Space & Move Management

Manage Assets With Move Management Software

David Spence
July 2nd, 2013

Office moves require coordination and most of all, communication. If neither of these things are in place, the moves can be difficult, time-consuming, and confusing.

For example, let’s say you’re moving into an old co-worker’s desk, and she’s moving to a different spot altogether. Both of you need to know exactly when you’re expected to be settled. Otherwise, you may just find yourselves staring at one another in confusion when you arrive at “your” new desk, and she’s still sitting there, behind her row of desk plants. To avoid situations like these, move management software can be a great help. It helps to manage people and their related assets, scheduling the moves at an appropriate time, to ensure that the move is as smooth as possible.

Managing People

Your workers are your most important asset. If confusion over who needs to sit where keeps them from working, your company’s overall productivity and efficiency will drop. This happens time after time in companies all sizes when processes are not put in place to effectively manage the space. For one thing, employees lose work time when they try to learn where they need to be. For another, once they finally do get settled, they may feel so distracted by the chaos that their focus is ruined for the rest of the day. During a large group move you may end up having multiple people assigned to the same desk location and be left scrambling to correct the error. The person moving isn’t the only one affected by the chaos, either. Depending on the worker’s role and needs, getting them settled could require attention from other staff members such as IT or telecom, which cuts into their own workflows and productivity, too.

Move management software can prevent the resource drain by letting all the parties involved know the specifics of the move: who’s moving, when they’re moving, and where their new offices will be. Instead of multiple spreadsheets that contain conflicting information, the software will be a centralized database with the most accurate details. 

Managing Time

If your company needs to organize a large-scale move—if a department is moving to a new floor—not having the right planning resources can be a challenge. You may survey the space and guess what the best layout will be, but once you’ve made the move, you could find that your imagined layout isn’t working out. Getting around may be difficult, for example, if the desks are arranged in a poor manner. So then you find yourself having to re-arrange the office, which can be time-consuming for everyone involved.

At least, that’s one way to handle a large move. Another would be to use software that allows you to experiment with different layouts, and see which floorplan would work best ahead of time. Move management software will take the guesswork out of moving, meaning you’re much more likely to get it right the first time. With all those details taken care of right from the very beginning, you can spend your time on other tasks.

Managing Physical Assets

Of course, any move will involve relocating physical assets. However, the right people need to be informed of what needs to be moved. Otherwise, the worker may arrive at their new work station, thinking that it’s all ready for them, only to find that their workspace is completely empty. There’s no phone. There’s no computer. There’s not even a chair for them to sit in. Again, not only does the lack of planning cut into their own work time, it also disrupts other workers’ days when they learn that they must set up that employee’s new desk.

Having the right system to keep track of physical assets will prevent this problem. Using a good FM software system will notify the appropriate parties of what needs to be done and when. The IT department will set up the phone line and computer, while the move team will make sure items such as chairs and other necessary equipment get from point A to point B. When the worker arrives at his or her new desk, they can get to working straight away.

Moving for offices requires much more than a simple transfer of something from one place to the next. Instead, it involves planning and communication, and with all the people involved, things can quickly devolve if one piece of the puzzle is forgotten. Move management software can help you make sure the picture is always complete. It’s vital tool for managing assets throughout the move process, because not only does it keep track of your company’s physical assets, but it also manages the more intangible ones, such as time and productivity.

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