Organisations deploy an Integrated Workplace Management System (IWMS) for a broad range of reasons, from supporting the consolidation of facilities data and rationalisation of IT systems, to managing space allocation and bookings, and meeting specific needs such as managing lease data.
According to market analysts such as Verdantix, IWMS delivers considerable value to organisations that wish to enhance real estate and facility management processes. Moreover, this software is crucial for three out of four main IT strategies in real estate and facility management.
That is why I believe it is important for organisations to take a closer look at the ways in which an IWMS can be deployed. This will help real estate and facility managers to get a clearer view of the potential of IWMS, and where an integrated solution like this can fit within their existing (or future) IT landscape. In this blog, I will briefly discuss three common paths for IWMS deployment:
An IWMS allows you to start with one domain and expand to others. For example, one of our clients started with the implementation of the Planon IWMS domain for asset and maintenance management across 3,000 properties, buildings, and structures in 39 countries. They have been effectively using it for several years now. The first implementation was beneficial for them, and that is why they decided to take the next step - rolling out the space and workplace services management functionality to their 40 largest global locations. They could easily integrate the new module with the existing one.
Companies that need to automate and manage a broad set of real estate and facilities operations might consider deploying the full functionality of an IWMS at once, rather than taking a staggered or ‘phased’ approach. There are many benefits to using an IWMS compared to multiple point solutions. Integrating all processes within the same platform supports IT system rationalisation, improves data consistency, and enables organisations to run analysis on their integrated data. In one of our e-books, we discuss the advantages of integrating multiple processes into one platform, and provide some examples from a space management perspective.
While IWMS focuses on RE and FM processes, other systems like ERP and HRM are essential for core business operations. These systems also contain important data required by real estate and facility management processes, such as financial data (e.g. cost centres and general ledger accounts) and employee data (e.g. unique ID-codes and contact data). In addition, there are specialist providers that offer dedicated solutions, such as sensor technology, indoor navigation, or resource planning. Using these systems in combination with an IWMS could improve process handling and user experience.
By doing so, the IWMS can support data exchange, and streamline real-time process integration between these (sometimes critical) business applications. This ensures everyone has the same information, processes run smoothly, and the system meets specific automation needs. For example, by using both an ERP system and an IWMS together you can benefit from a fast and cost-efficient implementation, more user support, and keep core business operations steady.
If you don't integrate your ERP software with your IWMS, you might miss out on valuable insights. Data could be stuck in silos, making it hard to share with key stakeholders. But when combined, decision-making will rely on accurate, real-time information, and your business performance will improve.
In conclusion, using an IWMS can help organisations streamline RE and FM processes. Depending on your business goals, you can start with a single module and expand over time, or combine multiple RE and FM processes within one platform that seamlessly integrates with other essential IT solutions. Before making your investment, thoroughly analyse your company’s goals and needs. This will help you to properly align yourself with a software vendor who will take the time to listen, so you can be sure to get the most out of your technology and that the system you choose incorporates all the tools your organisation needs.
Does an IWMS sound like a viable option for your organisation to automate real estate and facility processes, and would you like to explore the key benefits, use cases, and capabilities of an IWMS make sure you read our e-book ‘What is IWMS?’.
