Why Office Space Management Software?
Smart workplaces are the future, building communities and transforming ideas from the inside out. Companies are always looking for ways and means to manage their workforce more effectively and office space management software can provide just that among a lot of other benefits.
Office space management allows easy monitoring of physical assets and the available space of the organisation by the managers and employers. A great workspace is essential to ensuring the productivity of a workforce and this inherently affects the growth and success of any organisation.
Here are the top features of an office space management software that you should look for while investing in this quintessential commodity that is sure to change the way the teams operate and the employees engage in the office premise.
Seamless Check-In
The office space management system allows a facility manager to optimize the space usage, reduce cost, enable seamless seat planning, ensure social distancing, create a hybrid workplace and so on. For large organisations, however, such systems are of utmost importance as they need to deal with hundreds of employees and a space optimization suite can save a lot of time and effort for the company.
Smart space optimization suite like SeQure comes with an intelligent module to seamlessly capture, track, manage, and record all footfalls within the office premise. This also helps regulate the building occupancy rate on floors and cabins by allowing only a certain number of people to use the rooms or meeting halls at a time. This, further, allows the managers to estimate the real estate costs associated per employee and the resources that need to be acquired by the organisation to enable hybrid working.
Facility Monitoring
When organisations invest in great software like office space management systems, they get the feature of monitoring and regulating the activity of all the staff working inside the office premise.
Facility management can be done swiftly with such software in place, especially after the reopening of businesses post-pandemic. The cleaning community can benefit highly as all the workers can get digitised access and the managers can get real-time reports of who is entering the building and which areas are being cleaned. With such a powerful system, the cleaning protocols can be strictly followed and all the areas of the facility can be disinfected and kept safe for the employers regularly.
Easy Digital Arrangements and Reservations
One of the most important features of office space management software is the flexible remote employee desk booking with digital seating layouts and floor maps. This feature allows the employees or the staff to view the complete floor plan and pre-book or reserve their desks prior to visiting the facility.
With such systems, the facility manager can quickly make changes to the current layout and think of all the possibilities and even view it on screen without having to physically visit the facility on a daily basis.
Offices usually face conflicts when it comes to taking desks or using a certain part of the office permanently. While some employees may grab the right spot, some may suffer because of the lack of availability of a fully equipped workstation. This may not only trigger bias in the office but also leave unused office spaces which are never utilised or overused spaces leading to real estate maintenance and related costs.
With flexible desk booking the employees can choose their desks and get their preferred seats without having to contact any individual or floor leaders. The employers, too, can benefit as this system ensures that the staff is well distributed in the facility and every staff has equal access to all the amenities and facilities inside the campus to ensure a flexible workplace strategy.
Generating Utilisation Insights
How many desks were booked for a particular day?
Which desks were picked by the staff more often?
Why are some desks never booked by employers?
Such insights can only be generated when there is a digitalised way of maintaining records of the systems and processes inside the premise.
The feature of generating deep insights about the seating of employees or the spaces utilised more by the staff is highly important. Be it the utilisation of resources or the seating frequency by the staff, such data accumulated over time can help companies identify the real pain points of the organisation. The reports can suggest why a certain part of the facility enjoys more preference/ bookings and why certain spots are never chosen. This can help the analysts in pointing out issues like lack of essential amenities at the workstation, faulty equipment assigned to a desk, the workstation being integrated with wrong technology, no proper ventilation, etc. This allows the facility management team to further optimize the workstation to meet the demands of a dynamic workforce.
Restricting Access
An ideal facility optimization software can allow the parent company or organisation to keep a close check on all the areas of the facility. Most of the time it is hard to restrict access to certain areas of the organisation owing to the size of the company or the number of staff working in it. This problem can easily be solved with the salient feature of office space management software that allows only the authorised personnel or individuals to access a certain part of the facility.
The managers can swiftly lock access for the crucial or sensitive areas of the building and the staff with a valid entry card or digitalised permission can enter the zones. Occupant-focussed access maintains the security and privacy of sensitive data and complete safety of the restricted zones for businesses reopening. With pandemic restrictions around, the offices can even control the number of individuals present on certain floors or offices at a time via a single dashboard.
Ensuring Compliance
An added feature of facility management software is ensuring compliance with government guidelines and policies. Ever since the emergence of the COVID-19 pandemic, all the state governments, as well as the central governments, have issued warnings and restrictions for businesses reopening after the crisis.
Managers and security staff can find the task of maintaining the facility optimization norms overwhelming, especially for companies that have an inflow of thousands of employees every single day. How can social distancing and adequate health measures be maintained in such cases? The answer is simple. Digitalising the processes and leveraging technology to aid the companies is a guaranteed way to ensure that the norms are followed at all times.
With a flexible seat booking feature, the employers can easily control how many people are entering the facility on a particular day and even control seating arrangements by allowing only certain seats to be bookable by employees. This will ensure that they are seated at a distance, hassle-free without putting in any extra effort to ensure social distancing.
Enables Hybrid Working
The hybrid culture is fuelling the future of work, blooming like never before and all the companies are introducing software and platforms that help make this transition smooth. An office space management software allows the offices to breed a hybrid work culture. Without such a smart facility space optimization module, the facility manager will be struggling to manage requests from remote employees, run numbers and manually plot seats for incoming requests.
