Workplace Tech & Software

Choosing the Right Integrated Workplace Management Software

David Spence
July 23rd, 2013

6 Things to Look for in Your FM Program

Intuitive software

The FM software should be easy to use. No matter who’s in charge of facilities management, anyone should be able to use it, whether they’re an admin or an FM. A program’s intuitiveness makes it a versatile option that can be useful for a variety of companies, not just the ones with formal facilities departments. Plus, not only is an easy-to-use program beneficial for the primary user, it’s also helpful for workers, too. Long training sessions won’t be necessary, and additional support from IT won’t be needed, either. Integrated workplace management software should fit in seamlessly with your established network, so that you don’t have to spend too much time making adjustments to the new program.

Convenient for Facilities

Recording from-to moves is a long and tedious process. The FM has to print out floor charts, physically scout out workplaces, and note all the changes in seating. Then they have to update the floor charts accordingly, update contact information, and notify HR and other departments of the new changes. If they’re orchestrating an employee move, the process can get muddled with miscommunication between facilities, IT, and the move team. With the right software, however, the FM won’t ever have to go through such a fragmented process again. The software will allow them to do everything with just one program, including alert the right people of moves. Their work will become streamlined and easy, no matter whether they’re recording from-to moves, or initiating a move themselves.

Comprehensive platform

Keeping track of who’s sitting where is important, and so is space utilization reporting. Good software will help an FM with both of these job duties. Instead of only helping them record from-to moves, a software should also allow them to generate reporting so they can make the best decisions about using space in the facility. This will save money for the company and time for the FM.

Helpful to End Users

Another thing to look for in IWMS? Helpfulness to end users. A program should benefit workers by helping them locate people, places, and resources in the facility. This feature will allow them to find exactly whom or what they’re looking for with just a few keyboard strokes. Specifically, the software should let them view the locations of conference rooms and equipment such as copiers and fax machines. And of course, it should also let them see where other workers are located. With the hassle of seeking out these items reduced, worker productivity can increase.

Keeps Things Organized

While the software should be user-friendly, however, that doesn’t mean that the program should be easily controlled by anyone who uses it. Instead, it should only allow end users to do certain things with the program, such as the search activities described above. Limited access will prevent a worker from trying to change work spaces without approval from the appropriate parties. Also, if a company uses hot desking, a good program will have features that allows users to see what desks are occupied and by whom. With this system in place, confusion and conflict won’t occur.

Choosing integrated workplace management software is an important decision, and it may be overwhelming, considering the array of options available. Keep the six criteria above in mind, and the choice should be less daunting. When you’re shopping for software, be sure to ask plenty of detailed questions about the program, and describe your company’s specific needs. Armed with the right information, you can make the decision that’s best for your business.


photo credit: Jeffrey Beall via photopin cc