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How Space Management Software Works?

To understand how a space management software works, it is first important to know what space management is. Space management is all about the planning, organization, directing, controlling, and coordinating of the physical space inventory of an organization. There is no one single way by which organizations manage their space. There are those that are still stuck in the old pen and paper system, while others are way into automation through space management software.

The software helps in tracking and maintaining space inventory and occupancy information such as the amount of space an organization has, how much will be needed in the future, and reporting on space data such as space allocation and charge backs.

Types of Space Management Software

When discussing space management, it is typical to hear terminologies such as integrated workplace management system (IWMS) and computer aided facility management (CAFM).

CAFM evolved way back in the 1980s. Its purpose was to automate via personal computers the collection and maintenance of facility management information. It gives managers the tools they require to track and report on various aspects of their facility’s information.

On the other hand, IWMS, which is much like CAFM, is an enterprise solution that supports planning and design, as well as management of the physical real estate of an organization. Through this software, organizations can fully optimize the administration and usage of workplace resources. Additionally, it communicates vital facility information throughout the organization.

Normally, companies such as Collectiveview offer both CAFM and IWMS because the two types of software are not identical. While IWMS allows for sharing of information between everyone within the organization, CAFM is limited in its capacity to distribute information and cannot reach those outside facility management.

In addition to the above, there is computerized maintenance management systems, which is nothing but a database of information about the maintenance operations of an organization. Information in this database includes asset management, preventive maintenance, management of work orders, and inventory control.

Why Organizations Need Space Management Software

The simplest reason why organizations require space management solutions is to enable them to automate their facilities processes to reduce occupancy costs. With proper management, organizations can optimize the existing spaces and thus enhance overall productivity in the organization. The automation frees up valuable resources, thereby allowing organizations to redeploy or cut down on unnecessary expenditures.

Managing facilities using Excel spreadsheets or walking across the floor with a pen and paper to establish occupancy can be time consuming and grossly inaccurate. When you employ software such as CAFM or IWMS, you will quickly realize how efficient your management becomes.

When choosing space management software, make sure you go for one capable of managing change, because the space management environment is constantly changing. Flexible software tools can help in change management. The software should also be able to calculate space in many ways to reflect industry, regulatory, and internally developed standards for space classification.

The software should also be able to visualize space. Floor plans must be tightly integrated with the space management platform and secure access provided to any person in the organization team who needs to update data, view information, or make a report associated with the floor plans. As a centralized source for facility information, the space management software must allow for collaboration anywhere and at any time.