Whichever organization you are a part of, you know rent is one of the largest expenses, only second to labor costs. And effective space management can reduce it.
Companies that try to manage space manually with pen, paper, and diagrams or excel sheets find it hard to keep correct records, acquire real-time data updates and maintain the data structure. The result? Frequent delays in decisions that affect overall operations. No wonder, many businesses are investing in intelligent software solutions to coordinate space management.
But that’s not the only reason to implement space management software. With the rise of hybrid workspaces, the possibility of overlooking space requirements is higher, resulting in hindrance to employee performance. So, having space management software to keep track of spaces and their maintenance is even more important. Whether it is meeting rooms, storage, labs, offices, or dining areas, space management software delivers precise and real-time data-driven solutions that aid in the smooth management of the space.
A cutting-edge space management software solution can also help with
- Optimization office space
- Identification of space and lower portfolio costs
- Create a hurdle free pleasant working environment
- Increase employee productivity, etc.
All you need is a well-executed software setup to reap these benefits for your business. And if you are unsure how to put it into practice in your company, read on to learn all about it.
Steps to Implement Space Management Software
- Understand the Requirements
For any software implementation, the first step is to understand the requirements. And for space management software, the most important consideration is office space. Other factors include budget, service inclusion, and so on. Here are some questions to ask to understand your office’s requirements for the software better.
- What percentage of staff are working from home or from the office?
- What is the frequency of employee space complaints?
- What are the sections of the office to be covered in space management?
- What are employee space requirements, and so on.
If fully comprehended, these factors will aid you in the selection of the right space management software and decide the scale of deployment required.
- Assessment of Software and Technical Needs
In many cases, it is possible that your company does not have the technology to set up the new software.
Talking to team members or employees who look after software and technical departments in your business will help you comprehend the technical needs better. For instance, implementing a space management software could require the migration of significant amounts of data from one system to another, requiring time and investment. So you might want to consult with the IT department and employees before going ahead with software.
- Testing, Training, and Transitioning
Testing
After assessing the requirements and finalizing the software that is compatible with your business, you should do a test of the space management software on a small scale with a few employees. It will help you understand the impact of the software, whether it requires modifications in existing settings, and whether or not it is appropriate for resolving existing difficulties. You can begin by putting it to the test in one particular department or building and getting feedback from the employees and other staff.
Training
This is also the time when you will be able to figure out what kind of training the company will require before deploying the space management software. Request your software provider to provide you with a guide or a mentor for guiding personnel, assisting the technical team, and easing the familiarization or habit-building phase for the entire organization.
Transitioning
Furthermore, take note of its usability. Examine how it affects other spaces besides workspaces, such as meeting rooms or dining areas, any changes that will be needed, how frequently employees are utilizing the facilities of the software, their overall time and motion study, and various other factors that will give a precise understanding of the space management software’s functionality.
- Implementation
At this stage, the space management software goes live as a fully functional part of the organization’s infrastructure. Ensure correct data has been stored in the system before implementation and work on making it more user-friendly for all employees and staff of the organization.
Make sure the space management software covers all types of space and that individuals can quickly learn how to use it. An effective way to make the changes more concrete in nature is by organizing meetings utilizing the services of the software.
For instance, if the space management software you have chosen runs on an app, make it mandatory for employees to install it on their phones. Additionally, provide support to employees at each stage.
- Feedback and Review
Following the adoption of the space management software into the system, you will need to perform specific tasks on a regular basis to get an accurate picture of its effectiveness. Take feedback from employees on the services and draft a report on the impact of software implementation. This will help understand what additions or changes will be required in near future.
Continual upgrades of the system in terms of data, features, and many other factors must be done to ensure the space management software remains relevant throughout its life cycle.
Conclusion
The right space management solution can be a game-changer in optimizing your company’s overall productivity. Once set up, space management software can solve many space utilization issues instantly. Naturally, if you can boost your company’s performance and overall profitability simply by controlling the space, you should invest in dependable space management software as soon as possible.
Regarded as one of the best space management solutions, WorkInSync is everything you need. From desk booking to meeting room management, we offer everything you need. You can opt for a demo to know more about the product.
