Oct 25, 2021


What is Space Management?

Space management refers to the work surrounding control, supervision and management of a business real estate portfolio or physical assets.

Space management refers to the work surrounding control, supervision and management
of a business real estate portfolio or physical assets. Space management can be seen as a sub-branch of Facility Management and is often included as part of an integrated workplace management software (
IWMS). Control, supervision, and management of space can include single assets like desks and meeting rooms, all the way to entire floors, buildings, or multiple buildings.

Especially now, when companies are shifting towards a hybrid mode of working, the management of a business’s physical assets is becoming increasingly important. The surplus of office space, or the wrongly designed office space, can have a vast impact on both office costs and employee retention. For example, lack of seating, insufficient collaboration spaces or shortage equipment for digital meetings are active obstacles for employees in conducting
their day-to-day work.

Furthermore, lacking a clear understanding of an office space overall utilization makes it even more difficult to optimize space after employee demand. Space Management is the process in which facility managers and business leaders seek to gain these insights, build work flows around the areas of improvement and then maintain the set standard of their office space.

Even though the concept of space management seems straightforward enough, its still a field
involving many different steps. For example, its one thing to maintain an office building, meaning managing fault reports, solving issues with the property, and exchanging broken resources, but a completely other to analyze office space utilization and create future strategies for one’s office space.

Why is space management important?

A Facility Manager´s biggest challenge lies in finding easy and workable solutions that can combine all of these different aspects of space management – from floor planning and maintenance all the way to employee experience and retention. The best space Management tools on the market today makes sure that all relevant aspects of space management; Control, Supervision and Management are all included in one single platform. But how do we create a sustainable space management strategy? Here are some key functions to keep in mind.

Analytic Capabilities using sensor technology

The first and most important aspect of a space management system is detailed and easy-to use analytics. Improvements cannot be made without measurement, and the first step to create a sustainable real estate strategy if through analytics. Make sure that the space management solution you adapt includes sensors in their offering. Even if some space management tools offer great booking solutions for employees, so booking data can be analyzed, this is most often not enough to get a clear view of how an office space is actually used. Sensor data is an easy and affordable way to get precise data on how single resources, up to complete buildings are used on a day-to-day basis. This data can later on be used to make strategic decisions about an office space and change layouts to further cater to employee demand and need.

How to measure office usage with Space Management tools.

Clear floorplan overview

A clear floorplan overview can seem superfluous for many but is one of the most essential blocks in adapting an easy-to-use and manageable space management strategy. Having an interactive floorplan model included in your space management tool makes it easy to locate all resources and understand the layout of your real estate. When using sensor data to analyze usage, having an interactive floorplan at hand makes it easy to understand the general flow of movement in the office, and why certain areas are more popular than others. An interactive floorplan also has benefits for employees, as they can easily see where resources in the office are available and understand the overall layout of the office space. Overall, an interactive floorplan saves valuable time for both facility managers and employees alike.

Resource Management and Booking for Employees

One thing to remember is that space management also needs to have functions that enable
employees to conduct their daily business smoothly. Many space management tools only cater to one or the other but having an all-inclusive solution will help you bridge the gap between management of office space and the actual usage of office space. Having a solution in place that helps employees book resources, and find the most optimal resources for their work, will greatly enhance the usage of your office space, and also create a more satisfied work force. This can usually be done by adapting Hot Desking solution or Room Booking Software.

Fault Reporting Functionality

Space Management does not only entail control, strategy, and supervision, but also office space maintenance. There are solutions on the market that gives everything from advanced analytics, resource booking and also fault reporting, making it easy for employees to send support requests to a centralized hub. When the fault reporting function is connected to an interactive floorplan, fault reports can be displayed where the issue has occurred, which both alerts other employees and make them easy to find for facility personnel.

Want to know more about space management? Contact our experts to find our what type of solution that fits your specific needs. Read more about Flowscape’s Space management solution here.

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