What is office space management?

Businesses are always looking for ways to run more efficiently and increase output, and that extends to the office space they rent too. Businesses want to use data, not guesswork, to optimise space. A key strategy available to businesses is managing the physical office space to ensure it’s being used as efficiently and effectively as possible. Organising hot desking, booking private rooms and managing calendars is the sort of admin which many people have to deal with and it’s often seen as a waste of valuable work hours. Innovative technology can be used to support businesses with office space planning and help to solve these problems. In this post, we explore the fundamental principles and strategies which can be utilised for effective office space management.

What does office space management involve?

An office space management system allows businesses to analyse, track and manage workflow within a physical office, giving employers the opportunity to organise everything! By monitoring real-time data and extracting insights, you can set up everything to be as efficient as possible and be future-ready with any potential changes. You’ll be able to consider occupancy, manage storage and improve asset utilisation whilst creating a working environment which is productive and pleasant for employees.

Utilising your current office space

Times have changed and many people no longer work the traditional 9-5 within an office. There’s hybrid working and flexible hours, which are great for working parents, anyone returning to work or employees with a long commute. Office space management can make sure that occupancy is at the correct level. You don’t necessarily need to rent a huge office. Instead, space management technology can help you stagger “in-person” contact and mean that you require less space, increasing employee satisfaction and decreasing building costs. Existing spaces can be optimised and resources can be reallocated.

There’s also an environmental benefit. Office space management used in conjunction with energy management software can track energy usage when heating, air conditioning and lighting is needed – and when it’s not. This provides opportunities for savings and reduces your building’s carbon footprint. Office space management software can render floor plans for this purpose and create comprehensive space visualisation.

Buildings need to adhere to various safety regulations and office space management software makes sure that everything is compliant. It can also flag potential issues, monitor compliance and remind you when anything needs to be updated.

Ensuring the layout leads to productivity

Different people have different working patterns and your office space needs to be supportive and accommodating. Effective office space management is all about finding ways to use the area you have to benefit your employees through the various parts of their routines. For example, the technology can be used to create “team zones” for easy collaboration; informal spaces for quick communication; cubicles where private, complicated or challenging work can be completed without distractions and dedicated meeting rooms where formal meetings can be held. Employees and managers can book desks, rooms and other spaces via an online portal, which allows them to have a degree of autonomy and responsibility.

Managing furniture and equipment

Effective office space management can help to reduce expenses in a number of ways. By offering flexible remote working and using data to extrapolate what is used and when, you can curtail the amount of office space, furniture and equipment you have. This is a great way to curb expenditure. You can monitor what is used and sell off unnecessary or outdated devices, so your team has access to what they need and you don’t have to rent out space to store clutter. By using insights from the data, you can anticipate your employees’ requirements and create a more pleasant and functional workplace.

Why is office space management important?

Having a pleasant and productive workplace is great for a company. Employees work best when they have a calm and supportive environment which has everything they need and understands their requirements. Communication with employees is crucial, as is information taken from office space management software. Used correctly, you can increase productivity, collaboration, profitability and increase employee satisfaction.

Keeps the office organised

Offices which are well organised run smoothly, are more pleasant to work in and can adapt to change easily. They also have lower expenses and higher output. To achieve this, it can be useful to monitor the usage of furniture, equipment and other assets, so you can get the things you need and dispose of the unnecessary.

Reduces cost

Businesses need to use capital effectively and minimise wastage. Using a space management system to strategise the available space, map out floor plans and seating charts will assist in identifying under-utilised spaces and ultimately result in cost savings.

Effective office space management can also ensure that you don’t buy or store unnecessary equipment, creating further savings.

Increases workspace efficiency

Giving employees a clear, user-friendly way of booking their space and organising their days can improve their efficiency. With flexible and hybrid working, employees’ days will shift to suit them. They can then organise their work schedule so they’re at their most productive and can collaborate or book quiet time as they require. Trusting employees to set and manage their own schedules gives them a degree of autonomy and responsibility.

Workspace efficiency can help workers meet their needs. You can track the usage of desks, meeting rooms and other zones to make sure they’re not getting crowded and re-allocate employees if required.

Improve your office space with MRI Software

If you’re keen to reap the benefits of effective office space management, MRI’s space management software can help you make the most of every square foot in your workplace. Data-driven insights allow you to effortlessly manage occupancy levels and equip your team to plan their time on-site and book the spaces they need. With robust reporting you’ll gain valuable awareness of how your spaces are used, with all you need to start making smart decisions about your spaces that will exceed your employees’ expectations, drive cost savings and increase efficiency.

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