5 Facts That Nobody Told You About Space Management

Space management, space optimization, and space utilization have been major concerns among facilities managers for a long time. So, why has the concept of space management gained a lot of traction now? The answer lies in the changing nature of the modern-day workplace.

Today, every business is going hybrid or planning to do so. But when employees work remotely with flexible schedules, a lot of office space can go to waste. This is why having a space management strategy in place is more important than ever. It can not only help you optimize available office space but also reduce real-estate costs in the process. 

However, cost reduction is only one of the benefits of space management. A well-managed office space can provide your employees navigate flexible work better, ensure zero space wastage, and boost energy savings.

5 Facts Nobody Told You About Space Management

•  Space Management Directly Impacts In-Office Collaboration

When people come to the office, they no longer see it as a place to work. Instead, coming to the office gives them the opportunity to interact with their colleagues in person. Offices have now become venues to meet, engage in productive discussions, and collaborate on projects. So, your space management strategy must not overlook the importance of meeting rooms and conference rooms.

And how can you improve your meeting room management? Remember that the goals of this process are: 

• To offer your employees a safe space to collaborate
• To optimize space utilization

The easiest way to achieve these goals is through a meeting room booking system. Employees can quickly find available meeting rooms and book them. At the same time, facilities managers can view usage reports. They can then make informed decisions about reducing or increasing the number of meeting rooms. 

•  Space Management is Crucial to Ensure Employee Productivity

Do you notice your employees searching for available desks? Do you find them looking around for quiet rooms to attend Zoom calls? Not knowing where to go wastes your workers’ time and significantly reduces their productivity. But with proper space management, they can always find/have a place to work. 

Innovative solutions like desk booking software and meeting room booking software can make your employees’ workdays much easier. Through these systems, they can view available spaces and reserve them in advance. This gives them better control over their time and allows them to be more productive.

•  You Need to Review Your Space Management Strategy Regularly

Space management is not a one-and-done solution. Instead, it is a continuous process. Over time, your company’s business goals will change. New employees will arrive, and existing employees will change their schedules. 

So, your space management strategy must remain up-to-date with your employees’ needs. 

Space management software can be a massive aid in the process. It can store all your data regarding space usage, such as :

• the number of meeting room bookings per week
• the time for which meeting rooms remained empty
• the number of idle desks
• And more!

This information can provide insight into how your employees are using the available space. 

So, whenever you need to review your strategy, you can view detailed reports and make informed decisions. For example, suppose one of your teams decides to work remotely for the next month. You can use the data to gauge how many fewer desks you will need and modify your office space accordingly. 

•  Space Management Can Help Future-Proof Your Organization

In the post-pandemic era, employees demand a safe workplace. Given the unpredictable nature of the virus, your office should be prepared to handle healthcare crises in the future. 

But if you have a space management plan ready, you can implement the best practices for ensuring employee safety in the workplace. Here is how. 

A space management system can streamline the process in the following ways: 

• By knowing how much space is available, you can prepare appropriate desks to avoid crowding and enforce social distancing. 
• In case of future virus outbreaks, you can limit your office occupancy.
• By keeping track of your office space utilization, you can schedule periodic cleaning and sanitization. 
• When certain office spaces are closed off for cleaning, you can identify which areas can be made available in the meantime. 
•  Space Management Can Help You Identify a Better Office Layout

Space management helps you get organized. 

After understanding exactly how your space is being used, you can add and eliminate facilities as needed. Suppose your meeting rooms are going unused. At the same time, your on-site teams need more collaboration spaces for team meetings. You can add a partition to your meeting room and carve out two smaller areas that serve the purpose. 

Another way to enhance your office layout is by making it more flexible. This means that certain spaces can serve different functions. So, suppose you have a large office that is used only in the evening but sits empty during the day. You can add multi-purpose furniture, provide whiteboards, and turn it into a collaboration space. 

In Conclusion 

Efficient space management is the cornerstone of a functional hybrid workplace. With the right technology and vision, you can use it to improve your workplace and make it future-ready. 

Support your space management strategy with WorkInSync. WorkInSync space management software is the only app you will need for workplace management. 

You can easily optimize your office space usage with functionalities like real time analytics, floor plans, desk booking and meeting room booking. The app is user-friendly, easy to implement, and integrates seamlessly with your existing collaboration tools. Book your demo today!