Workplace Management

Workplace management covers all facilities, assets, services, technologies and processes that enhance the ability of workers to collaborate, innovate, work as a team, and learn. With enhanced workplace management, organisations aim to achieve greater efficiency and better productivity, as well as financial benefits.

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Workplace management exceeds the scope of traditional facility management functions as it aims to increase workforce productivity and collaboration. Not as a support function, but as a strategic instrument to support business goals and provide measurable value. Workplace management is a continuous process that allows organisations to aim for the optimum in workplace performance.

Whether it’s the management of a single desk or the management of complex real estate portfolios spread-out around the globe, workplace management encompasses all the processes to make your workplaces work. From strategic planning to operational utilisation, from catering to security, and from maintenance to services management, all these processes contribute to the optimisation of a workplace performance.

Next to increased productivity, professional workplace management can contribute highly to cost efficiency and cost reduction programmes. As an example, spaces and workplaces seem to be well utilised, however practice shows that their occupancy is on average just between 50% and 60%. Moreover expensive facilities such as meeting rooms, fleet or special equipment have low occupancy rates in relation to their costs. Improving the workplace utilisation, that includes space, is in many cases driven by the introduction of new workplace concepts. Innovative organisations aim to increase collaboration and productivity in their core business with activity based workplace concepts and services, allowing people to decide where, when, how and with whom they work. 

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Learn more about workplace management software

White Papers | 24/10/2016
Calculator - Is your meeting room capacity sufficient?

New ways of working, innovative communication technologies, and changing business models have changed the way people use meeting and collaborative spaces. How can you really know whether your meeting room capacity still suits your business needs? Use this meeting room capacity indicator to check your capacity level in a very simple way. 

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Demos | 01/08/2017
Request a demo of Planon Apps

Planon Apps enable employees to easily search for available workstations with their smartphones. Planon Apps utilise smartphone strengths such as location awareness and the built-in digital camera. This creates an end-to-end solution that enables process innovation and customer value. Request a demo. 

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White Papers | 24/11/2016
Book - Work on the Move 2

Work on the Move 2 is the collaborative effort that brings together global workplace experts to analyse how work is changing, the impact it’s having on the workplace and how facility professionals can respond. The book provides facility professionals with tools that will allow them to become more strategic leaders in the ongoing workplace revolution. Request a digital copy of the book now. 

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Integrated Workplace Management

Integrated Workplace Management Systems (IWMS) support organisations in their continuous search of workplace optimisation on three levels:

Workplace Management strategy

On a strategic level, workplace management ensures a full mid and long term alignment with the company’s strategy, both in business strategy and workplace strategy. Business growth, entering new markets, diversity, cultural and demographical aspects, HR policies; they all impact the size and type of your workplace offering. Workplace strategies include potential transformations from fixed to flexible or shared workplace concepts, new collaboration concepts, and home working policies. These will impact your future needs for real estate, space, facilities, services and processes.

Next to portfolio and actual space information, an IWMS contains valuable occupancy and utilisation information that are of great importance for strategic decision making. Strategic space and workplace planning functions allow you to forecast future needs and create scenarios for different workplace concepts. As a result, you ensure maximised alignment of your workplace strategy with core business goals.

Workplace Management tactics

The tactical workplace management level aims to implement the chosen strategy successfully, monitor and validate the workplace performance continuously and improve where needed. This process includes all space and workplace optimisation projects and managing changes that are initiated by the business.

An IWMS supports tactical workplace management with a wide diversity of utilisation, occupancy and cost analyses, as well as tools to plan and manage any change. In most cases an IWMS includes integration with Computer Aided Design (CAD) systems to visualise actual and forecasted utilisations. Project management, move management, scenario planning, and financial back charge functions complete the toolbox for space and workplace managers on a tactical level.

Workplace Management operations

Operational excellence and agility are key prerequisites for successful workplace management. Just try to imagine what happens when people enter the office and cannot find a free desk to work at, or cannot collaborate with their colleagues, or that a reserved meeting room is already in use. Avoiding chaos in daily operations and facilitating employees with smart solutions to reserve, find or use the facilities they need, drives the business value of workplace management.

An IWMS enables the reservation of meeting rooms, specific workspaces, or even the ability to book a flexible workplace ‘on-the-go’. That information, combined with sensor technology leads to a powerful combination, to help people find the right available workspace while giving facility managers the tools they need to reduce building vacancies and align services to the actual usage of the building.

Collaboration between Technology and People

Workplace management can be seen from three different perspectives: past, present and future. The more intelligence available throughout a building, the more information is available about the actual usage of the building. Security systems, IT networks and Building Management Systems (BMS) can give facility managers a high level of data on occupancy, to discover patterns and predictions for the future. The recent breakthrough of sensor technology will improve the accuracy of this data. Affordable sensors are now available, they can measure the occupancy of a workplace or meeting room minute-by-minute, and enable detailed occupancy analysis with the right software. 

But detailed analysis of historical data, or even detailed planning information, can never support the agile workforce that needs to find the right workplace at the right time. Cooperation between people and technology is required to fully support an agile and diverse workforce, where the actual occupancy of workspaces and meeting rooms enables you to find a free desk, locate your team members, or arrange to meet your team straight away.

Communication with a building’s users about availability of workplaces and meeting facilities requires a user centric approach. In some cases an employee would like to see where workspaces are available, even before they enter a building, to be able to choose which desk or room to use. High level capacity and availability information can be provided via an IWMS app. In a building, people can be guided via screens indicating the availability of every space via a floorplan, showing information on workspaces and rooms occupied, reserved and available. Additional functionality in apps can help users to check the availability of workspaces by scanning a QR code on a desk or swiping an RFID tag.

Global success stories

Case Study - Open University

“Cloud is indeed a cost efficient, good performing, secure and future proof Karlo Porter-Price, IT & Information Manager at the Open University: “Cloud is indeed a cost efficient, good performing, secure and future proof alternative to an in-house installation.”

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Case Study - Singapore Management University

Haslinda Shamsudin, Project Manager, Office of Campus Development: “Planon’s IWMS provided us with an efficient, real-time solution to overcome our workplace and facilities challenges.”

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Case Study - PGGM

Henk Zoomers, Services Manager: "Continuous improvement and practical innovation with Planon Apps."

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