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Understanding IWMS: Successfully Reduce Expenses and Increase Productivity

Thursday, Dec 29, 2022
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Efficient workspace planning is mission-critical now that companies are embracing new hybrid work models. An integrated workplace management system (IWMS) acts as a single access point for all facility maintenance capabilities to help companies transition to their new work models.

Companies must prioritize health and safety as they look to get employees back through the door. IWMS software gives companies access to the information they need to plan safe and efficient workspaces. The best part? That’s just one way IWMS software can empower your hybrid workplace model.

What Is an Integrated Workplace Management System?

An Integrated Workforce Management System, also called IWMS software, is a part of the next generation of facility management solutions. Similar to how Apple upgraded consumers to the smartphone, IWMS company, Smarten Spaces, aims to ‘smarten’ company workspaces. We do so by offering advanced workplace management features like hybrid workforce scheduling, building access, and occupancy control.

IWMS software is invaluable in helping companies create hybrid workplaces, save money, become more efficient, and improve the overall employee work experience. Your IWMS software should consist of the following core capabilities:

  • Real Estate And Lease Management: Used to manage real estate assets, from acquisition to disposal.
  • Facilities And Space Management: Companies use this function to manage physical spaces, such as booking, and scheduling rooms.
  • Asset & Maintenance Management: Companies use the maintenance management component to schedule preventive maintenance, create work orders, and manage parts and inventory.
  • Capital Project Management: Capital project management refers to the planning and executing of building projects. This includes construction, remodeling, and workspace expansion projects.
  • Environmental Sustainability: This function measures energy usage. Companies use this information to track energy-related costs and identify areas of energy waste.

Typical users of an IWMS include corporate real estate managers, facilities managers, and maintenance managers.

How Does IWMS Help Reduce Workplace Expenses?

An IWMS can lower the cost of facility management by housing various space management needs within one centralized hub. Utilizing this type of system provides companies with insight into their space utilization. This helps them identify inefficiencies and underused or wasted space. Eliminating or reconfiguring these areas saves on real estate costs. Not to mention, unused space wastes energy.

Managing the workplace layout more efficiently reduces utility bills and further compounds the system’s cost-effectiveness. Furthermore, facilities management tools help companies plan for preventive maintenance. Preventive maintenance minimizes the risk of system failure and downtime. Deploying an IWMS saves money and paves the way to increased workplace productivity.

How Does IWMS Help Increase Workplace Productivity?

The overarching goal of an IWMS system is to simplify facilities management processes. The insight an IWMS system provides empowers companies to build efficient workspaces to improve the employee experience without burning cash to get there. Better optimized spaces and happier employees mean a more productive workflow. Additional ways an IWMS improves productivity include:

Faster Decision Making

IWMS systems consolidate information into user-friendly dashboards and reports. With all of the data available in one system, managers can more readily make business decisions.

Highlighted Opportunities for Space Efficiencies

Facility managers can leverage the data in an IWMS to identify trends or problems. This is particularly true for finding workplace space efficiencies that are costing you money.

Optimized Workflows

Using IWMS software automates functions that once relied on manual labor. Facilities managers can now spend their time strategizing rather than inputting data.

Simplified IoT Reporting

IWMS software simplifies IoT reporting by keeping track of facility resources. A workplace management system centralizes information about your facility’s unsung heroes, including:

  • Water Meters
  • Fire Detection Systems
  • Energy Meters
  • Elevators
  • HVAC Systems
  • Lighting
  • Access/Security Devices

An IWMS—combined with IoT and analytics—empowers companies to create more engaging workplace experiences, no matter where their employees are working from.

IWMS and the Hybrid Workplace: How It Works

Hybrid workplaces allow employees to rotate between working remotely and onsite. For example, an employee may work from home three days a week and handle business in the workplace for the remaining two.

Adapting facilities to accommodate hybrid workers during onsite days comes with space planning challenges. Using digital technology such as an IWMS is key to addressing these challenges.

Optimize Space Usage

Integrated workplace management systems let companies visualize who is going to sit where. This enables companies to reconfigure workspaces to be more efficient as various teams return to the workplace.

Automated Building Management

Integrating IoT devices with the IWMS lets companies control climate conditions throughout the building. The company can automate climate conditions to ensure employee comfort and reduce utility bills.

Plan Workplace Health and Safety Tasks

Knowing when and how employees use workspaces can help inform cleaning schedules. This keeps the workspace sightly and hygienic without disrupting workflow.

Booking and Reserving Workspaces

Hybrid workers need to be able to see space availability. A workplace planning system lets employees search for available space and reserve it accordingly.

Bring the Smart to Your Workplace With Smarten Spaces

The new hybrid workplace demands smart building solutions to manage facilities’ space planning, climate, accessibility, maintenance, and more. IWMS cloud-based technology integrates with IoT devices to help companies manage their facilities via real-time data. Needless to say, IWMS systems are instrumental in reducing costs, increasing workplace productivity, and ensuring an efficient transition to hybrid workplaces.

Smarten Spaces is a comprehensive digital workplace solution designed to let your business take advantage of the newest capabilities in facilities management. With Smarten Spaces, you can manage all of your facilities from one comprehensive platform. Is your business ready to send your hybrid workplace to the moon with smart technology? We’ve got you. Contact us today to schedule an interactive workplace demo.


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