Space management is a fundamental element of any organization. And in facility management, managing space comes as a critical component. It lays the foundations of business operations. It decides how occupancy, room reservations, property management, maintenance management will be played out in facility management.
As such, the office spaces bear the costs for the location of administration, research, customer services, and other functions for big to large enterprises. Understanding such delicate intricacies of space management can bring significant improvements in space management, contributing to the overall advancement of modern smart buildings.
Furthermore, Space administration links with so many key corporate indicators. It is a means of bringing employees the workspace and equipment they need to work, controlling overhead costs and operations’ income potential. It is even more crucial to recognize the wider benefits of space management software with so many key results connected with the way a firm manages its space.
But before we get into that, let’s understand what space management software is and what are its applications.
What is Space Management?
Space management is the method through which a company controls and manages its many physical workplaces. It offers the ability to strategically planning to give cost-effective solutions and allows your available inventory of space to be utilized to make their job more productive for employees.
Space management uses accurate and critical information on how the space of a structure is used to provide value. This is usually gathered via technologies like occupancy sensors, which can measure occupancy rates and monitor them in real-time. Such data can be incorporated into building management systems for analytical purposes.
Space Management Software lets facility managers learn, configure, and manage their available square footage, irrespective of the shape. The goal of space management software is to plan, develop and contextualize available spaces around the demands and needs of staff, while the characteristics of different programs vary. This will involve the development of floors, seats, and desks, asset distribution, planning of stacks, scenario design, and much more.
Space management software may maximize the use of their square film when utilized in an efficient way, as it complies with the most productive workforce solution. It gives the ability to organize, manage, govern and supervise better.
With the little introduction out of the way, let’s see what space management is and how it solves the most crucial problems of facility managers.
How Space Management Software Solves the Problems of Facility Managers
Ensuring Safe and Secure Building Sites
The applicability of space management software is in various types of facilities (buildings), consisting of residential buildings, factories, and institutional buildings like public transportation facilities among others. It is a big energy guzzler for facility managers to ensure that such kinds of facilities are free from any type of untoward incidents like accidents being met by the staff deployed and the people occupying such spaces.
Thus, maintenance of facilities in which all the government mandates for safe operations and the internal set safety protocols are put in place and maintained religiously is a primary priority of facility managers.
To ensure this responsibility is taken care of and there is no safety or health hazard in the facilities they are managing is ensured by space management software, which streamlines the implementation of safety equipment like fire extinguishers, sprinklers, elevator safety systems, emergency evacuation procedures, and the like. By maintaining an incident-free building site, facility managers are eliminating risks to the company and are seen in positive stead by the regulators.
Meeting the Regulatory Compliances for a Risk-Free Environment
Meeting regulatory compliances as discussed in the first point is paramount for facility managers. However, there are various other dimensions to regulatory compliances than just environment health and safety. The design of the internal working spaces itself consumes a lot of attention of facility managers so as to ensure that all the building facilities are rightly deployed.
Also, the pandemic and the ensuing new normal have complicated things further in the realm of regulatory compliances. To implement the social distancing norms, arrange the seating arrangements in a way that complies with the pandemic guidelines, and other strict provisions are readily put in place with the help of space management software.
Maintaining Assets in Prime Condition
Maintaining assets in prime conditions is one of the frontline activities that facility managers undertake. This function is critical for all and sundry since maintaining building assets is a critical activity on which all the building occupants are dependent. The building itself is an asset and needs regular/periodic maintenance and this is one of the most important preventive and curative maintenance activities that a facility manager needs to plan for.
In addition, there are various types of building equipment assets associated with important building systems and subsystems. Such types of assets need to be maintained in their prime condition and this is ensured by implementing a decent space management system.
Ensuring Cost Saving and Productivity Increase
In the current times of economic distress, cost-cutting in all business processes becomes a key KPI of all and sundry. This is also true for facility managers, who are in search of constant initiatives to cut costs in all the facility management.
In the above context, facility managers lookout for constant improvement at the cost level by using digital transformation initiatives that help in increasing the productivity levels of the field staff. If the implementation of space management software is successful, maximum output can be achieved with the input of a minimum quantum of resources, leading to significant savings and KPIs for facility managers getting fulfilled.
Reducing the Carbon Footprint of Buildings
Achieving a clear lead in environmental sustainability and making and maintaining green buildings has assumed greater importance. Facility managers across the world are increasingly having to concentrate on the green building aspects, cutting down the carbon emissions of buildings but green building practices.
These practices are chiefly concerned with cutting the consumption of fossil fuels, water consumption, electricity consumption, and others which give a positive spin to the related building complexes. Such kinds of systems and processes can be delivered using space management software, and therefore is the best option to reduce the carbon footprint.
Shorter Inactivity Periods of Facilities
Majorly applicable for buildings hosting corporate offices, there is an increasing problem that facility managers have to face in the form of decreasing inactivity hours. As the work hours start getting extended, and even some of the corporate offices work 3 shifts a day, there is a very little window for cleaning of such offices, and facility managers have to encounter a tight schedule to accommodate the cleaning and maintenance of such corporate facilities.
In this context, the space management software has eased the operations of such facilities by ensuring timely and proper cleaning and maintenance within tight deadlines.
The Need For Space Management In The Future
Although there are numerous alternatives now for space management systems, many organizations are still trying to manage their space manually. Confusion and unorganized processes are likely possible when utilizing pen and paper systems that depict the floor plan and the occupant’s space or when using an Excel file. The manual practice also makes it extremely difficult, especially to maintain accurate records, to provide accurate and real-time data.
Organizations are facing ongoing cost-cutting, efficient processes, and increasing productivity efforts, and are aware that current manual space management approaches are not sufficiently future-proof or adaptable to cope with a rapidly changing space range. Increased investment by facility and space managers in intelligent software solutions, such as the Integrated Workplace Management System (IWMS), is therefore beginning to be seriously addressed.
Whether space is available or you need to optimize every single square cm to make it work, creating an environment that fits the demands and requirements of your employees is crucial. Space planning software lets managers visualize, optimize and organize workspaces that meet employee requirements. Most importantly, the advantages of space software are tied into key areas of workplace maintenance: cost, efficiency, productivity, and culture.
Space Management Software from Axonator
Axonator Space Management Software helps organizations to automate tedious tasks of managing space in Commercial and Residential buildings through a simple and intuitive interface that everyone can easily understand.
Axonator offers a visual-centric space Space Management Software for Planning, Assignments and Booking, QR-code-based management, 3D view of space planning, holistic planning of space, and trend analysis. Plus, you got to save huge infrastructure costs via space automation.