Last Updated on April 20, 2023 by asifa
Table of Contents
What Does Space Management Mean?
In simple words, managing, controlling, and supervising, the company’s physical space can be called Space management.
This kind of management includes concerns relating to space tracking and understanding the information on who requires the space, what kind of and how much is required, etc. Added to this, allocating and re-allocating the portion of space, including the arrangement of furniture, is what comprises effective space management.
The space management concept’s ultimate purpose is to improvise the collaboration among the workforce and provide them the required privacy and develop the firm’s overall dignity.
How Has The Space Management Evolved?
The evolution of space management can be traced neither of recent origin nor that of the ancient. The concept has witnessed considerable development over the years. However, the importance and need for such an organized form of management have come into existence with the technology’s growth and contribution.
The aim of managing the space is to provide a platform for the employees where they feel the comfortable and pleasant atmosphere to carry on their work more efficiently. Despite the fact that many organizations aren’t equipped with tools and solutions, they outsource the management to a reliable association. Or even better when there is a digital transformation similar to the transition from the manual human resources practices to the HRMS software and many others.
But then, when and how did it all begin? To answer this question, space management, falling under facility management, started in the 1970s. But the basic concern then was only the maintenance management and cleaning. Unlike today, there were no solutions or tools to measure the occupancy or even to monitor the space being optimally utilized.
With the development of the companies, changes in expectations and attitudes of the organizations as well as the employees, today there are many innovative solutions made available. And it was in the 1990s and 2000s that planning, allocating or re-allocating, and managing strategies began to flourish and highly implemented.
Why Do Organizations Need A Space Management Solution?
The organizations that have adapted to space management solutions likely have experienced a smooth and better working atmosphere than those who haven’t. Some of the benefits of getting acquainted with the space management solution can be understood as follows-
- Reduction In Expenses
Minimizing the costs incurred in the businesses’ smooth functioning has always been one of the management’s significant concerns. However, there are certain unnecessary costs involved unknowingly but which can be reduced with proper consideration. One such aspect is space management.
The management bears a huge expense in terms of accommodation and personnel of the workforce. With the effective use of space management, you can maximize the utilization of every inch of the workspace. The analysis of this can help you figure out the underutilized portion and ways to cut down the unnecessary expenses on it.
- Better Utilization Of Workplace
With an effective space management system, you can use the available space to the optimum. The system helps the organization to allocate and reallocate the setup and assignment of portions in a more efficient way. The more the place is organized, the more you can make optimum utilization of the space on which you are spending.
- Real-Time Space Management Metrics
One of the challenges in office space also is the flow of communication and maximum movement. When things are effectively organized and arranged in the workspace, it contributes to better transparency, and the overall communication is enhanced even across the metrics. It will indeed contribute to employee satisfaction and access to the data and information on a real-time basis.
- Secure And Centralized Storage Of Data
Handling the data and resources has always seemed to be quite risky, even more, when it’s scattered and decentralized. With the help of space management software, the facility manager can have access to the centralized data all in one place and reduce the risk of loss of data as well as real-time access, as and whenever he needs it.
- Pleasing Environment And Increase In Productivity
Can space management maximize productivity? As discussed earlier, as much as things are organized and well established, contributing to reduced confusion, the employee’s satisfaction is assured. And when the employees are happy and satisfied, their morale is developed, and they tend to be more engaged.
And I hope you know that engaged employees are always more productive. If there’s a chance available to achieve satisfaction and productivity together, then why not go for it?
Space Management Essentials
While trying to understand the space management concept, how can we let go of the essentials of the same? There are a few factors that are quite essential and mandatory when it comes to space management. Let’s see what they are-
- Goals Of The Organization
Every organization has its own goals, vision, and mission already set. And it’s quite essential. When discerning the implementation of the space management system, it is important to determine that the system’s goals don’t hinder the goals or the targets of the organization. But make sure that the alignment is smooth and acceptable along with the goals of the space management system.
- Planning The Strategies
Once the goals are set, there is a need to determine the strategies on how you want to go about the implementation. Strategic planning can give the management an in-depth understanding of the existing facilities as well as what’s desired.
- Employee Information And The Desired Process
While considering the space management system, it’s advisable to think in terms of the workspace and the workforce, as these are the two components directly connected with the implementation. Collect all the data related to the employees and the assets possessed to be aware of who and what things need the allotment of place.
This analysis not only helps you in understanding the statistics but also in conveying the same to the system vendor, who can help in organizing your workplace more systematically.
- Optimization Of Resources
When the strategic planning and gathering of information makes you aware of the available resources or already existing resources in the organization. Any organization’s planning and implementation will definitely be incomplete if the available resources are not optimally utilized.
As much as possible, organizations must make an effort for an effective optimization and management of resources for two aspects. They are a reduction of expenses and practical managerial function.
- The Tools
Once the goals are set, and the information is gathered, then it’s time to determine the tools and decide on how you want to move about it further. Tools are what brings things together. You will need your AutoCAD drawing to analyze the structure and the facility of your organization.
If you aren’t equipped with one, then you will have to figure out who can provide you with such information. It may include the building manager or the architect.
How To Find The Best Space Management System?
The evolution and growth of technology have given rise to many the opportunity to be innovative. This has paved the way for organizations to set up their own technical platform in which they are interested and are willing to create domain expertise out of it. Similarly, today there are a number of companies that deal in assisting the organization in managing their space efficiently.
But then, the several options available may give rise to questions such as – “ Which is the best?” “How to make the right choice?” “What factors to consider?” and so on. Here are a few tips mentioned that will help you determine the right option.
- Capturing The Workplace Data
The system that you would like to adapt for your organization should have the ability to capture the workplace data. Added to it, the system should also be able to capture from various sources. The sources include the IoT (Internet of Things) sensors in order to provide real-time data on space utilization and occupancy.
- Identification Of Space Across Multiple Metrics
The best space management system is also characterized by the capability of identifying space. Not just space but also the trends of utilization across multiple metrics. These metrics include – by site, the portfolio level, and across the various types of areas.
- Facilitate Agile Work Environment
The last yet vital factor in determining the system for space management is the system’ to facilitate the work environment’s agility. Apart from this facilitating agility, it should also support the other services of the workplace.
The primary goal of acquiring just one of the most prominent offices is far gone. The trend and the need are that the organizations are trying to figure out and determine the ways to optimize space utilization and strategizing it to be more cost-effective. And thereby enabling an appealing, pleasant, and the most dignified work environment for better productivity and the company’s overall progress.