CAFM, IT & TECHNOLOGY
SOFTWARE UPGRADE
Penny Brinsley, Account Director at Service Works Global, explains how the use of a connected CAFM system with room booking and management software helps with workplace management.
The way we use the office has changed into a space made for collaboration. With teams coming to the office to have in-person meetings, meeting rooms and group spaces have had a boost in popularity. However, it has been found that 27% of meeting room usage is without formal bookings, resulting in 18 million minutes of ad hoc time.
We need to be better in how we track meeting room usage, especially with different office occupancy rates on different days of the week. Integrating room booking systems and space management software have become popular additions in the FMs toolkit to manage meeting rooms.
Space management software Comprehensive space management software enables FMs to view the space they manage, its current layout and the location of assets and equipment. It allows them to model ‘what-if’ scenarios to assess alternative space layouts and how they could improve workplace productivity and team interaction.
When combined with a computer-aided facilities management (CAFM) system, including feeds from sensors across the office, the software can identify which areas are used the most or the least, and how those spaces are being used. Strategic decisions for the workplace can be made based on this data. For example, if sensors show that one office area is rarely used, this can help inform the case for potential downsizing and reconfiguration, as well as asset and energy management strategies.
On the other hand, if the data identifies a particular meeting room with heavy footfall throughout the week, FMs can adapt strategies including cleaning schedules to ensure the meeting space and its assets are kept to a high standard.
As the workplace continues to adapt to the needs and wants of workers, space management software can help with the changing nature of the office. If employees request more collaborative workspaces, for example, FMs can create a digital map of how the workspace can be organised to create the optimum workspace that supports this.
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Room bookings Having a room booking platform is another way to enable better workplace management. Busy office rooms require excellent scheduling to ensure everyone’s meetings go to plan. For example, operations or cleaning teams can advise FMs how quickly meeting rooms can be turned around between slots. This information can be used to manage better booking schedules, including set up and turn around cleaning times integrated within the booking.
You can also include added extras to create a seamless experience. For example, if technical support or catering is required, these additional requests can be added to the booking. Services and catering can be cross charged to other departments or third parties who are hiring the meeting space.
Visitor management To create the best workplace experience, and support health, safety and security strategies, visitor management is also a top priority. Room booking software can be expanded to incorporate visitor management capabilities, supported by wayfinding in larger facilities.
When an employee books a meeting space, they can indicate who is attending the meeting, including external visitors. This informs the front-of-house team who is coming, at what time, and who they are meeting with. Many businesses choose to integrate visitor booking technology with self-service screens, whereby a visitor can easily check in and out via a touch screen. The use of IT and CAFM systems such as these helps create a seamless and secure workplace experience and allows front-of-house teams more time to focus on other duties.
The use of space and bookings management software can help FMs deliver great workplace experiences, especially when integrated with new technologies. It allows businesses to quickly adapt to new ways of working, ensures maximum productivity, fosters collaboration and provides insightful data about the use of the space, informing better decision-making.
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