Space & Move Management

Why Facility Management Software Makes a Difference

David Spence
June 13th, 2013

A Tale of Two Offices

Office A: Stuck in the Olden Days

One of the biggest differences between Office A and Office B is that the former still seems stuck in old times. The facilities manager uses a paper printout of the office layout to stay up to date on what spaces are occupied. Dots scatter across this map, and since it’s been marked on so much it’s difficult to see on first glance what’s taken and what’s not. This particular office employs several temps and contractors, meaning that the FM has to update the chart quite frequently. This office also happens to be a big one, so merely updating by walking around and checking what desks are taken and which aren’t can easily take up to two or three hours per week.

Difficulty Finding People

Since there’s no visual directory to let workers know where people, departments or resources are located, they have to trek over to the maps posted on the walls. Having to stand there and find the right place is a time-consuming task, one that cuts into their workday and wastes 15 minutes that could be put to better use. If they’re on an entirely different floor, getting there and then having to find the right spot takes an even longer amount of time. They will also spend time and waste resources by calling facilities or the help desk to find out where Joe or Mary now sits after the move you did over the weekend.

Unorganized Moves

Because this office is still using paper records, moving employees from one spot to another can also be a problem. There may be a delay in communicating the move to the IT team, meaning that the new space lacks the connectivity needed to keep the worker’s productivity up. There may also be a delay in communicating with the maintenance team, resulting in a delay in the move itself. Generating multiple spreadsheets to count the appropriate number of vacant and occupied desks and creating from-to move reports is time-consuming to maintain, let alone bothersome to deal with when you find out you don’t have the most up-to-date file.

Office B: Efficiency Through Technology

Because this office has the right facility management software, Office B’s facility manager saves time and runs a more effective organization, because all the information needed is contained in the software. The map of the office contains color-coded department and occupancy status, so that the FM knows what sort of worker is occupying the space or if it’s vacant. Instead of having to walk around like the facility manager at Office A and survey the area, all Office B’s manager has to do is make a few clicks to get the data he or she needs to make smarter decisions and to update the software.

No Need to Ask “Where’s Waldo?”

If co-workers need to find one another, the software has a visual directory with live and up-to-date floorplans that will help them easily locate the person. If they just need to get in touch with this person, rather than speaking with them face-to-face, the directory also includes his or her contact information, including their name, title, and e-mail address. The software helps them save time by letting them access this info from the comfort of their own keyboards.

Easy Moves

Moves are also much easier, because the software has an option for alerting all the necessary parties so that the transition is seamless. Instead of running the risk that move details are lost or forgotten, the software contains updates on the move’s status. With all that information accounted for, the move from Point A to Point B is wrinkle-free. The software notes where different office equipment is, meaning that the mover has a quick and easy reference guide. And recording the new location? It’s as easy and dragging and dropping the mover’s info from one point to the other.

Which office sounds like a better place to be? We picked Office B, too. Now that it’s 2013, it’s time for facilities to catch up with the advances in technology that all the other departments have enjoyed for years. (Simply imagine the HR department without payroll software or the finance department having to report to sharesholders with Excel spreadsheets!) To be more like Office B, the first office mentioned needs to upgrade to something like OfficeSpace Software. It’s what stands between an endless paper trail, organizational messes, administrative nightmares and a workplace that runs smoother the latest laser jet printer. If your office matches the less-than-ideal scenario, contact us. We’ll help your company be more like Office B.


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Image credit: freedigitalphotos.net/pakorn