5 Ways to Evaluate Space Management Software

Making a Smart Software Decision

space management softwareSpace management software can be a great thing—as long as you choose the right one for your company. But given the number of solutions available on the market and the confusing jargon that comes with the field of facilities management, how do you pick the one that’s right for your company? The following five questions will help you narrow down your choices.

1. Is It the Right Type?

Space management software comes in a variety of types. Some are more point-based, or focused on a particular part of space management. An EAM (enterprise asset management) system, for example, keeps track of office assets, and a CMMS (computerized maintenance management system) keeps track of equipment’s maintenance history. This is in contrast to an integrated workplace management system, or IWMS, which serves a variety of purposes, including reporting space usage, tracking employee churn, and managing moves. Given all the jargon of facilities management software, it’s useful to know how to describe exactly what you’re looking for by knowing these things ahead of time.

2. Does It Solve Your Pain Points?

Once you’ve narrowed down the kind of space management software you need, take an even closer look at the final contenders, and see what they offer to do for you. Some of the biggest problems that facilities managers face include the time lost over scouting their buildings, the logistical issues of implementing a move, and the challenge of keeping worker information accurate when so many moves take place within a few weeks.  Which of these problems does the software solve?

3. Can It Solve Others’ Pain Points?

Does the program offer any additional features that mean the software will not only resolve these issues for facilities, but also prove useful to end users, too? OfficeSpace Software, for example, offers a Visual Directory™, which lets users find their co-workers with a quick search. The software also helps users quickly find conference rooms, office equipment, and vacant desks, so that their workday won’t be interrupted by having to physically search for these things themselves.

4. Is It Easy to Use?

The software should ideally be easy to use for anyone, because some companies may not even have formal facilities managers. Smaller companies may have admins doing a facilities manager’s job. Considering the many different roles the admin may already have to fill, choosing a software that is easy to use is crucial. The program shouldn’t require extensive amounts of training or support from IT, either. Any program that does may cause more problems than it solves, if it requires hours of orientation and troubleshooting.

5. How Does It Scale?

Let’s say that the company you work with is so large, it does indeed have a facilities manager, and it has branches in various cities. In this case, having a software that can track each location can be an important advantage. If one of your employees moves from an office in Chicago to Boston, for example, the process of tracking that move will be much easier if you can record the move in a few simple clicks, with a program that tracks each office location. Compare that to a program that might not have the same capability. Updating the employee’s information and notifying the right parties could be a process that’s long and complicated, split between multiple emails and data sheets.

In sum, when you’re choosing space management software, the right program should accomplish a few key things. Of course, at the most fundamental level, it should be the right type of software for your office. Moreover, it should solve problems for all the people using it, from FMs to office workers. If your company is large with multiple locations, the software should also let you track the New York office while you’re working in London. Finally, if your company is smaller—and even if it isn’t—the program should be easy to use, so no one loses hours trying to figure out how to report a from-to move.

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