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28 October 2014

Three requirements for professional Space Management

CAFM software supports space and facility managers to use and plan their space in the best possible way. In practice, CAFM suppliers offer different software solutions for professional space management and planning. To ensure the best utilisation of your space, three core requirements need to be supported by your CAFM software.

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Time travelling

Professional space management is not just about now, the actual space utilisation, but also about the future, the planned space usage. Even the historical space usage is important for analysis, KPI’s and financial back-charging. With ‘time travelling’ you can simply set a reference date to view and analyse the space utilisation at a moment in time. CAFM software supports this process by registering a start and end date/time for any space usage. Smart graphical plan boards give you immediate insight in space usage and vacancies and allow you optimise your space utilisation. Next to the utilisation of space, ‘time travelling’ also supports the change of space-size during time, as spaces can merge or change. Due to the potential complexity of space planning, ‘time-travelling’ is a key requirement for any CAFM software.

Space sharing

In search for efficiency, shared and flexible space use has become popular in many organisations. Multiple departments use the same space, partially, at different moments in time, or both. To ensure the flexibility you need for the best space allocation, a professional CAFM solution supports partial space usage. Departments can be allocated to space for a certain percentage, allowing you to connect multiple departments to one single space without the need for creating subspaces or temporary spaces. This allows you to run detailed utilisation analyses, back charge reports and even graphical visualisations while keeping your space database consistent.

Scenario planning

Space planning is the complex process of balancing the demand and supply of space combined with the need for efficient utilisation and best support for the core business. Departments grow or shrink during time, impacting their need for space. Concepts such as shared workplaces, hotelling and project offices also impact the demand for space. Your core business determines what departments need to collaborate and be located near to each other. Also the supply of space will change during time by acquisition or disposal of real estate or renewed or disposed lease contracts. In this complex realm it’s clear that scenario planning is important to analyse and validate multiple scenarios for your space planning. Professional CAFM software supports both strategic and operational space planning scenarios with easy-to-use graphical plan boards, intuitive drag and drop functions, and immediate impact reporting of any change. This allows you to validate multiple future scenarios without interfering with your actual space management processes. And finally select and operationally implement your scenario of choice.

Jos Knops
Director Global Product Marketing