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meeting room management software
March 30, 2023

Why you should start using office space management software ASAP

If your organization is like most others, then it’s safe to say that real estate is probably one of your largest expenses — and one of the best ways to reduce unnecessary costs. The only way to do so is by managing your space efficiently and improving space utilization, which means you need to have insight into how your spaces are being used.


The simplest way to get these insights? By using space management software.


Keep scrolling to learn more about the seven key benefits of space management solutions and understand what a smart workplace solution like QUBIC can do for you!


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Generates reports with metrics and shareable insights


How do you determine the right path forward for your space without any contextual data? Just like any company leader would look at all aspects of a business before deciding their next steps, property owners and managers need to have a clear idea of how much space they have and how it’s currently being used.


Space management software simplifies the entire process by aggregating data and providing clear insight into the space utilization and allocation of a workplace. You may even be surprised to find the subtle areas ofunde rutilization that go unseen on a daily basis!


office floor plan
Source: The Oakleaf Group

Simplifies forecasting and planning


So now you have a clearer picture of your space utilization from the relevant data, you’re better equipped to make confident ROI-driven decisions about forecasting and planning everything from budgeting to asset allocation for your space in the future.


In addition to forecasting and planning for space management, such software solutions is vital for cost management for the reason that it helps property owners view their facilities as a potential revenue stream as well as an opportunity to reduce unnecessary costs. Once you start defining the various monetary aspects of a space, you unlock the potential to modify them and optimize your space.


office space roi
Source: Mashvisor

Enables easier portfolio management


While it’s important to see things from a grassroots standpoint to ensure the smooth day-to-day running of a space, most property managers also need to understand each space from a cost-benefit level, aka how much each space costs and its revenue-generating abilities, in order to make higher-level decisions about each space.


This is particularly useful when you have multiple spaces to manage –  having a top-down view to see the true cost and return across your entire portfolio, along with the additional insights provided by the space management software, makes it easier to see how each space is performing in comparison to each other.

office teamwork
Source: Mindspace


Streamlines employee wayfinding


Space management isn’t only about managing the facilities within the workplace, it also involves supporting the employees using them. By integrating smart space management software with an organization’s employee directory, you provide an additional way for employees to find each other within the office and direct them to an available space according to their needs, all of which culminates in an effort to streamline the day-to-day work life of your employees so they can focus on other tasks at hand.

desk booking system
Source: EnergyAustralia

Decreases energy usage


Another subtle benefit of investing in space management software is its ability to highlight a room or area of your workplace that is rarely used throughout the work day so you can pinpoint energy ‘black holes’ and reduce the amount of energy devoted to those spaces accordingly. After all, it doesn’t make sense to have the lights and air conditioning on in an empty room all day every day does it? It’ll help you save money and is better for the environment as well!

sustainable office
Source: StrongProject


Adapts your workplace for more modern ways of working


It’s clear to see – the workplace has evolved significantly over the past few years. Gone are the days of crammed office floors as today’s workforce transitions towards open plan offices and a more flexible way of working. According to a study by Strategy Analytics, 42.5% of the global workforce will be made up of mobile employees by 2022, so it is crucial that the workplace reflects that.


The insights generated by spatial management software makes it easy for property managers and owners to understand what types of spaces they’ll need and supply real-time user data allowing you to make adjustments as needed. At the end of the day, the use of space management software will be fundamental in bolstering your organization’s capabilities to be flexible according to the short- and long-term needs of your workforce.

workplace satisfaction
Source: SHRM


Boosts employee satisfaction


A happy employee is (more likely to be) a productive employee, part of which is having a comfortable office conducive to work. This could range from ensuring employees have enough desk space to creating communal spaces where office workers can take a break or socialize. Space management software enables property managers to allocate such spaces and build a strategy centred around their workforce’s needs.


The use of such software is even more relevant in the post-COVID era as people worry about being crammed into an office with other people. Space management software helps employers allocate space to ensure employees are safely spread out and reassure your employees that their wellbeing is held in high regard, which in turn increases their mental health and loyalty towards your organisation.


So how do you choose the right space management software?


Now you’re fully up to speed on all the benefits space management software can bring to your organisation, the next step is to find the right one. That means you need to consider software that:

  • Can be seamlessly integrated with your new or existing technologies, such as office pods or facility management apps
  • Generates extensive, comprehensive reporting
  • Shows you user data in real-time so you can track the efficacy of your spaces
  • Enables you to strategically plan space usage

With rent prices skyrocketing across the world, there is no time like the present to ensure you’re optimizing every square inch of your workplace to make it work for you. Try out our free Space Management Software today so you can manage all your office assets like desks and meeting rooms, replace clunky and manual booking systems, and start making data-driven decisions on your space. Learn more here:

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