8 features to look for in space management software

As we navigate an unprecedented era of hybrid work, optimizing your office space is more critical than ever. Your employees are likely splitting time between the office and home, hoteling desks, or reserving different meeting rooms every week. As a facility manager, keeping track of movement within the office is paramount, but unreliable data and poor office visibility can make it impossible. 

Space management software has become indispensable for businesses to visualize, analyze, and strategize their workspace utilization. Whether you’re managing a bustling corporate campus or a small-scale co-working space, a space management solution with the right features can improve productivity, reduce costs, and enhance employee satisfaction. 

So, what are those “right” features? Let’s explore the essential components you should look for when evaluating different space management platforms. 

Why workplace management tools are essential

Space management systems provide unique insight into office operations, from employee presence tracking to hot desking. But why else should decision-makers invest in this software?

Data-driven decision-making. Making organizational decisions can feel like a guessing game without a workplace management tool. The most impactful office management tools offer robust reporting, providing metrics that can’t be attained manually. 

Cost savings. Optimizing space utilization reduces real estate costs, energy consumption, and operational expenses. Having detailed, real-time data you can trust removes the stress of making major financial decisions. 

Improved productivity. With a workplace management tool, you can see precisely when, where, and how employees prefer to get work done. By leveraging this data, leaders can tailor their office layout to the people who matter most—their employees—and create a work environment that promotes productivity.

Critical elements of facility management software

Office space management tools make the workplace experience more enjoyable and easier to monitor, but choosing the right platform can be daunting. What should you consider when looking for the best space management software for your business? Does one platform work better for a hybrid workplace than another? What about for a co-working space?

No matter what your office looks like, when selecting a space planning tool, you’ll want to ensure it includes the following key features:

1. Advanced analytics and reporting

When choosing your tool, go beyond basic occupancy tracking. Look for software that offers in-depth analytics, such as heatmaps, utilization trends, and space demand forecasting. These insights allow you to identify opportunities for optimization, make informed decisions about space allocation, and anticipate future needs.

By reducing the manual overhead of tracking and reporting, organizational leaders can focus their efforts on more pressing company objectives.

2. IoT and sensor integration

Picture an office space where employees are automatically checked into their reserved desks simply by walking through occupancy sensors.

You want a tool that can seamlessly integrate with the existing technologies in your building. Leverage the power of the Internet of Things (IoT) to gain real-time insights into space utilization and environmental conditions. Integrate sensors to track occupancy, monitor temperature and lighting, and automate building systems for optimal comfort and energy efficiency. 

Integration capabilities help you identify underutilized spaces, optimize cleaning schedules, and create a more comfortable and sustainable workplace.

3. Employee-centric features

If one thing became abundantly clear in the wake of the pandemic, it’s that employees are the lifeblood of business. Space management tools offer a long list of benefits for business owners, but you should never overlook the positive impact they can have on your employees. 

An employee-centric workplace stems from companies putting their people first, trusting that productivity and revenue will follow. 

Workplace management tools empower employees to find and reserve workspaces, navigate the office, and collaborate effectively. Features like mobile apps, interactive floor plans, and wayfinding capabilities create a seamless and user-friendly workplace experience. When employees can choose where and how they work, employee satisfaction will undoubtedly increase.

4. Scenario-planning and “what if” analysis

The ability to model different space configurations and test various “what-if” scenarios is crucial for strategic planning. Look for software that allows you to visualize potential changes, assess their impact on space utilization and employee experience, and make confident decisions about office design and layout. 

Look for interactive drag-and-drop tools and intuitive visualizations that allow you to easily experiment with different arrangements to see what works best for your office. Advanced scenario planning dashboards even let you simulate the flow of people and resources within your workspace, helping you optimize traffic patterns and create a more efficient and productive environment. 

5. Space utilization forecasting

A non-negotiable feature of workplace management tools is the ability to forecast space utilization. Choose a platform that allows you to anticipate future space needs based on historical data and occupancy trends. Predictive analytics features will help you make proactive decisions about space usage, avoid overcrowding, and maximize your real estate investments.  

Do you have a meeting room that’s been collecting dust for the past several months? It might be time to revisit your real estate portfolio. Do all of your employees naturally gravitate to one side of the office? Maybe it’s wise to spread out your workstations a bit more. 

6. Customization and configurability

Every organization has unique needs and processes. Your space management software should adapt to your business requirements and evolve alongside your organization. Look for a platform that offers high flexibility and reconfigurability, empowering you to tailor workflows, reports, and dashboards to match your specific needs and preferences.

Look for software with the functionality to create custom fields, automated notifications, and role-based access controls to ensure the system perfectly aligns with your organization’s culture and operations.

7. Room and desk booking

Hybrid work arrangements are becoming the norm, making it challenging to keep track of who is in-office and when. Different departments likely have different workstation requirements, allowing some teams to work remotely while others must be on-site. With this constant flux, organizational leaders need a tool to track desk reservations and room usage in real-time. 

Look for software that offers a user-friendly booking system with features like room reservations, capacity limits, and integration with calendar applications. This empowers employees to choose the workspace that best suits their needs, optimizes space utilization, and streamlines scheduling and resource management.

8. Visitor management

Your employees aren’t the only ones who will use your office space — managing visitors efficiently and professionally is essential. Choose space management software with visitor management features that will streamline the check-in process, track visitor activity, and ensure a positive guest experience.

These features could include pre-registration for expected visitors, automated notifications to hosts, digital visitor badges, and real-time tracking of visitor locations within your workspace. By implementing effective visitor management practices, you can create a welcoming and secure environment for everyone who enters your workplace.

The power of a comprehensive solution

When you consolidate your space management efforts into a single, integrated platform, you eliminate data silos, streamline processes, and gain a holistic view of your workspace. From real-time occupancy and utilization insights to predictive analytics that inform future planning, space management software provides the tools to make data-driven decisions and maximize the value of your real estate investments.

By identifying and eliminating underutilized spaces, optimizing layouts, and automating building systems, you can significantly reduce real estate costs, energy consumption, and operational expenses. These savings can be reinvested into initiatives that enhance employee experience, drive innovation, and support your company’s growth.

Ready to transform your facility? Request an OfficeSpace demo and learn how you can transform your workspace with intuitive space planning tools and real-time presence data.