Space & Move Management

3 of the Biggest FM Pain Points—And How to Streamline Accordingly

David Spence
August 21st, 2018

Facility managers are responsible for an ever-changing environment where new challenges are constantly cropping up. From handling daily requests to measuring the efficiency of the office layout, FMs can address numerous pain points through the use of software that streamlines the process.



Here are three of the biggest hurdles to smooth facility management, and some suggestions for tackling these pain points head-on.

Optimizing cost per square meter

optimizing cost per square meter

Office space is one of the biggest expenses for any company. As an FM, you’ll want to know exactly how much of the total space is being used—and if there’s any particular space that’s being underutilized.

One way to effectively track space usage is through sensors.

Sensors can let you know what areas are being frequented, by how many people and how often. When you have real, measurable data on your office space, it’s much easier to identify the areas that are sitting idle and take steps toward reducing costs. In addition, data can help you identify problems and challenges that would otherwise go unnoticed. You might find, for instance, that a particular meeting room rarely sees any use. Why is this? Is there genuinely no need for it, or is there some other reason employees are steering clear of it? Perhaps the seating is uncomfortable or the air conditioning is ineffective. Regardless, data can surface important questions when it comes to why employees utilize spaces in the ways that they do.

Sophisticated FM software also offers reports and analytics that allow FM managers to make smarter decisions. Space utilization reports in particular can be used to gain instant insight into how office space is being used, and to identify areas where there’s room for improvement.

Providing accurate, real-time data

In an office where employees use hot desking and work remotely, it’s crucial to have real-time, accurate data on occupancy. Just like an air traffic controller, FMs are in charge of traffic flow, ensuring employees always have access to appropriate spaces to do their work.

Desk booking software allows employees to book desks in advance, while also giving facility managers the ability to track usage.

By examining when and where employees book seats, FMs can come up with more effective ways to use space. Rarely-used desks can be converted into a quiet space, for example, or an underutilized meeting room can make way for more workspaces.

A solution like OfficeSpace’s Visual Directory is another user-friendly option for accurate, immediate insight into where employees are located in the office. Not only does this save time when it comes to assigning seating, but since it can also integrate with an employee directory, it spares FMs from manually updating and disseminating employee information.

Improving KPIs

improving performance KPIs

When it comes to the core responsibilities of facility managers, these usually center around keeping the office environment pleasant and productive. While this sounds simple in theory, it can be difficult in practice. FMs who need to juggle dozens of daily requests and manage a large team can find themselves struggling stay ahead of the curve.

FM staff are typically tasked with managing repairs and upgrades around the office, as well as helping employees settle into new workspaces. The good news is that most of these key tasks can be managed more effectively with the help of FM software. A good request manager lets employees submit requests from any device, and allows FMs to manage workflows and track team performance. No matter the request—from broken chairs that need replacing to a set of lights that are too dim—a request manager can help create a ticket in seconds and direct it to the correct person. Employees can even take a picture with a smartphone and attach it to the request. Similarly, a move manager can help streamline both large and small moves by offering a central hub for organization and management.


The proper software can not only ease the workload for FMs by replacing time-consuming manual data entry and allowing managers to track key information, it can also measure and demonstrate the value an FM team brings to the overall organization. Make sure you’re not suffering unduly; take advantage of today’s leading technologies to smooth out the wrinkles in your facilities management.

Request a free demo of OfficeSpace today to test the Visual Directory and Request Manager features.

Photo Credits: Shutterstock / Peshkova, Shutterstock / Zastolskiy Victor, Shutterstock / Monkey Business Images