5 things you need to know about workplace management
Sep 29, 2021
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Workplace management is an intricate but essential process. Facilities managers and company leaders responsible for fulfilling this role are in charge of designing, maintaining and elevating work environments that are efficient, comfortable and safe. Functional workplaces encourage productivity and limit barriers that get in the way of a company’s success, which is why good workplace management is so important.Workplace management is so much more than optimizing space; it’s a comprehensive strategy. From implementing a visitor check-in system that is both secure and welcoming, to giving workers a safe and fair way to book desks and meeting spaces, to improving lighting while reducing energy costs, good workplace management makes a huge difference.
The benefits of workplace management
There are numerous benefits to employing dynamic workplace management strategies. With a system that streamlines and automates, clients and managers are given more time to focus on the things that really matter (and they’re usually happier, too).
Higher morale
Employee satisfaction hasn’t always been a top priority, but that has changed drastically since the 2020 pandemic. Companies have devoted more attention to the needs and wants of their teams. If management continues to ignore the requests of team members, workers won’t hesitate to start looking for employment with a company that does care.
Employees and companies that have efficient spaces that cater to their unique requirements can get down to business right away. There are fewer roadblocks or distractions that get in the way of productivity. With smooth operations, workers are more comfortable in the office and more engaged throughout the workday.
Less manual work
Workplace management that incorporates a software platform and/or other user-friendly technology reduces paper and manual processes for facilities managers and staff. Automation reduces the time that management spends on logging data, printing out forms, filing paper, etc. Work orders are sent to the correct recipient - right away, and staff can submit requests or find office documents using their phone and an integrated workplace management software (IWSM) app.
Reduced overhead
Overhead is the ongoing business expenses that are not directly attributed to the work being done in the offices or building. Things like energy, HVAC, and plumbing use up a lot of a budget. Strategic workplace management can help reduce these sorts of costs by measuring the duration/amount of usage. If, after examining the data, you see it costs too much to keep the lights on all night, you can install motion sensor lights to offset the pricey bill.
5 things all companies and facilities managers should know about workplace management
While the concept of workplace management is not new, it is becoming more popular. As the work world continues to shift and evolve, workplace management will take on an increasingly important role for businesses that want to continue performing at a high level.
1. Workplace management aims to optimize experiences for everyone in the building
Workplace management targets efficiency and productivity in the office. Its scope easily extends beyond mere space allocation. Workplace management also takes health and safety, work activities and comfort into account. Logistics are a big part of workplace management.
2. It’s not just for large companies
It’s common for large organizations to have a workplace management system. That’s because big buildings or companies have more people, more space, and the same amount of time as every other business to figure out how to make the employee experience as seamless as possible. It’s essential for them to have a flexible and scalable system that will help maintain a productive and functional environment, no matter what’s happening. Workplace management processes help ensure workspaces or offices are not overcrowded, that they are equipped with the appropriate resources, and that they are still being optimized for use and productivity.
But workplace management is also important for small work environments. In fact, every workspace needs some sort of oversight and systems to function properly. Entrepreneurs and start-ups sometimes dismiss or overlook this aspect of their business because they feel four or five people can figure things out on their own. However, to compete with larger corporations, small companies need a solid system in place to give employees the absolute best workplace conditions. The last thing you want is office logistics getting in the way of growth. Disorganized work spaces impact two people, 100 people and 1,000 people. No matter the size, companies need processes that keep day-to-day operations simple and organized.
In some cases, an integrated workplace management software system can be used by multiple companies. This tends to work well for small businesses that share an office or a small building. A strategy like this helps ensure fair treatment and positive relationships between different organizations, and it’s cost-effective too.
3. Technology is transforming workplace management
Before software platforms came onto the scene, people in charge of workplace management made the most of paper forms and spreadsheets. But remembering to follow up on requests, tracking data, sharing updates, and managing regular repairs is a lot of work when you have to do everything by hand and memory.
Fortunately, cloud-based software like Office Control automates these recurring tasks and allows managers to do more in less time. This software is very easy to use; everything from office policies to building notices can be shared with recipients in minutes. Employees can download an app and access the platform from their phones for an additional layer of convenience. It doesn’t matter where people are working from - they still get the message.
Having IWMS is appealing to facilities managers and to companies that want to work smarter. They can access tools such as online work orders, visitor management, analytics, and other solutions that help them resolve issues right away, and stay focused on the things that really matter.
4. It aligns people and spaces
Offices that are well-managed tend to be more inviting. That’s a big deal for companies that are trying to transition workers back into the office. People want to know that they will be able to have a desk that gives them enough space. They want a desktop that’s running well and ink in the printer. And they want more than one type of workstation since they work alone some days, and work collaboratively other times.
A workplace management system that incorporates IWMS can certainly help to create a space that considers the people working in it.
5. Good workplace management leads to long-term success
At its core, workplace management optimizes spaces, items and processes to support human productivity and success. This strategy works much better than asking employees to adjust to whatever conditions currently exist at their workplace. Flexibility and simplicity are essential in today’s workplace. Workplace management helps ensure those qualities are preserved.
When people can work comfortably in their place of employment, they are generally happier and more productive. They spend less time trying to figure out how to fix problems unrelated to their job, and more time helping their own clients or achieving their own goals. Staff are also less like to leave a company that they like. Less turnover is always a good thing because fewer resources need to be allocated to rehiring and retraining. Proper workplace management benefits individual employees, management teams, and entire companies.