will design the optimum Space Management Solution not only to match your digital workplace requirements today - but also anticipates the future needs of your business with relevant space data and get a better picture of your space allocation. We take care of all the technology with our different software and integrated workplace management solutions so you can focus on your business objectives. Together, this delivers a secure and future-proofed digital workplace that can grow with your business.

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Flowscape provides a comprehensive Space Management Solution specifically designed to manage hybrid work schedules.