What is Work Space Management?

12 Oct 2022

Work Space Management is a process by which companies attempt to boost employee productivity and efficiency. This is done with the intention of cutting overheads and optimizing business performance.

In the post-pandemic era, work spaces have started to follow a Hybrid Working model, wherein the employees get to work both from the office and from the comfort of their homes.

In this regard, employers need to look at planning with the limited space to get the Hybrid Working Model to be successful.

The idea is to study the best arrangement to ensure that everyone has their own workspace. Thereafter, we need to ensure that every designated workspace is well lit, has an outlet for the computer cables and charging points, and that the room has an effective air conditioning system.

Apart from these, we also need to look at ways to keep the employees comfortable and satisfied. Studies show that there are fewer typing errors when the temperature is between 20°C and 25°C, also that humidity levels reciprocate with stress levels.

On a side note, there is always a conflict when we mention Work Space Management and Facility Management. Work Space Management is actually a subset of Facility Management.

In the post pandemic era, more and more companies opt for a hybrid working model for their employees. 

What is a Hybrid Work Model?

A hybrid workplace model mixes in-office and remote work to offer flexibility and support to the employees.

In a hybrid workplace model, employees enjoy more autonomy and better work-life balance, thereby keeping them more engaged with the organization’s goals. Employers benefit by building a more productive and stable team. 

How does the Hybrid Workplace model work? 

It combines remote workers with on-site workers, with some or all employees having the flexibility to choose where and when they work. During office hours, they may be allocated days or teams may be allocated days to use the designated spaces.

There are different hybrid workspace solutions that will help you plan and organize the space allocations based on teams.

Features of Hybrid Workplace Solutions include:

  • Employee Scheduling - Based on job requirements and employee preferences
  • Hot Desking - Flexibility to choose a sanitized seat and maintain social distancing. 
  • Meeting Room Management - View of available meeting rooms and book rooms in advance. 
  • Commute Management - Automated routing, Scheduling travel from one location to the office location, with real time tracking. 
  • Parking spot Management - Real time availability of parking spots, reserved parking

Some of these can also be availed as Hybrid workplace services in the SaaS model.

A Digital Workplace is the name for today’s virtual, modern version of traditional workplaces.

Digital Workplace Solutions help plan for personalized, role-based services, as well as data, applications, and collaboration tools required for employees to work from anywhere, on any device at any time.

Technically, digital workplace solutions would include the assembly of the five basic components—communication, security, storage, analytics, and management. Having a digital workplace solution does not necessarily have all the components, just the ones needed to navigate a specific work day.

In short, a digital workplace solution is a modern, virtual workspace where technology allows employees to work from anywhere at any time.

What are Digital Workplace Services?

While we look at all of these, we should also look at what Digital Workplace Services are. They are typically a combination of cutting-edge technology and best-in-class support services that enable an organization’s work force to work from anywhere, anytime in a secured environment. 
There are some benefits to using the Digital Workplace Services:

  • Employee experiences are elevated to a multi-generation work force. 
  • Communication barriers are broken down to improve collaboration, productivity and efficiency. 
  • Top level talents and employees-who-matter are attracted and retained. 
  • Costs are reduced by adopting optimal technologies and support models. 

The following are some of the strategies that companies can adopt for workplace management: 

  • Identify the pain areas - assess the current work place and then work towards a work place strategy
  • Survey the employees - this will help understand their needs and requirements for them to be at their optimum best.
  • Leverage the use of technology and automation - It would be better to invest in a work place management platform that can manage everything from a centralized location.
  • Consider the future - Situations can change quickly and hence it is important to take this into account while managing the workplace and technology.

A plan with all the factors being considered would be a good start to managing the workspace.