Office Design

Building a Bridge Between Facilities and HR

David Spence
July 18th, 2013

CAFM: It’s Not Just for Facilities Managers

1.) Get Up-to-Date Location Info

With a software database that contains the most recent and accurate information, HR can easily see who’s sitting where. Without software, the facilities manager may have the information recorded on a document that HR doesn’t have access to. Since HR isn’t typically involved in the moves process at the company, there’s always a risk that the data isn’t accurate. Without a solution to simplify employee churn, FMs often have to keep multiple information sheets, and it’s easy for information to get lost in the mix.

2.) Obtain Accurate Contact Information

A move to a new spot in the office may result in the worker receiving a new phone number. CAFM software is important here, too. Having accurate contact info is crucial for the HR department, but if the office lacks a system for tracking moves, it’s quite likely that HR won’t have the details they need. This will make it difficult for them to reach the worker via phone, leading to confusion and disorganization.

3.) Assess Staffing Needs

Facilities management software can also give HR a good idea of the space usage in the building. Specifically, a visual floor plan can help the team foresee problems that may arise when there are too many workers and not enough space. With this information, they can consider alternative workspace models, such as hot desking or hoteling, and discuss the possibility of hiring a work from home employee to compensate for lack of workspace. If they can’t see how many people are occupying the building, however, they won’t be able to plan for overstaffing. As a consequence, their jobs may become more difficult from dealing with worker conflicts over desk space.

4.) Find Workers More Easily

Besides dealing with larger issues, CAFM software can also help HR employees with the smaller, day-to-day details of their jobs. Having a visual map can show them exactly where new workers sit, so they can easily find them to deliver paperwork and perform all the usual orientation activities. They won’t have to lose time on traveling from one floor to the next, consulting vague wall maps along the way. Instead, they can conduct a quick search with the software, pinpoint the worker’s exact location, and be on their merry way.

5.) Plan Strategic Seating

A visual map detailing empty space can help HR plan for new-hire seating. It would obviously be an issue to put an accounting intern near the sales department, or offer them an empty conference room that may be needed for meetings the next day. HR can use the software to communicate with facilities management, and together, the two can make the necessary arrangements for the new hires. Having an appropriate space will make the new hire feel welcome, as well as ensuring that they’re not shuffled from one spot to the next.

6.) Direct New Employees

This benefit seems more like a benefit for the new hire than HR, but it’s helpful to HR nonetheless. As the new employee gets accustomed to their job, they may be directed to people or departments they’ve never visited. Instead of having to ask HR where they can find these individuals, they can just use the software to look them up. Since the tool helps employees find each other, HR won’t have to give them directions or escort them to the right place.

For both facilities managers and their co-workers in human resources, CAFM software is a useful tool. Purchasing a solution such as OfficeSpace will make their jobs easier by helping them see how many people are on staff, and where each person is stationed in the building. HR can plan for overflow, find new hires, and focus more on their own work instead of answering questions about where to find certain people. For many different departments, OfficeSpace is a valuable asset.

Image Credit: freedigitalphotos.net/ddpavumba