What Is Workspace Management & Why You Need It?

17 Jul 2023

Workspace management is a method that firms use to increase staff productivity and efficiency while lowering expenses and improving business performance. According to the most recent CBRE data, prioritizing wellbeing enhances productivity by 10% on average.

Assume you have a restricted amount of room for 100 employees. You must research the ideal arrangement to ensure that everyone has their own workplace. Then, make sure that each desk has enough light, a computer plug, and that the room has an appropriate air conditioning system. But that's only the beginning; there's so much more you can do to make employees feel at ease and satisfied.

1. Is workspace management the same as facility management?

Workspace management is a "discipline" of Facility Management in some ways. Because FM affects employee productivity, satisfaction, and motivation, there is a strong overlap between the two. One study discovered that when the temperature is between 20 and 25°C, workers make less typing errors. Another study discovered that humidity levels are related to stress.

Figure 1. Workspace management

However, while 'pure' FM focuses on more technical and measurable issues (for example, how to optimize air conditioning or relative humidity in the above example), workspace management expands into additional aspects. For example, how can we optimize space so that teams can collaborate? How do we separate areas so that people can phone and videoconference?

Comfort, in addition to functionality, is important. As a result, the workplace manager can establish common leisure spaces (such as yoga rooms or sports facilities), administer the business canteen or day care center, install vending machines, and provide coffee or fruit in the middle of the day. With the emergence of hybrid working, they now have the responsibility of ensuring that the facility is ready for flexible hours.

Of course, workplace management differs based on the type of business and facility (for example, an office building, a call center, a hospital, a research center, a co-working space, a factory, and so on). However, workplace management is generally in charge of:

The layout of the area and physical ergonomics
The optimization of available space
Workplace safety
Future needs planning
Fostering a positive working environment
Cost management and financial analysis
Resource management and automation.

2. Why should you use workspace management software?

All asset and site information, including repair and cleaning requests, energy use, and asset history, is centralized via workspace management software. Bringing this data together reduces "silos of information" and allows you to analyze vulnerabilities that can be improved and areas where resources are being wasted.

a) Mapping spaces and assets

The ability to map all structures and the location of assets within each one is the first advantage of employing software. The Polytechnic Institute of Viana do Castelo, for example, can use Infraspeak to administer the university's facilities in four separate towns.

b) Monitor all assets

You can monitor all equipment and check compliance with scheduled maintenance by using a single platform. Furthermore, knowing where each asset is in the asset life cycle helps you to adapt the maintenance plan.

c) Manage available space

Is it better to have open space or office space? Individual or shared workstations? How many employees must work in the same office? How many people can work in a hybrid workplace on the same day? How do you know which workspaces and meeting rooms are reserved? It is tough to manage the available space without the use of appropriate software.

d) Reducing carbon emissions

Buildings utilize 40% of the energy they use and waste 30% of it. Controlling power use and optimizing air conditioning use, particularly through smart technology, contributes to energy savings. (Using sensors, for example, is predicted to save up to 20% of energy). As a result, it promotes sustainability and lowers carbon emissions.

e) Increase workplace safety

The use of facility management software reduces workplace accidents. How? Checklists reduce the possibility of human error, whilst apps like our "gatekeeper" ensure that technicians are aware of the hazards associated with each job. Everyone benefits from maintenance, but it is the software that makes maintenance safe for technicians.

f) Do a financial analysis

Property expenses are one of the most significant expenses for businesses. As a result, they must maximize that amount while also ensuring that the environment is conducive to teamwork. It is the workspace manager's responsibility to analyze the return per square metre, optimize day-to-day logistics, and seek out the finest possibilities on the property market.

RICOH Spaces – Your Future Workplace

RICOH Spaces can address many issues, from supporting employees working collaboratively from the office or remotely. It allows you to adapt to changes in work practices by providing a consistent experience now and in the future.

With RICOH Spaces, you don't have to worry about losing connection between team members or the challenges of remote collaboration. It quickly supports flexible working through desk booking, meeting room management, workspace positioning, and overall workspace management within a single platform. This improves the remote working experience for employees, eliminating the struggle of connecting with colleagues in the office.

RICOH Spaces will be your future workspace, unlocking the information and capabilities needed to transform inefficient work methods, enhance collaboration, and reduce unnecessary costs – preparing your company for the way it operates in the future.

RICOH Spaces – Manage Your Organisation at Scale

RICOH Spaces provides a centralized platform for organizations to oversee and manage their entire building portfolio.

Administrative roles can be assigned to local users for each location, enabling precise access control and efficient management on a larger scale.

Location-specific policies can be implemented, offering flexibility and adaptability to meet varying requirements.

As your business expands, RICOH Spaces allows you to scale your solutions accordingly, ensuring a cost-effective and flexible journey that aligns with your evolving needs.

Manage Your Organisation at Scale

a) Scalable On-Demand

Enhance your workspace with the assistance of our Workplace Service Team
Opt for a complete office renovation
Acquire new hardware and equipment
Invest in top-notch Internet of Things (IoT) sensors and Audio-Visual (AV) equipment
Adapt floor plans to accommodate varying workspace sizes
No restrictions on the number of employees
Enjoy a scalable solution that grows with your business