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October 28, 2014

3 requirements for professional space management

CAFM software supports space and facility managers in using and planning their space. To ensure best utilization of your valuable space, three core requirements need to be supported by your CAFM software.

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1. Time travelling
Professional space management is not just about now (the actual space utilization) but also about the future (the planned space usage). Even the history of space usage is important for analyses, KPI’s, and financial back charges. With time travelling you can simply set a reference date to view and analyze the space utilization at that 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 into space usage and vacancies and allow you optimize your space utilization. In addition to the utilization 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.

2. Space sharing
In search for efficiency, shared and flexible use of space has become common in most organizations. Multiple departments use the same space, partially, at different moments in time. To ensure the flexibility you need for the best space allocation, a professional CAFM solution must support both time travelling and partial space usage. Departments can be partially allocated to a space (based on what percentage they use the space), 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 utilization analyses, back charge reports, and even graphical visualizations while keeping your space database consistent.

3. Scenario planning
Space planning is the complex process of balancing the demand and supply of space combined with the need for efficient utilization and best support for the core business. Departments grow or shrink during time, impacting their need for space. New concepts like shared workplaces, hotelling, and project offices also impact both the quantitative and qualitative demand for space. Your core business determines what departments need to collaborate and located near each other. And also the supply of space will change over time through acquisition or disposal of real estate. In this complex realm, it’s obvious that scenario planning is of extreme importance to analyze 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.

Jos Knops
Director Global Product Marketing