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Create a Good Facility Management Report in No Time
Facility management is the practice of maintaining and managing daily operations of a physical environment, including its safety, cleanliness, space management, and upkeep. Good facility management entails creating useful facility management reports. A facility management report is a specific document that outlines how successfully operations are being managed within a specified area, helping measure overall performance and identify areas of improvement. The most popular types of facility management reports are those focusing on comprehensive costs, equipment history, space utilization, and team performance. Below, we'll look into the key factors you need to consider to make a facility management report that will enable better decision-making and improve employee satisfaction and workplace comfort. Identify an Objective Before creating a facility management report, it's important that you identify the purpose of the report and who'll be receiving it. Focus: Having a clear goal and points of analysis can help streamline the process of making improvements as you go.Readability: Your report should be easy to understand and not too technical while still providing enough useful and relevant information. Length: Keep your report concise and remove any unnecessary information. Reflect on KPIs When creating a facility management report, you should reflect on the Key Performance Indicators (KPIs) that are being monitored. Common KPIs include budgets, space optimization, safety compliance, and customer satisfaction, although they may vary depending on what type of business you manage and what your specific objectives are. Monitoring KPIs is essential to ensure all your business objectives are being met. Consider using various software solutions or occupancy sensors to help with your KPI analysis. Review the KPIs that apply specifically to the type of report you're creating to provide an accurate analysis. Provide Actionable Suggestions A good facility management report requires you to provide actionable suggestions for improving various areas of your business. This can include proposing office layout changes to boost productivity or reduce real estate costs. For each suggestion in your report, you should also include an explanation of why it's recommended and how it can benefit the business. This can give those receiving the report a better understanding of what can be done to improve overall performance. Easily Create Facility Management Reports With the Right Help Although creating a good facility management report can be an intimidating task, relying on the right knowledge and data can help you do it efficiently. POC's space management solution can easily help you with data collection, analytics, and visualizations to further streamline your report-making process and provide insights into workplace elements like employee occupancy or space utilization. With this valuable data, you can compile an incredibly specific and precise report. ■ Request a demo to try POC's solution for yourself
Asked 9 months ago
How to Determine the Right Amount of Office Space per Employee
Having the right amount of office space for each employee is essential for optimizing space utilization, maximizing efficiency, and managing related costs. On average, it's recommended that you allocate 12–20 square feet of office space per employee to provide them with ample room to move around and accomplish their daily tasks. However, this number can vary depending on the type of business or industry, the size of your workforce, and specific employee needs, so these aspects are important to consider when calculating employee office space. To ensure you designate the right amount of office space per employee, take a look at the specific factors below. Employee Needs Before starting your calculation, it's important to consider any special needs certain of your employees may have. For example, disabled employees protected by law under the American Disability Act may require a larger workspace to accommodate their specific needs. Similarly, some of your employees may need more space because of the size of the equipment they use to do their jobs. For example, graphic designers may need more office space to store large printing equipment. Accommodating these specific needs helps increase employee satisfaction, leading to better results overall. Safety Impact on Occupancy You also need to consider safety laws when determining the right amount of office space per employee. For example, OSHA laws require you to provide a certain number of fire exits per square foot and per number of employees to ensure everyone's safety. This can impact the layout of your office and the amount of space each employee has access to. Taking safety requirements into account when designing an office plan will not only ensure a safe and comfortable workplace but also help you measure more accurately how much space each employee needs. Individual Impact on Occupancy Finally, you can also benefit from considering how communal spaces like break rooms, meeting areas, or storage closets impact the amount of office space per employee. When deciding on which communal spaces your office should have, look at factors such as space popularity, specific utilization rates, and other metrics that help ensure these spaces are used efficiently rather than taking up potential individual employee space. ■ Want better office space utilization? Achieve it by measuring density Easily Determine Employee Space With the Right Software To properly determine the right amount of office space per employee, you should consider factors like individual needs, safety requirements, and communal spaces. And to ensure you're allocating space in the best possible way, an automated option for space management will come in handy. POC System's space management software can provide real-time data on occupancy and trends to help you make informed decisions. With this tool at your disposal, you can easily determine the right amount of space per employee for maximum productivity. ■ Need help determining employee office space? Book a demo with POC
Asked 9 months ago
How to Measure Density for Better Space Utilization
Measuring density and space utilization in your workplace is essential for maintaining an efficient and productive work environment. Simply put, density refers to the number of people that can occupy a given area at one time. You can use this formula: Density = Number of employees / Total square feet of office space On average, it's recommended that each person should occupy around 100-150 square feet of space, depending on the type and size of the business. By understanding how much space you need per person, you can better plan for office design, organization, and personnel needs. Monitoring space utilization is important as it can help you make the most of your workspace and ensure that it's being used effectively. So, what can you do to optimize your office space? Take a look at our tips below: Design your office for productivity: Consider the benefits of open vs closed offices when it comes to employee productivity and which office layout would be best for your business.Balance space usage optimally: Consider allocating communal spaces, such as meeting rooms and break-out areas, so that employees have space to relax and socialize.Monitor your office space utilization: It's beneficial to use software to help you track and analyze the usage of the spaces in your office. You could discover the spaces are being used for the wrong purpose or they're not being used at all. This can help you pivot the space or get rid of it completely, thereby saving costs and providing a safe and comfortable workspace for your employees. Track your costs per employee: This includes basic equipment, desk space, chairs, office supplies, and other costs associated with operating your business. ■ Consider analyzing these key space utilization metrics too Don't Be Dense About Space Utilization Knowing how much space your employees need and understanding whether your current office setup meets this is key to optimizing your workspace efficiently. Not only will it help to keep your employees happy, but you can discover new areas to cut costs instead of spending money on a space that doesn't give you optimal value. Software like POC's space management solution can streamline your space optimization process. This SaaS tool gives you real-time updates on your space usage, so you can easily monitor capacity, measurements of all work areas, total number of workstations and employees (plus their occupancy rate), and more from one customizable dashboard. With all of this in place, you can effectively measure density and optimize space utilization to create a successful workplace. ■ Book a demo to try POC's solution for yourself
Asked 9 months ago
7 Useful Tips for Ensuring Proper Meeting Room Etiquette
Meeting rooms are a key resource within any office, even coworking spaces, because they're versatile. Whether it's to conduct official meetings with your clients, have a brainstorming session with your team, or collaborate with another team on a project, meeting rooms can be used by all employees. And it's this constant use by different people that makes it essential for you to establish ground rules to ensure the meeting room is used professionally. ■ Increase your employee satisfaction further with these steps 1. Meeting Rooms Must Be Booked to Be Accessed Booking meeting rooms means that the use of the room for that specific timeframe is documented. This helps avoid clashes between multiple teams wanting to use the meeting room simultaneously. Meetings also don't have to be missed or rescheduled because teams couldn't access the meeting room. 2. Schedule Bookings Early & Appropriately Book the meeting room as soon as your meeting is confirmed. You'll have a greater chance of securing your preferred day and time. Additionally, make sure you only book the meeting room for the time you need it. If you overbook, then another team could've used the meeting room during that time. 3. Cancel Bookings Punctually If you need to cancel your meeting room booking, do it as soon as possible. Other teams can then access the meeting room instead. 4. Leave Promptly When the Meeting Ends Once your meeting has officially ended, leave swiftly. You don't want to infringe on another team's time, especially if the meeting room is booked back-to-back. 5. Take Care to Leave the Meeting Room as Found When the meeting is done, clean up any messes that were made. This includes putting away chairs and tables, wiping down the surfaces, and generally leaving the room as you found it. ■ Turn this tip into an advantage through hot desking (especially if you're a startup) 6. Be Considerate in Accommodating Others When working with a group of people, be considerate of others. This includes keeping noise levels down, so you don't disrupt others in the office and being considerate of the schedule, so you don't keep people waiting. ■ Noise levels can also be disruptive in open office spaces 7. Use a Room Booking System to Avoid Double-Bookings A room booking system ensures that all bookings are organized and makes it easy to view the schedule, identify open slots, and cancel any bookings—all in an effort to avoid double bookings. Mind Your Manners Following meeting room etiquette ensures everyone has a positive and productive workplace experience. A digital booking system can easily manage the entire process for you: employees can access the program from anywhere and share booking information directly with colleagues, while the system automatically updates bookings and cancellations. ■ Need a booking system solution? Consider POC System's booking app
Asked 10 months ago
3 Ps of Office Space Management for Agile Workplaces
Having the right project management approach in your company leads to exponentially better results and a more organized workflow. This is why many companies have started implementing the Agile approach and its principles as it allows for easier adaptability, faster delivery, and improved ongoing development. An Agile workspace is a work environment that's specifically designed for flexibility in every aspect. Of course, making the workplace flexible is easier said than done. Well, this is where the 3 Ps of office space management come in. ■ Analyze your current space utilization before making changes 1. People As a business owner, you should be well aware that your employees are your most valuable asset. But, as you should also know, this "asset" consists of diverse personalities, each with their own requirements and preferences in the workplace. You first have to understand your employees and their needs. Then you can provide a flexible workspace that meets those needs and encourages productivity and creativity. This might include offering a flexible schedule or enabling remote work. It could also involve making sure the workspace is always comfortable and well-lit. Nevertheless, a well-engaged employee is a productive one, and having such employees steers your business in the right direction. ■ Learn how to optimize your office space for employee satisfaction 2. Processes Usually, it's not enough to just have the right people in the workspace—you also need to have the right processes in place to help your employees do their jobs. This could involve setting up a system for task management and tracking or using cloud-based software to allow for better communication and collaboration between teams. The important thing is to make sure that the processes are tailored toward your business and its goals. Create a system that's not only easy to understand and track, but also open to improvement and flexible enough to change so you can continuously optimize your processes. 3. Places Your physical workspace can also have a significant effect on your employees' productivity and the bottom line of your business. A flexible workspace allows your employees to access a wider range of work settings. For example, one work area can be for employees who need silence to focus while another can be for employees that need to brainstorm as a team. Workspaces also extend to employees' homes or a co-working space. You can implement a hybrid work model that still adheres to Agile principles. ■ Use these hybrid work models as examples Agile Workplaces Are Easy to Create With the Right Software Successfully implementing these principles in your office leads to a variety of benefits, including: Fostering a more Agile work environment Increased employee productivityBetter business performanceReduced real estate costs Motivated but not sure where to start? POC System's space management software gives you the tools to optimize your office space. Rearrange your office setup on the fly and view your changes in real time. Export the data the software tracks for you to see if your changes are working. You might discover that certain areas are being over- or underutilized—perhaps you can even save money here. The right software can make agile workplaces simple. ■ Book a demo to explore POC's features
Asked 10 months ago
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