Feb 7, 2023

What is workplace management? - A complete summary of workplace management

What is workplace management? - A complete summary of workplace management

An office is where employees come daily to achieve their goals. Therefore, creating an accommodating and seamless office environment that strengthens team spirit and enables people to work productively is important. But how do you keep your employees happy and motivated - at a reasonable cost? Keep reading to learn more about workplace management and what it is.

What is workplace management?

No matter the size of your company -  startup or large corporation - workplace management is integral to the path to success. Simply put, workplace management ranges from facility management to asset management, security and logistics. Workplace management involves numerous industries, even though there is a difference between companies in the service- and industrial sectors. Whereas some companies need to focus more on safety and different regulations, others aim to attract brilliant professionals with a creative and business-focused mindset. Nevertheless, all companies can benefit from workplace management in a fast-paced world.

A climate, budget-friendly, and comprehensive strategy

Workplace management is a combination of budget planning, architecture, and organizing the physical office space. This is a rather complicated task since you will need an overview of the entire space with entryways, cubicles, and corridors, as well as the employee's daily seating and movement in the building. The end game is to analyze and manage the building better and make improvements. There are several ways workplace management can strengthen the company:

  • Workplace management can increase employee satisfaction and productivity
  • Workplace management can help cut overhead costs 
  • Workplace management can decrease energy consumption
  • Free up time with efficient automation through workplace management
  • Workplace management can help with being proactive and agile 
  • Workplace management could help you expand faster

The benefits of workplace management

Your company’s office is essential for your employees, stakeholders, and business contacts.An attractive location in the city center or in another convenient area is usually the favorable option when setting up an office. The physical environment and layout of the office can be integrated into the overall brand strategy. They will help you position yourself in your industry as modern, classic, or innovative. Given the rent, maintenance, and operational costs, it can be costly to nurture the employees of a large company. Managers tend to focus on their certain areas of responsibility, and companies, therefore, lack the overall perspective to achieve proper workplace management.

A workplace management solution will make the most out of the office

Workplace management will ensure you get a bang for the buck and utilize office space as efficiently as possible. With a well-thought-out workplace management and software solution, overhead costs can be reduced when you can evaluate the situation properly. Is the current size of the office necessary when 20 % of the marketing team is working from home more than three times per week? Or do you plan to reduce the in-house team and use subcontractors? Downsizing can be a tough decision. When reality hits, you don’t want to worry about the practicalities.

Workplace management gives room for flexibility and frees up space in your work environment. Some managers choose to sublet rooms to freelancers or start-ups that don’t have the budget to rent a bigger office yet. It could create a more dynamic working environment and invite new ideas and connections. 

On the other hand, it is easy to make room for new employees when the company wants to expand. New hires are welcomed into a comfortable office where they feel inspired and at ease. Scaling up or scaling down - you can have your cake and eat it too.

A comfortable and welcoming workplace

Most CEO:s realize that not only the tasks and colleagues are important when choosing to work for a company. The ambiance and the office layout are of great importance to the overall impression. Some companies, especially in tech, have taken this into consideration and offer various perks to promote productivity and company culture. It can be everything from a modern gym to an in-house coffee place, on-site childcare, or a big outdoor patio. An honorable mention is that ventilation and indoor temperature should also be essential to effective workplace management.

The importance of a workplace management system depends on the type of company and the actual architecture of the building. An older office could lack a lot of open spaces where people can meet and collaborate, and an open floor plan is more suitable. Lounge areas, restrooms, desks, reception areas, and server rooms are all part of the overall layout, which needs careful consideration.

Promote flexibility 

Different departments run the risk of working in silos which could even be contra-productive and will create gossip and complicated office politics. It can take a toll on customer satisfaction, and you end up losing bigger accounts. Collaborating and relying on each other's strengths will make it easier to achieve the business goals. Sales and marketing or finance and IT can work together more easily and learn new skills. Even so, members of the same team also have different skill sets and can inspire each other.

Encourage collaboration

Open, collaborative workspaces allow employees to feel inspired and work more efficiently. Everyone familiar with corporate life knows how hard it can be to find a space for collaboration. Instead, you end up glued to your desk while sending endless emails. An office with well-executed space management offers different meeting rooms where team members can get together for a lengthy meeting or the daily briefing. An accommodating conference room lets you invite guests or students to the company to market and showcase your expertise. A flexible solution allows everyone to develop a problem-solving mindset. 

Say hi to hybrid work

Workplace management also meets the demands of the modern worker who prefers a hybrid solution between working from home and coming into the office. New ways of communication through instant messaging programs make remote work more convenient. Employees find that working from home every now and then improves work-life balance. With that being said, it does not downplay the importance of sometimes meeting face-to-face with a colleague. A brainstorming session or a team meeting improves team spirit and gives a sense of community.

The complexity of different tasks calls for innovative solutions and a combination of flexibility and predictability. For example, two colleagues who prefer to work remotely on Mondays can book desks next to each other on Tuesdays. By setting up a workplace with desks that can be booked orderly, you make sure to attract skilled workers with a growth mindset.

What is a workplace management plan?

Workplace management helps employees succeed, and seating is one crucial aspect. When working on an important campaign across different teams, it makes sense not to place everyone from marketing in one section but instead have them seated with designers or sales to encourage collaboration. By simplifying and optimizing the seats assigned to different team members, they can also be changed later to suit the next project.

Sensors that monitor the office spaces, such as restrooms and cloakrooms, collect data so that you can optimize their maintenance and usage properly. The management plan can also involve light sensors and alarm systems, increasing building security.

Nothing is set in stone, and there might be a time when the office is too small, and you will need to move to a different facility. Proper workplace management tools let you analyze the current inventory and plan the new workspace accordingly. No need to reinvent the wheel.

Implementing a workplace management strategy

When putting a workplace management strategy in place, who’s opinion is better to consider than someone who uses the office regularly? Take the opportunity to get feedback from the employees before you get started for your workplace management strategies to be more effective. They are all individuals and have different preferences. Offer a brainstorming session where you discuss different issues, ideas, and suggestions for improvement. Use their feedback and the understanding of how your employees work as a building brick in a broader strategy. This is also something that will probably lead to higher employee satisfaction.

Common workplace management considerations and having an integrated workplace management system

To succeed with your workplace management, it is advisable to collect data to utilize the office and physical environment in the best way possible. Automation frees up valuable time, and managers and employers can focus on their core responsibilities.

For instance, you could use AI and sensors to track movements in different office areas.You can see how people utilize the physical space and different rooms daily and get alerted when it gets too crowded. Based on those insights, you have a chance to identify different issues and find possible solutions. Some of the suggestions are even based on previous activity. In some cases, depending on the size of the business, an integrated workplace management system (IWMS) could be something to consider.

Flowscape offers an efficient smart office solution and frictionless workplace for everyone who would like to streamline the utilization and planning of office space for optimal space utilization, effective workplace management, and higher employee satisfaction. If workplace management is the overall strategy, automation and digital tools make it possible. Some aspects to consider are the size of your business, your budget, and the type of industry. The various features will simplify planning, allowing employees to navigate the office more easily and leave you with a much more well-managed workplace.