Are you optimising your workspace?

Written by: RWFM

Last updated on: 25 Oct 2019

Space management has become an integral part of your business’ day-to-day practice. If you’re looking to get the most out of your money, it’s important to optimise your workspace to its full capacity. Managing your facilities is not an easy task. It requires accuracy at each stage to ensure your space is efficient and cost-effective.

Workspace management

What is space management?

Space management refers to how an organisation keeps track of the physical space they occupy. There are four key components of space management. Real-time records, space optimisation, reducing costs and insightful data.

It requires data gathering and analysis to create a strategy that manages the functioning of your space. Your strategy should include cost per square foot, desk placement, number of employees, and resource performance. To be effective, it should combine your workforce and workspace. Ensuring they work seamlessly to optimise productivity and efficiency.

Space management software

Every business manages their space in some way. Traditionally, keeping track of your workspace is achieved using spreadsheets or desk charts. While this method is simple, it’s difficult to manage real-time changes and gain accurate recordings when your time is in short supply.

Implementing space management software is an efficient and cost-effective solution. The right software should provide information about the layout, space and square footage of your workplace. A CAFM (Computer Aided Facility Management) system automates and collects facilities management information. You can feed your energy, data, connectivity and furniture costs into the system to give you visibility of your space.

CAFM systems allow you to analyse your everyday processes. You gain a clear understanding of workflow, under-performing software, and unused space. It’s a waste of money if employees spend valuable time waiting for the printer, changing workstations or reaching for resources.

Most importantly, your technology should not prevent you from achieving your goals. Where the data shows capacity for change, you should upgrade your software and reallocate resources. This ensures your space actually fulfills employee needs. Automating the process saves administration time and money.

Optimising space effectively

Using software management data, you can identify wasted and unused space. To get value per square foot, you want every inch of your office space to serve a purpose. This can help improve your employee retention. A workplace that meets their needs makes your staff more likely to stay at your company.

Don’t assume that you need to move to a bigger space if the data shows you’re not performing at full capacity. Bigger is not always better. You can have a great workspace if you use your resources wisely. Think cleverly. If you have a large storage unit that’s occupying a desk space, you could use wall shelving instead. This frees up floor space for another use that provides value.

It’s not just about floor space. Your energy, lighting, sound and heating are all important components in space management. You can reduce your cost and consumption with improved design and systems. Look at your data to understand if there are areas that can change. For example, you can reduce lighting costs by maximising natural light and window space.

Using the right space management software, you can optimise your workspace, improve employee productivity and save significant costs.

To improve space management of your workplace, contact us for a free consultation.

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