5 Reasons to Stop Tracking Space With Disconnected Spreadsheets and Floorplans

Disconnected Spreadsheets and Floorplans Make Poor Space Management Tools

ID-100232177In most cases, spreadsheets and floorplans which are not linked to each other are not the best choice of space management tools. They require a lot of time and effort to report information that quickly changes in just a few months, or even weeks. They drain your productivity. They make space tracking a chore. And they represent a way of doing things that’s becoming more and more outdated as software technology advances. Here are five in-depth reasons why disconnected spreadsheets and floorplans are poor choices for managing your office space.

1. Manual space management tools are time consuming

How much time do you spend walking each floor of the building, seeing who’s sitting where? What about the time you spend on data entry afterwards, updating spreadsheets noting who’s sitting where and updating phone numbers? Neither of these tasks are that difficult, but they do take a lot of time. Think of all the other things you could be doing instead: planning the budget, meeting with your team, talking to your customers (i.e. other staff). Since spreadsheets and floor plans require so much upkeep, all of these things get pushed to the side.  

2. Spreadsheets are too static

Who sits where may be constantly changing. People move. People leave. People receive promotions. Sometimes, entire departments may move from one office floor to another. The office environment is a dynamic space. Neither of the traditional tools FMs use for space tracking are well-suited for keeping track of all these changes. A printed-out floor plan is not much good if the floor plan does not represent the actual layout of the office floor. This leads right to their next weak point.

3. Spreadsheets are inconvenient

You’ve updated your space management spreadsheet with new contact and location information. Now it’s time to send the newest copy to HR. Just make sure that your computer files are well-organized. Otherwise, the new spreadsheet could get mixed up with the old ones. You may have to spend some time searching for the right one.

And be sure to send a copy of the new seating arrangements to each staff member who needs a copy. These colleagues will then have to replace their old copies, too.

Pretty simple, unless you have to repeat this process several times a year. Instead of simple, it starts to feels tedious and time consuming. When accurate data is needed, will your spreadsheet be up to date and ready?

4. A disconnected spreadsheet/floorplan does not scale well

At a certain point, companies grow to the point that change is necessary. Space management tools that worked perfectly well before just won’t work as efficiently any more. Tracking your space falls into this category. As your company gets larger, it’s important to have tools for managing that bigger size. Without them, your organization may experience growing pains that last much longer than they really need to.

5. Manual floor plan management tools cost money

Yes, that’s right. Your Excel spreadsheets and PDF floorplans are costing you. At first glance, it may seem like they’re actually saving you money.

“I’m using resources that we already have,” you might say. “That’s better than spending the money to buy some other expensive option, right?”

Well, it depends. If your company is small, with less than 200 people, using what you already have is probably the best option. Any larger than that, and you’re losing time, money and productivity by spending so much time updating your Excel spreadsheets and floorplans.

OfficeSpace Software is the better alternative. Our simple yet powerful software lets you record moves in a matter of seconds by just dragging and dropping. With contact and location info all in one central program, facilities managers don’t have to worry about making sure they get the latest spreadsheet to the right people. OfficeSpace does that for them. To receive a free demo of our software, click on the button below.

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photo credit: freedigitalphotos.net/pakorn