4 Ways OfficeSpace Makes Work Easier for Office & Facilities Managers

David Spence
June 16th, 2014

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Whether you’re a facilites manager or an office manager, keeping office workers organized is no simiple task.
Employees move desks or get promoted; new hires come on board; entire departments may move from one floor to another. With all of these changes, keeping contact information accurate and office moves organized is an ongoing challenge. How can you stay on top of floorplans that constantly shift? Spreadsheets are one possible solution. OfficeSpace Software is a better one. Our software offers four major features that can make any office or facilities manager’s job much, much simpler. 

1) Move Management

OfficeSpace Software straightens out the logistical twists and turns of move management. Our simple drag-and-drop feature lets the FM move a worker from one desk to another. Once this happens, you can specify the details of the move, setting the time and date and adding any special instructions in the email message sent to the parties involved in the move. The right people are notified and any necessary assets are transferred.

Compare this to paper-based solutions involving making a from-to move list, manually updating contact info via spreadsheet and contacting each department involved in the move individually.

No longer will there be any problems of delayed moves because of forgotten responsibilities. The software sends reminder emails to the IT department and move team so that the transition is seamless.

2) Move and Space Reporting

The software also generates detailed reports on scheduled moves and occupancy rates. With the former, you can see an overview of all moves—whether they’ve been archived, scheduled or deployed— or confirm or cancel upcoming moves in a few simple clicks.

With the latter, you can see the occupancy of each floor of the facility. This can help you predict whether a newer, bigger building will be needed during times of growth.

For more in-depth looks at how space is being used, OfficeSpace also offers reporting based on department, space type, occupancy status and cost center.

3) Hoteling

A common problem encountered with hoteling is a conflict over who’s occupying an empty desk. Without the standard relationship between one desk and one employee, confusion over who can sit where is inevitable.

OfficeSpace Software can help you avoid territorialism, too. Its booking tool allows end users to book a particular seat for the day, letting other workers know what’s available, and more importantly, what’s not.

If someone needs to control the flow of who sits where, the software can be modified so that office admins alone can book end users a space and vacate it at the end of the day. Managers may do the same, in addition to converting a desk to free seating.

4) Wayfinding

When a company-wide move occurs, adjusting to the new building can take weeks. When you have an asset like OfficeSpace’s VisualDirectory™, however, the adjustment can take a fraction of the time.

How? When they need to find an employee, end users can find the person they need by searching their last name. Once the results are pulled up, they can view the employee’s image and exact location in the building, as well as their phone number, supervisor and e-mail address.

Companies have been known to use the VisualDirectory™ in creative ways.

Advertising firm Young & Rubicam, for example, displays the directory on touch-screen televisions in the lobby areas of its building. Visitors can easily find what they need with a quick search.

Meanwhile, the non-profit Women’s World Banking has used it to integrate interns and volunteers into the team; new hires have found the directory helpful for simply learning about and remembering their new colleagues.

If you’d like to see what OfficeSpace Software can do, click on the link below to receive a free demo. Our team is always happy to work with any facilities or office manager to meet his or her unique space management challenges.


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