In this blog, we will understand the benefits of workspace management software and how to leverage workplace and employees’ productivity effectively.  

What is Workspace Management?  

Workspace management is nothing but organizing the place in such a way that employees can easily accessible to the place, about their seats, meeting rooms, and every in every office activity. 

Workspace Management software is a digital tool that keeps companies’ structures and helps in making best use of their physical office space. It ensures that the meeting room, desk and other areas are being used effectively. It ultimately boosts the productivity of employees. 

Benefits of Workspace Management Software  

1. Employee experience and productivity: Creating a productive and collaborative workplace starts with smart space management. Employees can quickly book meeting rooms, find available desks, and access collaboration areas without hassle.This not only saves time but also improves focus and teamwork.In fact, businesses that use such tools often see a noticeable boost in productivity and smoother day-to-day operations. 
2. Keep all your spaces safe and cost control: Many companies don’t realize they’re spending money on desks and rooms that barely get used. With this information, you can rearrange your office, remove extra space you don’t need, or turn unused rooms into something more useful. This helps you save money and make your office work better for your team. 
3. Managing your team across the workspace is hassle-free: Building a sustainable workplace starts with smarter tools. By moving to digital bookings and communications, businesses can drastically reduce paper waste. It also helps track real-time resource consumption, so you only order what’s necessary. This leads to less waste, lower costs, and a more environmentally responsible office. 
4. Collaboration, Integration & Hybrid Support: With easy meeting room booking, employees can reserve space without scheduling conflicts, saving time and keeping projects on track.The system also provides real-time visibility into available spaces, helping teams make quick decisions and avoid downtime. Integration with tools like Microsoft Teams or Zoom ensures smooth communication across remote and in-office teams.By simplifying access to shared spaces. Workplace management also encourages cross-department collaboration, leading to better teamwork and more innovative ideas. 
5. Time Management & Smart Insights: Efficient time management meets intelligent insights with a Workspace Management System. It automates daily tasks like bookings, approvals, and visitor check-ins to save time and reduce manual effort.Meanwhile, access real-time data on space utilization and employee behavior to make smarter decisions about office layout, staffing, and long-term space planning. It’s a powerful way to streamline operations while creating a more responsive, data-driven workplace. 

Why it’s relevant in Today’s Hybrid and Remote Work Environments  

Managing employees in an office without a mess is not possible in a hybrid or remote work environment. From desk allocation to meeting room bookings and collaborative space access, things become easily messy. This is how workspace management software works, it’s boon to modern workplace needs by bringing organized, agile and real time cost saving. 

How to Choose the Right Workplace Management System  

Choosing the right workplace management system (WMS) is essential for creating a productive, flexible, and efficient office, especially in today’s hybrid work model. Here are 5 key factors to consider: 

• Know Your Needs: Identify key features like desk booking, room scheduling, or visitor management. 

• Scalability: Choose a system which flourishes with your business. 

• Easy to Use: Provides a user-friendly interface which ensures fast adoption 

• Tool Integration: First make sure it connects with platforms like Outlook, Teams, or SharePoint. 

• Analytics & Customization: Get an option for smart insights and flexible settings to match your workflow. 

Why Businesses Should Adopt Workspace Management Tools  

Whether your goal is to optimize space, reduce operational overhead, or create a more connected workplace, Beyond Intranet’s Workspace Management Solution helps you reimagine how your office runs. 

Make your workplace smarter, more agile, and ready for the hybrid future, with intuitive office floor plan, desk booking, real-time analytics, and seamless integrations built right into Microsoft 365. 

Ready to transform your workplace experience? Contact us today and try our 7-day free trial! 

What is Workplace Management? A Closer Look 

So, what is workplace management? It’s more than just assigning desks. Workplace management is about organizing your office to help your business and employees. It includes planning the space, giving out resources, focusing on how employees feel, and making things run smoothly. It’s about making a workspace where people want to be and do their best work. 

To understand it, here are the key parts: 

• Space Planning 

• Resource Allocation 

• Employee Experience 

• Operational Efficiency 

• Technology Integration 

Let’s explain each one: 

• Space Planning: This is designing your office to help people work together and feel good. It includes where desks are, meeting room design, break areas, and how easy it is to get around. Are you using natural light well? Are departments close to each other for better communication? 

• Resource Allocation: This is giving out things like desks, meeting rooms, equipment, and parking in a good way. Are resources available when and where people need them? Are you checking how resources are used to find ways to improve? 

• Employee Experience: This is how employees feel about the physical office. It includes comfort, looks, technology, and things like snacks and coffee. Are you making an office that’s useful and enjoyable? Are you asking employees what they think so you can make it better? 

• Operational Efficiency: This is about making processes and work run smoothly to get more done. It includes desk booking, visitor management, and office maintenance. Are you getting rid of problems and reducing extra work? 

• Technology Integration: This is using technology to make things automatic, check how the space is used, and give employees the tools they need. Are you using workplace management software to make your office better? Are you connecting your workplace management tools with your HR and IT systems? 

And to be clear, what is a workplace here? It’s any place where your employees work – a regular office, a mix of office and remote work, a shared office, or even a home office. The important thing is to manage that space well. 

Key Benefits of Effective Workplace Management: Measuring the Results 

Why should you care about workspace management? Because it helps your business. Let’s look at the results: 

Cost Savings: Empty space costs money.  

• CoreNet Global says office space costs about $10,000 per employee each year. 
• By organizing your office and resources well, you can lower costs for rent, energy, and other things. 
• Think about turning unused areas into places for teamwork or making your office smaller. 
• For example, hot-desking can cut your office space needs by 30%. 

Improved Employee Experience: A good workspace makes employees feel positive and helps them get more done.  

• When employees can find what they need, work with others, and focus, they are happier and more involved. 
• A Gensler study found that employees who like their workspace are 16% more productive and 15% more creative. 
• Think about how good furniture, natural light, and quiet areas can help. 
• Are you providing these things? 

Enhanced Collaboration: Today’s workplace is about teamwork.  

• Good workspace management helps people work together by creating areas for meetings and informal chats. 
• A Steelcase study showed that team areas can increase productivity by 25%. 
• Consider how important quick conversations and teamwork are for new ideas. 
• Are you providing different meeting spaces, from small rooms to big conference rooms? 
• Are you encouraging employees to use these spaces? 

Increased Efficiency: Smooth processes and organized work mean more gets done.  

• By getting rid of problems, reducing distractions, and giving employees the right tools, you can boost productivity. 
• Imagine how easy desk booking and access to meeting rooms can help projects. 
• For example, a desk booking system can save employees 15 minutes a day. 

Data-Driven Decision Making: Workspace management software gives you information on how the space is used and how employees act.  

• This information helps you make good decisions about office design and how to help employees. 
• Think about knowing how your office is used and where you can improve. 
• Are you checking how often desks and meeting rooms are used and what employees say? 
• Are you using this information to make your office better? 

How To Improve Your Workspace Management? A Step-by-Step Guide

So, how do you make your office work well? 

Here’s a guide: 

1. Define Your Goals
2. Assess Your Current State
3. Develop a Workplace Strategy
4. Implement a Flexible Seating Policy
5. Invest in Technology
6. Create a Culture of Collaboration
7. Gather Feedback and Iterate 

Here’s what that means: 

• Define Your Goals: What do you want to achieve with workplace management? Do you want to lower costs, make employees happier, help people work together, or get more done? Set clear goals. Be specific. For example, instead of “make employees happier,” say “increase employee satisfaction scores by 10% in the next year.” 

• Assess Your Current State: Check your office now. Look at how space is used, ask employees what they think, and find problems. What’s working? What needs to be better? Use surveys, interviews, and talks with groups to get information. 

• Develop a Workplace Strategy: Based on your goals, create a plan for your office. This plan should cover space, resources, how employees feel, and technology. 

• Implement a Flexible Seating Policy: Think about letting employees choose where they sit based on what they need. This can help use space better and make employees happier. Options include hot-desking and activity-based working. 

• Invest in Technology: Use workspace management software to make things automatic, check space use, and give employees tools to book desks, meeting rooms, and find people. Find software that works with your HR and IT systems. 

• Create a Culture of Collaboration: Help people work together by creating team areas, encouraging people to talk to each other, and giving employees chances to connect. Think about team activities and mentoring. 

• Gather Feedback and Iterate: Keep asking employees what they think so you can find ways to improve. Use this feedback to make your workplace management better and meet your organization’s needs. Use surveys and meetings to get feedback. 

Examples of Workplace Management Across Industries: Real-World Success Stories 

Effective workplace practices aren’t just for one type of business. Here are examples of how different organizations are using workplace management: 

Technology: A tech company needed more office space because it was growing fast. It used hot-desking so that remote workers could book desks when they needed them.  

• Result: Real estate costs went down 20%, and employee satisfaction went up 15%. 

Finance: A bank wanted to help people come up with new ideas. It created team areas with technology and encouraged meetings.  

• Result: New product ideas increased by 10%, and employee engagement increased by 5%. 

Healthcare: A hospital wanted to be more efficient. It used a system to track equipment and staff.  

• Result: Equipment loss went down 15%, and patient satisfaction went up 10%. 

Education: A university wanted to make learning better. It created flexible learning spaces that could be changed for different teaching styles.  

• Result: Student attendance went up 10%, and grades went up 5%. 

Common Considerations for Workplace Management: Avoiding the Pitfalls 

When you start workplace management, keep these things in mind to avoid problems: 

• Budget 

• Technology Infrastructure 

• Employee Adoption 

• Data Privacy and Security 

• Scalability 

Here’s what that means: 

• Budget: How much will you spend on workplace management? Make a budget that fits your goals. Don’t forget to include costs for technology, training, and maintenance. 

• Technology Infrastructure: Do you have the right technology for workplace management? Make sure your network and software are good enough. Think about bandwidth, security, and if things work together. 

• Employee Adoption: How will you make sure employees use workplace management? Explain the benefits, give training, and answer questions. Involve employees in planning and ask for their feedback. 

• Data Privacy and Security: How will you protect employee information? Use good security and have clear rules. Talk to your legal and IT teams to make sure you’re following the rules. 

• Scalability: Can your workplace management solutions grow with your organization? Choose solutions that are flexible and can adapt. Think about the number of employees, locations, and how complex your office is. 

What Can You Do with Workplace Management Software? A Feature-by-Feature Breakdown 

This is where things get interesting. Workspace management software is your secret weapon. 

Here are the main features: 

• Interactive Floor Plans 

• Desk Booking 

• Meeting Room Booking 

• Employee Seat Finder 

• Real-Time Data and Analytics 

• Hot Desking 

• Permanent Desk Assignments 

• Parking Management 

• Integration with Existing Systems 

Here’s what they do: 

Interactive Floor Plans: See your office in real time. See where people are sitting, which desks are open, and how space is used. This gives you a good view of your office.  

• Benefits: Better space use → better teamwork → better decisions. 
• Example: Use the Interactive office floor plan to find unused areas and turn them into team areas. 

Desk Booking: Let employees book desks when they need them. Stop the search for a workspace and make sure everyone has a good place to work.  

• Benefits: Happier employees → better efficiency → less extra work. 
• Example: Let employees book desks ahead of time based on what they need. 

Meeting Room Booking: Make it easy to book meeting rooms. Prevent double bookings and make sure teams have space to work.  

• Benefits: Better meetings → fewer scheduling problems → better use of resources. 
• Example: Connect the meeting room system to your calendar to schedule meetings and send reminders automatically. 

Employee Seat Finder: Help employees find each other easily. Help teamwork by making it easy to find people.  

• Benefits: Better teamwork → better communication → stronger teams. 
• Example: Use the seat finder to find team members working on a project. 

Real-Time Data and Analytics: Check how space is used and how employees act. Get information to make your office better.  

• Benefits: Decisions based on data → better use of resources → better office design. 
• Example: Check desk use to find unused areas and change your office plan. 

Hot Desking: Use hot desking to let employees book desks when they need them.  

• Benefits: More flexibility → better space use → lower real estate costs. 
• Example: Let employees book desks for a few hours or days. 

Permanent Desk Assignments: Allow employees to have a permanent desk for consistency.  

• Benefits: Comfort → and consistency for employees. 
• Example: Those employees who are not in hybrid model can be assigned permanent desks. 

Parking Management: Streamline parking by allowing employees to book parking spots for their office visits.  

• Benefits: Reduces parking challenges. 
• Example: Employees can reserve parking for their office visits. 

Integration with Existing Systems: Connect to your HR, IT, and facilities systems. This makes sure all your information is in sync and everything works together.  

• Benefits: Better data → smoother work → less extra work. 
• Example: Connect your workplace management software to your HR system to update employee information automatically. 

By using these features, you can make your office better for everyone. 

How to Choose the Right Workplace Management Software for Your Business? A Checklist for HR Leaders 

How do you choose the right workspace management software? 

Here’s a checklist: 

1. Your Specific Needs 

2. Ease of Use 

3. Integration Capabilities 

4. Scalability 

5. Security 

6. Cost 

7. Customer Support 

8. Mobile Accessibility 

9. Customization Options 

10 Reporting Capabilities 

Here’s what to consider: 

1. Your Specific Needs: What problems are you trying to solve? What features do you need? Desk booking? Meeting room booking? Real-time data? 

2. Ease of Use: Is the software easy to use? Can employees learn it quickly? Look for a simple design and good training. 

3. Integration Capabilities: Does the software connect to your current systems? Can it work with your HR and IT platforms? 

4. Scalability: Can the software grow with your company? Choose something flexible. 

6. Security: Does the software protect employee data? Make sure it follows privacy rules. 

7. Cost: How much will it cost in total? This Include setup, training, and maintenance. 

8. Customer Support: Can you get help when you need it? 

9. Mobile Accessibility: Can employees use it on their phones? 

10. Customization Options: Can you change the software to fit your needs? 

11. Reporting Capabilities: Can you track important numbers and see if your workplace management is working? 

Consider solutions like Beyond Intranet, which work with Microsoft 365. Their Desk Booking Software and Interactive Office Floor Plan can help with the problems we talked about. 

Conclusion 

You now have the knowledge to make your office better. Deloitte says companies that invest in workplace management are 25% more profitable. By using effective workplace practices and technology, you can make an office that helps your business, supports employees, and leads to success. 

Don’t wait to make your office a place of productivity. 

Remember, your office is more than just desks. It’s a tool that can help employees, improve teamwork, and boost your business. Start today. Let’s make your office work for you.