Workspace management software simplifies operational processes in an office setting. Most of this software offers comprehensive services, add-ons, and integrations, making it easier for an office to become a coworking space. Some companies prefer building their own to cater to their specific needs. However, it’s possible to integrate unique features and customizations on an already existing software instead of coming up with one.
Some of the key features to look out for in workspace management software Include access and control, documentation, flexibility, efficiency, ease of use, data analysis, and price. Below we explore how to use the workspace management software.
Workspace Utilization
Use the software to ensure better utilization of meeting rooms and shared spaces. You may decide to downsize your office in case there are many unutilized spaces. The software shows how many employees come into the workspace, the spaces they use, and when. This helps reduce the costs of maintaining an office. With proper desk booking software, you can prevent overcrowding by monitoring the number of people in a specific place at a particular time.
Managing Utility Costs
Workplace management software can help reduce costs through automation. For instance, you can install sensors in meeting rooms that are available for booking. If the room is in use, the HVAC system automatically turns on and off immediately after the users leave the meeting instead of the system running the whole day. This can help save thousands of dollars each year.
Workplace Management Software Aids The Internet of Things (IoT)
IoT represents a system where objects are embedded with software and other technologies to enable data exchange over the internet or communication networks. We have sensors, smart devices, CCTV cameras, fire alarms, and reservation management systems that help in the day-to-day running of the office. Sensors help manage movement, the number of people who can be allowed in a particular area, and even monitoring unwanted guests where they act as a security gadget.
Smart devices are used for employee biometric identification, making it easy to know who is in and who is not. They can also be used for check-in and out and authenticating transactions instead of physical signatures.
Workspace Booking and Management
The software helps manage all workspaces. Everyone that needs to access the workspace needs to book before arrival. This ensures full utilization of available spaces. Controlled space capacity and social distancing help limit the number of people in a particular space, especially with the new workplace guidelines. The software also makes it possible to keep track of the desk spaces, offices and also provides occupancy information.
Member Portal
Some software have a member portal where users can easily communicate and collaborate without unnecessary movement. With a community messaging service, you can coordinate joint work activities and manage events without physical meetings.
Reporting and Analytics
There’s a lot of information that can be captured in the software. You can easily analyze data on occupancy of particular office spaces and keep track of the available spaces and resources and their utilization. This information can also help custom available resources to avoid wastage.
A workspace management software helps you set up a workplace, incorporate members, monitor and communicate easily, and keep track of all activities at a particular workspace. It’s not only a great reporting tool but also a powerful organizational tool.
