Office Design

Are Your Facilities Management Techniques Stuck in the 20th Century?

David Spence
April 16th, 2014

5 Signs You Need Software to Manage Your Modern Office

1. There’s Conflict Over Open Spaces

When open spaces are available for mobile workers’ use, conflict over who sits where may be just around a corner. Joe might leave his desk for lunch or for a meeting, only to come back and find that another coworker has taken over the space. The coworker might justify themselves by saying they didn’t know the desk was taken. This kind of thing can annoy a worker at best and lower morale at worst. With software that can let admins reserve spaces for workers, these problems won’t plague the office.

2. The Company’s Growing

When your business is outgrowing the building, how will you know? Smaller companies have it easy—they can typically eyeball this kind of thing. When every desk and chair are occupied, it’s clear that it’s time to move. Larger companies, however, may not have the same luxury. Space management software can help keep track of the building’s occupancy, letting FMs easily see when it’s reaching its capacity.

3. Employees Are Moving

Employees may move to a different spot on the building for a number of reasons. Maybe they got a promotion. Maybe they’re making a lateral move. Or maybe they’re moving with their entire departments, for the sake of consolidating building space. Whatever the reason, moves must be as organized as possible so that no hiccups interrupt the mover’s work. Software that sends automated emails to all the departments involved in the move, such as IT and Telecom, will ensure that every form of support will be there when it’s needed.

4. Your Company Has At Least 200 People

In a company with 200 people or more, finding the right person or conference room may not be easy. Wayfinding software can help employees who are searching for something find it in a matter of minutes. By simply entering the person’s name, they can pinpoint that individual’s location. Compare this to the process of consulting a floor map, asking around and potentially still ending up in the wrong area. Which would your coworkers prefer?

5. The Paper Trail Is Getting Too Long

Without an organized system for tracking from-to moves, a facilities manager may have to spend hours gathering and updating information on who sits where. First are the floor-plan print-outs for noting who’s moved and what desks are now empty. Then, there’s updating contact information of the employees who have moved. If several moves occur all at once, it’s easy to imagine the paper trail multiplying until it’s difficult to find the correct information. With software, however, all of the changes can be reflected with the most up-to-date information.

Now that we’re in the 21st century, shouldn’t you keep track of your facilities with modern techniques, too? OfficeSpace Software can help. It makes tracking moves, finding employees and reserving hoteling desks a breeze. With our space usage reports, you can see how full the building is, and with our Visual Directory your coworkers can find whatever they’re looking for. Even more importantly, though, our software is easy to use, whether you’re an FM, admin or end user. If you have any questions about how OfficeSpace works, don’t hesitate to contact us. We’re happy to help.

photo credit: -Jeffrey- via photopin cc