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.Learn more
Successful Workplace Management Strategy
Workplace management covers all facilities, assets, services, technologies and processes that enhance the workplace experience. With enhanced workplace management, organizations aim to achieve greater efficiency and productivity, as well as financial benefits.
Workplace management exceeds the scope of traditional facility management functions as it aims to enhance workforce productivity and collaboration. It is a strategic instrument to support business goals and provide measureable value. Workplace management is a continuous process that allows organizations to aim for the optimum in workplace performance.
Whether it’s the management of a single desk or of complex worldwide real estate portfolios, workplace management encompasses all the processes that optimize your workplace; from strategic planning to operational utilization, from catering to security, and from maintenance to services management.
In addition to increased productivity, professional workplace management can contribute to cost efficiency and reduction. For example, spaces and workplaces seem to be well utilized, however research shows that their occupancy is just between 50% and 60% on average. Expensive facilities like meeting rooms, fleet or special equipment have low occupancy rates relative to their costs.
Improving workplace utilization, including space, is in many cases driven by the introduction of new workplace concepts. Innovative organizations aim to increase collaboration and productivity with activity-based workplace concepts and services, allowing people to decide where, when, how and with whom they work.
Learn more about workplace management software
Articles & white papers | 10/24/2016
Calculator - Is your meeting room capacity sufficient?
Demos | 08/01/2017
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.Learn more
Articles & white papers | 01/12/2017
Book - Work on the Move 2
Work on the Move 2 is the follow-up to the well-received publication Work on the Move which was published by the IFMA Foundation in 2011. 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.Learn more
Three levels of workplace optimization
Integrated Workplace Management Systems (IWMS) support organizations in their continuous search for workplace optimization on three levels:
1. Strategic level of workplace management
On a strategic level, workplace management ensures a full, long-term alignment with the company’s strategy, both in business strategy and workplace strategy. Business growth, entering new markets, cultural and demographical aspects, HR policies - they all impact the size and type of your workplace offering. Workplace strategies include transformations from fixed to flexible or shared workplace concepts, new collaboration concepts, and policies around working from home. These all impact your future needs for real estate, space, facilities, services and processes.
In addition to portfolio and actual space information, an IWMS contains valuable occupancy and utilization information that is of great importance for strategic decision making. Strategic space and workplace planning functions allow you to forecast future needs and create scenarios regarding different workplace concepts. As a result, you ensure maximized alignment of your workplace strategy with core business goals.
2. Tactical level of workplace management
At the tactical workplace management level, the aim is to implement the chosen strategy successfully, monitor and validate workplace performance continuously and improve where needed. This process includes all space and workplace optimization projects ans well asmanaging changes that are initiated by the business.
An IWMS supports tactical workplace management with a wide diversity of utilization, occupancy and cost analyses, and tools to plan and manage any change. In most cases an IWMS includes integration with Computer Aided Design (CAD) systems to visualize actual and forecasted utilizations. Project management, move management, scenario planning, and financial back charge functions complete the toolbox for space and workplace managers on a tactical level.
3. Operational level of Workplace Management
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 discover that a a meeting room they had reserved is being used by someone else. 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, and even the ability to book a flexible workplace “on-the-fly.” That information, combined with sensor technology leads to a powerful combination, helping people find an appropriate, available workspace while giving facility managers the tools they need to reduce building vacancies and align services and energy consumption 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 intelligent a building is, the more information is available about its actual usage. Security systems, IT networks and Building Management Systems (BMS) can give facility managers high level data on occupancy to discover patterns and predictions for the future. The recent advent of sensor technology will improve the accuracy of this data. There are now affordable sensors that 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 In finding the right workplace at that moment. Cooperation between people and technology is required to fully support the agile workforce so you can find an available workspace, locate your team members, or arrange to meet your team now.
Communication with a building’s users about workspace availability 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. High level capacity and availability information can be provided via an IWMS app. In the building, people are guided via screens with indicators of availability via a floor plan showing information on workspaces and rooms that are either occupied, reserved, or 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.