Streamline FM Pain Points: 3 Challenges and Solutions
The article outlines three major challenges facility managers face—optimizing cost per square meter by using sensor data and analytics to identify underutilized office spaces, providing accurate real-time occupancy data through desk booking software and visual directories to manage hot desking and remote work, and leveraging FM software to streamline processes and improve decision-making for efficient office space management.
Facility managers (FMs) are responsible for navigating an ever-changing environment where new challenges frequently arise. From handling daily requests to measuring the efficiency of office layouts, FMs can address numerous pain points by leveraging software that streamlines their processes.
Here are three of the biggest hurdles in facility management, along with suggestions for tackling these pain points:
Optimizing Cost per Square Meter
Office space is one of the largest expenses for any company. FMs need to know exactly how much of the total space is being used and identify any underutilized areas.
One effective way to track space usage is through sensors. Sensors provide data on which areas are being used, by how many people, and how often. With real, measurable data, it's easier to identify idle areas and take steps to reduce costs. Data can also reveal problems that might otherwise go unnoticed. For example, if a meeting room is rarely used, it prompts questions about whether it's unnecessary or if there are issues like uncomfortable seating or poor air conditioning.
Sophisticated FM software offers reports and analytics that help managers make smarter decisions. Space utilization reports provide instant insight into how office space is being used and highlight areas for improvement.
Providing Accurate, Real-Time Data
In offices where employees use hot desking and work remotely, having real-time, accurate data on occupancy is crucial. FMs are responsible for managing traffic flow and ensuring employees have access to appropriate workspaces.
Desk booking software allows employees to reserve desks in advance and gives facility managers the ability to track usage. By analyzing booking patterns, FMs can optimize space—for example, converting rarely-used desks into quiet spaces or repurposing underutilized meeting rooms.
Solutions like visual directories offer immediate insight into employee locations within the office. These tools save time when assigning seating and can integrate with employee directories, reducing the need for manual updates.
Improving KPIs
Facility managers are tasked with keeping the office environment pleasant and productive, which can be challenging when juggling numerous daily requests and managing large teams.
FM staff typically handle repairs, upgrades, and help employees settle into new workspaces. FM software can help manage these tasks more effectively. A good request manager enables employees to submit requests from any device and allows FMs to manage workflows and track team performance. For example, requests for broken chairs or dim lights can be created and directed to the appropriate person quickly. Employees can even attach photos to requests. Similarly, move management tools help streamline both large and small moves by providing a central hub for organization.
The right software reduces manual data entry, allows managers to track key information, and helps measure and demonstrate the value FM teams bring to the organization. Leveraging modern technologies can help smooth out the challenges in facilities management.