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Don’t feel pressed for space. Our blog will guide you to smarter office space management. Learn how to harness and maximize your dynamic space with simple solutions that work for you.
Office spaceSpace to Spare: 4 Strategies for Utilizing Vacant Office Space During LayoffsWe all know layoffs can be difficult, and not just for the employees affected—your business' resources can also take a hit. The unfortunate reality of layoffs is that they leave companies with extra office space that often goes underutilized. While reducing your workforce can be painful and stressful, it also offers you an opportunity to rethink the use of your office space and create new opportunities for collaboration and efficiency. To make sure your company seizes the opportunity to create something innovative when dealing with layoffs, it's critical to come up with strategies to maximize the use of your vacant office space. 1. Downsize Your Office Space If you don't intend on bringing in new hires to occupy your vacant office space, one of the smartest solutions to consider during layoffs is downsizing. Office downsizing involves reducing your leased office space by a certain percentage, depending on the size of the workforce reduction. This could entail closing off certain sections of your floor, eliminating cubicle walls, or breaking apart certain departments. It can be a great way to save money on rent by reducing expenses associated with leasing too much office space, so we recommend looking into your lease terms to see if this is a viable option for you. What's more, companies downsizing office space can benefit from creating more flexible workspaces, which can foster employee creativity and collaboration to boost your bottom line. ■ Reduce your office space by making a good floor plan 2. Repurpose Vacant Offices Repurposing vacant offices can involve turning your empty workspace into useful employee areas, such as: Break room: A place for employees to relax, make coffee, and connect with each other. Gym area: A designated space for employees to exercise and stay active. Meeting space: A new area to hold meetings or brainstorming sessions. Learning area: A library or reading corner for employees to learn and grow. Co-working space: A space where employees can share ideas and resources and collaborate.Remote workspace: An area remote workers can use when in the office.Storage room: A place to store supplies and materials to decrease clutter. By repurposing vacant offices, you can boost employee satisfaction and, in turn, improve productivity. This means the space will ultimately be put to good use to create a better work environment for your staff. ■ A well-executed office space can increase employee productivity 3. Rearrange the Office With more room available, you can spread out your employees and create a more comfortable work environment, reducing the need for hot-desking or other space-saving practices. Typically, the best way to rearrange your office space for maximum efficiency is to think about how your employees will use the space. Consider creating areas dedicated to your employees' specific activities, or moving around your office furniture and equipment to create a flow that makes the most sense. Redistributing your office furniture can also boost employee morale and lead to increased productivity and collaboration by eliminating potentially cramped spaces. ■ Rearrange your office space for an optimal working environment 4. Rent Out Empty Offices to Other Businesses Although it's a relatively rare practice, renting out your empty offices to other businesses can be an excellent way to make use of vacant office space. This way, your company can generate additional revenue instead of wasting resources on unused office space. It can also help you offset your office maintenance and occupancy costs. Additionally, renting out office space can bring in foot traffic and potential new clients for your business as well as foster a collaborative environment with other businesses, helping stimulate innovation and growth. NOTE: Before renting out the space, it's important to ensure you're legally allowed to do so, as there may be certain state regulations or laws that prevent you from using this strategy. So, check the legal requirements first to make sure you're compliant with the laws of your state. Make the Most of Your Vacant Office Space During Layoffs Making use of any vacant office space is highly beneficial for your company to remain competitive and productive during challenging times. By properly planning and strategizing, you can create new workspaces that promote collaboration, boost morale, and increase efficiency while possibly making a profit by renting out your extra office space. However, doing all of this is easier said than done—but with the right solution, it can be effortless. Custom seating plans for maximum employee productivityReal-time tracking of current seating and office layoutAdvanced insights into analytics to tailor your space according to your needs With POC's Space Management Solution, you can easily reinvent and manage your vacant office space in a dynamic and interactive way. This can allow you to reap benefits such as improved space utilization and high-quality data that you can optimize and integrate to boost your bottom line.
Office spaceLayouts That Work: Matching Office Designs to Department NeedsAlthough choosing the best office layout for your business can be a daunting task, getting it right can have a significant payoff. Well-designed office spaces can help improve levels of employee satisfaction and productivity, boosting your business' bottom line. However, the perfect layout for your business will depend on the particular needs of each individual department. To achieve a successful outcome, it's essential to understand these needs and create an office plan that works for everyone. 3 Office Designs and Who They're Best For 1. Open Office Space Design – Collaborative Departments An open office layout is a great choice for teams that need to work together and communicate frequently. As a flexible workspace, this type of office design can be customized based on your specific needs—for example, you can turn it into a co-working space or incorporate hot desking. Open office space design helps create a collaborative environment and foster communication and creativity, so it's suitable for many departments across your business that highlight teamwork. Example:This office design is the go-to IT department office layout because it boosts cooperation. It's also suitable for other departments that require a team effort, such as marketing. ■ Reap the benefits of open office spaces 2. Closed Office Space Design – Individualistic Departments In contrast to open office designs, a closed office layout is the most effective office design type for employees who require more privacy and quiet to focus. A private office layout, such as the cubicle setup, provides employees with a dedicated workspace perfect for conducting individual research or analysis. As such, the closed office layout is best suited for the departments in your business that handle more individual tasks or confidential information, such as: Operations managementHR departmentFinance department ■ Before choosing a closed layout, make sure to consider its drawbacks too 3. Cellular Office Design – Mixed Needs Departments Combining elements from both open and closed office layouts, the cellular office layout is the ideal choice for departments that need the best of both worlds. By giving your employees individual spaces separated by dividers, each team member can have their own workspace while remaining connected to their coworkers. With this layout, the connection between employees is fostered by creating small break-out areas where your staff can collaborate without disrupting others. As it allows employees to retain privacy while being able to work collaboratively as needed, the cellular layout is ideal for departments with mixed needs, such as: Sales departmentResearch & developmentCustomer serviceLegal department ■ Choose between open vs. closed office layout based on your company culture How to Best Accommodate Your Departments No matter what type of office design you choose, it's important to ensure your staff has the space they need to work optimally. While considering the specific needs of your departments, you should also consider the space you have at your disposal to come up with the best layout solution. Rely On Automated Software Automated software like POC's Space Management Solution can help you gain valuable insight into your office space and decide on a layout that will accommodate the needs of your various departments. Custom seating plans for maximum employee productivityReal-time tracking of current seating and office layoutAdvanced insights into analytics to tailor your space according to your needs Helping you optimize the space utilization in your office, this tool is one of the best solutions on the market to help you design your optimal office layout. Using its detailed real-time simulations, you can find the office layout that best accommodates the needs of your departments by dividing or merging areas as you see fit. Find Your Ideal Office Layout While choosing the right office design can be a difficult task, doing so is essential to ensure your departments are able to work efficiently and effectively. Whether you opt for open office space, a closed office layout, or a cellular office design, you should make sure your type of office design provides everything your staff needs. To help you match your office design to your departments' needs and achieve optimal business results, automated solutions like POC's Space Management Solution can be invaluable tools. With its simulation options, you can easily come up with the most cost-effective solution to optimize your office space and boost your team's productivity. ■ Need help choosing your office layout? Book a demo to explore POC's useful features
Office spaceEfficiency at Your Fingertips: 4 Benefits of an Office Automation SystemIn today’s workplace that's powered by technology and big data, the general advantages of office automation systems are clear—they can save time, money, and energy for your whole company. An office automation system is a solution that uses a combination of both hardware and software tools designed to streamline and optimize office-related tasks. A good office automation system can facilitate the whole process of running your business and help maximize the efficiency of managing operations by offering specific benefits. 1. Reduced Manual Effort By now, manual data entry is widely known as a time-consuming and labor-intensive process, which can impact employee motivation and therefore decrease employee productivity. One of the best benefits of an office automation system is that it helps reduce the manual effort associated with various mundane and repetitive office tasks such as data entry and filing, saving you a lot of time and money. Instead, your employees can focus their time and energy on more important tasks and increase their overall efficiency. » Boost employee productivity by optimizing your office space 2. Improved Communication and Collaboration An office automation system can help improve communication and collaboration within your team by allowing for clear and accurate data storage and management. This can make it easier for your employees to share information and come up with solutions. An automation system also allows for secure access to data from remote locations, thereby improving teamwork and communication for businesses that have multiple offices or employees working remotely. With such a centralized system that allows all your employees to stay connected and up-to-date with the latest information, you're bound to experience an efficiency boost in your company. 3. Minimized Risk of Human Errors You can reduce the risk of human errors by allowing data entry and other labor-intensive processes to be carried out by machines, which are more reliable. The functions of an office automation system are designed in a way that enforces accurate handling of organized processes, which helps ensure all your data is consistent and up-to-date. Using automation to eliminate errors made by employees boosts efficiency by saving you the time and effort you'd need to put in to rectify any mistakes. Additionally, automation can also improve the accuracy of your workflows by streamlining task and operation tracking and helping avoid confusion. » Workflow disruption is one of the drawbacks of enclosed office layout 4. Increased Cost-Effectiveness While it may seem like an expensive solution at first glance, using an office automation system is actually a great way to save costs in the long term. Automating mundane and repetitive tasks can practically eliminate your need for additional manpower, reducing your labor costs while improving workflow efficiency. Additionally, an office automation system can help reduce paper waste since it allows you to store documents digitally, eliminating the need for hard copies. It also decreases energy costs as the system is designed to be more energy-efficient than manual processes. Making the Most of Your Office Automation System An efficient office automation system should consist of several essential components that all work together to ensure day-to-day operations run successfully. These components might include: Task management systemAdvanced analytics solutionCommunications systemCRM systemOffice space management software By cleverly combining the components of an office automation system and leveraging their respective functions, your business can achieve maximum efficiency. Automate Your Office Space Management A good office space management solution can be an incredibly beneficial part of your office automation system—but you have to choose the right one. Custom seating plans for maximum employee productivityReal-time tracking of current seating and office layoutAdvanced insights into analytics to tailor your space according to your needsSimplified desk and meeting room booking POC's Office Space Management Solution can help you drastically improve your space utilization rate with minimal costs, as well as enjoy benefits such as technical support and real-time updates. Using this tool to automate your office management can facilitate your decision-making and save you time, increasing your overall efficiency. » Make the most of your office space with key space utilization metrics Boost Your Efficiency With Office Automation Using an office automation system is essential for streamlining mundane and repetitive tasks, improving your accuracy and cost-effectiveness, and automating office space management. Incorporating automated solutions such as a POC's Space Management System for your office can be incredibly beneficial as it can optimize your business operations and help you save a significant amount of money and time along the way, increasing your overall efficiency. » Book a demo to explore POC System's features for your office automation system
Office spaceBreaking the Mold: How Agile Office Space Revolutionizes the WorkplaceBy opting for an agile working environment, you allow your employees to work in a way that suits them best by prioritizing collaboration and efficiency. An agile working environment is a model that focuses on providing employees with the specific tools, technology, or spaces they need to achieve their objectives. A key element in creating an agile workplace is your office design, which plays a significant role in providing employees with a suitable physical environment that adapts to their immediate needs. By providing an environment that fosters collaboration and innovation, an agile office space can revolutionize your workplace, boosting your employee satisfaction and retention as well as business success. » Understand the basics of an agile work environment What Should Your Agile Office Space Include? Agile office spaces are designed to promote creativity, innovation, and productivity while enabling employees to work in a manner that aligns with their goals and objectives. While the specific components of agile office space tend to vary depending on the specific employee needs, there are certain common elements found in many agile workplaces. Quiet Zones Quiet zones in office design refer to areas designated for focused work, where your employees can retreat to perform the tasks that require concentration without being disturbed by noise or distractions. These areas can include individual workstations, enclosed rooms, or soundproof booths. The benefits of quiet zones in office design include improved productivity, reduced stress levels, and increased job satisfaction for employees who need a quiet environment to perform their work effectively. Break Rooms The purpose of including enough break zones in your office design is to provide your employees with a space to take a break, relax, and recharge. In fact, studies have shown that regular breaks can increase productivity and job satisfaction, as they help reduce stress, prevent burnout, and enhance creativity. By providing dedicated break zones, employers can demonstrate their commitment to employee well-being, leading to a more engaged and motivated workforce. Open-Plan Spaces As opposed to closed spaces, open-plan offices are a common staple of agile workspaces due to their ability to foster collaboration and communication among employees, leading to overall better business results. However, for your open-plan office to be functional, you need to equip it with the right agile office furniture as well as agile office supplies that appeal to your employees' needs. This includes flexible and ergonomic furniture, such as standing desks and adjustable chairs, as well as technology-enabled collaboration tools, like whiteboards and video conferencing equipment. » Reap the benefits of open-plan office spaces for your team Flexible Seating Flexible seating refers to an approach where employees have access to different seating options that can be easily reconfigured to support different work requirements. This seating option is often a key feature of agile office design because of the benefits it provides to the agile model, such as boosting job satisfaction by giving your employees the flexibility and autonomy to choose where and how they work. How Can an Agile Office Space Transform Your Business? An agile office space design can transform your business by promoting the key principles of agile working through your employees' physical environment. This approach can result in numerous benefits for your business, including: Promoting flexibility and adaptabilityEncouraging communication and collaborationIncreasing employee engagement and motivationStreamlining processes and workflowsReducing errors and improving accuracyBoosting efficiency and productivity » Discover how to manage your agile workplace the right way How Automated Software Can Help Automated software can help you create your agile office space and transform your business by improving communication, collaboration, and efficiency. Using automated tools can greatly facilitate designing your agile office space, as they can help streamline the design process, optimize space utilization, and ensure the space meets the needs of your organization and employees. Custom seating plans for maximum employee productivityReal-time tracking of current seating and office layoutAdvanced insights into analytics to tailor your space according to your needs POC System's software for managing and optimizing your workspace includes automated tools such as floor plan visualization, real-time view of space utilization, graphical visualization, and versatile tools for designing a seating plan to meet your employees' needs and maximize space use. The platform also offers a hot desking and meeting room booking app, which can simplify the process of booking resources for your employees and sharing their bookings with colleagues. Revolutionize Your Workplace With Agile Office Space Creating agile office design is crucial for achieving a truly agile workplace and reaping the benefits such as improved collaboration, productivity, and employee satisfaction. Automated solutions like POC System's software provide the easiest way to revolutionize the workplace with agile design, as they offer the necessary tools and features to optimize business processes and design a safe and comfortable workspace in a way that meets employees' needs. By using automated solutions for your agile office design, you can transform your workplace, boost efficiency, and achieve success in no time. » Interested in creating your agile office? Book a demo to explore POC's powerful features
Office space7 Best Practices for an Efficient Office Wayfinding SystemWayfinding is the practice of guiding people through spaces. Elements such as digital directories, maps, and signages have made navigating complex spaces much simpler. Wayfinding is particularly useful for organizations with expansive, multi-floor buildings with several offices. Visitors and new hires can effectively find their way without getting lost or wasting time. Additionally, proper wayfinding systems can improve visitor and employee satisfaction. ■ Want to optimize your office space further? Explore POC System's solutions Manage Your Office Wayfinding System: 7 Best Guidelines A well-designed office wayfinding system is the result of a combination of several practices. Aspects such as consistency, user-friendliness, and easy access for both employees and visitors are only a few of the factors organizations must consider to achieve the optimal office wayfinding system. 1. Ensure Messaging is Consistent & On-Brand Start by ensuring your signage and messaging is consistent. This includes visual elements, color schemes, fonts, and logos throughout all of your wayfinding materials. While it's crucial that your information is clear and easy to follow, also ensure that each sign acts as an advertisement for who you are and what you do. Your signage should never be wordy or distracting, but a distinct look or visual element can tie signage to your brand, creating instant visual recall and brand recognition. 2. Keep Signage Simple, Concise & User-friendly Whether your signage is digital or physical, use simple fonts that are easily read from a distance. Keep the information clear and concise. Overloading your signage means visitors can't read them if they're in a hurry or viewing the signage at an angle. If you want to provide more information than can comfortably fit on traditional wayfinding signs, digital signage is the ideal solution. Not only are these interactive and engaging, but they can also feature a digital directory or an interactive map informing visitors of their surroundings quickly and efficiently. 3. Leverage Colors to Simplify Navigation Signage is often visitors' first impression of your workplace, so the color choice can play a big role in how visitors perceive your space. Consider color-coding your wayfinding signage for easy reference. For example, if you want people to go up or down, consider using green for "go up" and red for "go down." You could also assign different colors for different departments and use those colors to indicate which floor a department is on. 4. Consider Placement & Visibility of Signage Effective wayfinding signage must be well-sized and optimally placed where people will see it. Don't tuck away signs out of sight. Instead, make overhead placards visible and hang wall markers at eye level. Ensure all signage is strategically located in areas where visitors may need direction or guidance. If the look of your wayfinding isn't instantly recognizable, tweak it until you get results. 5. Use Symbols & Icons Rather Than Words Symbols and icons can often say more than words can, making them ideal for simplifying wayfinding signage. Symbols and icons can represent a place, an object, or a concept—just make sure the connection between the image and its meaning is obvious. For example, the symbols that indicate restrooms, stairs, or elevators are universal and well-known. 6. Don't Forget About Disability Access According to the Americans with Disabilities Act (ADA), all businesses, especially if they allow public access, must have ADA-compliant wayfinding signage. This ensures that all visitors and employees can access the office space equally. ADA compliance includes requirements regarding the placement and height of signages, inclusion of Braille or tactile letters, and clear readability with high-contrast colors (light on dark or dark on light) and large fonts. Non-compliance can result in legal and financial consequences. 7. Test Before You Invest Before making final decisions about your wayfinding signage, you should test its effectiveness. Conduct user testing with real visitors and feedback. By gathering input from a cross-section of people, you ensure that everyone can conveniently navigate their way through your building. Don't Lose Your Way Whether you're designing a wayfinding system for a small office or an entire complex, simplicity is key to effective signage. By using colors, symbols, and icons to communicate directions clearly and concisely, you can help visitors easily navigate your space. And by leveraging the latest digital tools like interactive digital signage and tactile signs, you can create a wayfinding system that is modern, user-friendly, and accessible to all.
Office space7 Key Space Utilization Metrics You Should Consider in 2023The space utilization analysis aids in measuring how offices and other workspaces are used. Specifically, it measures the function and efficiency of a given area with the ultimate goal of having maximum use regardless of occupancy. Without a centralized system, efficiently ensuring optimal space utilization is considerably more challenging, which may be time- and cost-intensive for any business. Overview of the 7 Key Metrics for Space Utilization Using the available facilities, businesses must ensure optimal space utilization to meet individuals' needs. There are seven essential metrics organizations can use to monitor and improve space utilization. Effectively Automate the Process of Space Utilization Save valuable time when customizing office arrangements with POC System's space management software. Maximize Employee Productivity: You will be able to provide the optimal work environment for your staff to perform well in their roles.Make better use of your resources: With the app's real-time tracking features, you can easily identify usage patterns and determine which resources are most used and at what times.Cloud-based solution: With its comprehensive suite of features for managing space, this SaaS solution is a must-have for modern businesses with a hybrid work style. 1. Capacity vs. Occupancy Capacity and occupancy measure the potential for a space to be utilized compared to how many people actually use it. For instance, if there is a conference room that fits 20 individuals but is usually used for meetings with only four to five people, this indicates that the space should be divided into three or four more compact meeting rooms to serve your employees' needs better. 2. Average Peak Utilization To better understand your space's busiest hours and whether the demand is being met, you can measure average peak utilization by analyzing the capacity in each of your office or educational facilities (such as rooms, collaborative spaces, and event spaces) over a set period. Examining occupancy trends can help you recognize when your space is utilized the most: weekdays, weekends, or holidays. Using this data to your advantage can help you make sure that your rooms are always filled with people and running at peak efficiency, no matter the time of day. ■ Want to ensure employee satisfaction? Learn how to optimize your office space 3. Space-Specific Utilization Rate This space utilization rate considers the size of individual workspaces, support spaces, and pathways within a facility. However, special spaces (e.g., storage rooms, server closets, data centers, mechanical spaces) are taken out of the equation as their sizes are typically dictated by specific needs rather than the number of occupants in an office area. Measuring special space efficiency is best done through agency design guidelines or other evaluation criteria. 4. Total Office Utilization Rate To calculate this metric, you need to consider all usable areas of your organization and do away with any space utilized for laboratories, storage, or warehouses. Subsequently, a reduction rate of 22% is applied to mirror the expected total amount required for essential support spaces such as conference rooms and their corresponding walkways. The subtotal estimates the space occupied in each workspace, such as workstations and private offices. When this number is divided by the total occupants within, it forms the total office utilization rate—a useful indicator to determine if your office space is being efficiently utilized. 5. Space Popularity Measuring space popularity can help organizations understand which meeting spaces or collaborative areas are in high demand. As you measure your space use, remember to factor in days and times that are especially busy. Your usage will vary according to the day, such as when some teams work remotely and only come into their offices on specific days. Although employees may opt for what works best for them individually, these patterns help offer insight into how your space is utilized and what areas need updating or improvement. 6. Density Ratio Density is the square footage assigned to each employee in an office setting. In pricier business districts, there tends to be less space available per employee, resulting in higher density rates. Space utilization density ratios can help you gauge whether your office is utilizing space efficiently or if there are areas that could be expanded to accommodate more employees, such as common areas and collaborative spaces. Additionally, by looking at these ratios over time, you can track how changes to your space usage may impact overall productivity and employee satisfaction. 7. Cost Per Person The U.S. General Services Administration offers an incredibly useful Cost Per Person Model (CPPM) developed in Excel to help organizations determine and review their cost per person. It was specifically formulated for real estate operations but can also be applied to any other core business areas. Examining cost per person can provide critical insight into creating agile workspaces and help facilities managers identify potential inefficiencies within desk arrangements, meeting rooms, and other work areas. Allow Us to Streamline the Process The POC System is a dynamic, user-friendly, and intuitive graphical platform. It captures, analyzes, and displays data in real-time and provides accurate space utilization analysis to help your facility operate efficiently. Gain an insightful comprehension of your current space usage with a user-friendly and interactive platform, allowing you to evaluate, plan, and improve how you operate. Book a free demo now! ■ Discover POC System's space management solutions
Work modelsSmooth Transition: How to Get Employees Back to the OfficeSince the pandemic, many companies have shifted their operations to a work-from-home/remote work model. Many employees have found this beneficial because of the autonomy, flexibility, and comfort the remote model provides. According to recent surveys, approximately 61% of employees prefer working from home over the office environment. On the other hand, some employees want a clearer separation between their work and home life, which is why many of them may be ready to return to the office. Is Remote Work Ideal For You? While remote working has its advantages like flexible hours and more autonomy, it can also lead to feelings of isolation and burnout because there are no clear boundaries between personal life and work. To check whether this work model is sustainable for you in the long run, here are some pros and cons: Pros Saves commuting costs and time: It's no secret that employees spend hundreds of hours a year commuting. Eliminating commute can save time and reduce gas or transport costs for your employees.Lower facility costs: Companies that work remotely don't need as much office space, allowing them to reduce the costs associated with maintenance and utilities. Increased autonomy: With remote work, most employees have more control over their schedule and how they work, which is highly beneficial for employee satisfaction. Improved comfort: The ability to work in any setting with limited supervision is one of the main reasons why so many employees enjoy working from home. Cons Decreased socialization: When working from home, many employees miss out on the socialization of an office environment and might feel isolated—in fact, around 25% of remote workers have reported feelings of loneliness. Might lead to less optimal results: Remote working can sometimes lead to reduced employee productivity due to distractions such as family members in the household or house chores.Zoom fatigue: Many employees have also reported feeling "Zoom fatigue", where employees feel tired and anxious due to the high amounts of screen time their remote meetings require. ■ Promote employee happiness with a safe and comfortable workspace The Hybrid Model Can Be Your Solution To get the best of both worlds, the hybrid work model combines both on-site and remote work. It draws on the flexibility of working from home and the socialization and structure of a traditional office workplace to create a solution everyone can enjoy. This allows employees to set their own hours while retaining the benefits of a scheduled presence in the office for team meetings, projects, and collaboration. However, there are many aspects to consider when planning your hybrid working model, and we'll look into some of them below. ■ Get inspired by these hybrid work model examples Office Layout An example of a layout tailored for hybrid work is a space that combines the benefits of open-plan offices with some private office features. This allows employees to collaborate in an open environment while offering them privacy when needed. What's more, this can be space-optimal and cost-effective, as there's no need to rent more office space for multiple meeting rooms or private offices. This layout also helps ensure that all spaces in the workplace environment are used efficiently, giving employees the ability to choose when and how they work—either in the office or from home. ■ Choose between open vs. closed office spaces based on your company culture Optimal Occupancy The hybrid work model offers you the ability to maximize office space and resources while providing your employees with more than enough flexibility. With hybrid office working, you can reduce the number of occupants in the office by incorporating hot desking, which eliminates any vacant desks and allows for optimal occupancy. This can help you save on energy bills while still providing your employees with an efficient workspace. ■ Use these tips to determine the right amount of office space per employee Space Optimization The hybrid work model also allows for space optimization by eliminating the need to rent additional office space. For the majority of companies, the best way to achieve maximum space utilization is to use automated software like POC System's Space Management Software to better track and manage office occupancy. This useful tool can help you make your hybrid work model an ideal set-up for maximizing efficiency with these features: Custom seating plans for maximum employee productivityReal-time tracking of current seating and office layoutAdvanced insights into analytics to tailor your space according to your needsSimplified desk and meeting room booking Ensuring all employees are able to maintain a comfortable work environment, the software lets you create a hybrid work model that strikes the balance between privacy and collaboration. ■ Optimize your space usage with key space utilization metrics Transition Back to the Office Smoothly With the Right Help The hybrid work model is an effective solution for your business to maximize space and resources while providing employees with more flexibility. This type of working environment combines the benefits of remote and office settings, allowing employees to set their own hours while retaining access to collaborative spaces in the workplace. Automated software like POC System's Space Management Software can further facilitate flexible workplaces and help you make the transition back to the office easier for your employees. With the app's useful features, you can easily achieve the balance between remote work and a structured office environment for the most efficient hybrid work model. ■ Need help creating your hybrid office? Book a demo to explore POC's abilities
Office spaceHow to Develop a Successful Facility Management PlanFacility management refers to planning and overseeing all the physical resources of your organization, such as buildings, equipment, furniture, and more. To ensure good facility management, you first need to create a plan to design, construct, maintain, and upgrade your facilities to maximize their value and achieve your business goals. A facility management plan is a specific document that outlines the strategies and goals for managing your organization's physical resources. A successful facility management plan can help you minimize costs and efficiently manage your physical resources. For example, a facility management plan can help in real estate decision-making by providing insight into your planning, design, and space management operations. What Should You Consider for Your Facility Management Plan? Developing a good facility management plan is easier said than done, as the factors around it can differ based on your company's goals. Nevertheless, you should consider these universal tips: Provide Safety and Security The safety and security of your employees, visitors, and assets should be your top priority when developing a facility management plan. You can achieve your organization's safety goals by implementing access control measures such as key cards, alarm systems, and CCTV cameras throughout the facility. Another important element of creating a safe and comfortable workspace is adhering to safety regulations such as having fire extinguishers, smoke detectors, and wayfinding maps to exits in case of emergency. ■ Create an efficient wayfinding system with these best practices Improve Communication It's essential to ensure open communication between occupants, stakeholders, and other parties involved in your facility management. This can help clarify everyone's objectives and establish an open dialogue so that everyone's informed of any changes or improvements to the facilities. In addition to boosting employee satisfaction, open communication will also allow your collaborators to express their concerns and doubts so you can address them before they turn into bigger issues. Ensure Maintenance and Business Continuity Planning for preventative maintenance, analyzing the elements that need maintenance or repair, creating budgets for these tasks, and preparing for unexpected problems are all key aspects to ensure your operations are uninterrupted. To plan for maintenance and potential issues, you should consider implementing advanced maintenance management systems to better track and manage your assets. This will help to reduce costs and unexpected breakdowns to keep your business running smoothly. ■ Regular maintenance can allow for better facility management reports Optimize Space Utilization Space utilization is an important factor to consider when developing a facility management plan because optimizing space usage within your facility can boost employee productivity and reduce costs. Important space usage factors you should consider include: Office layout: Choose either an open or closed office layout based on your specific business needs.Design choices: Ensure your design creates an inviting environment within your facility while making the most out of the space.Eco-friendly spaces: Green workspaces can lower costs with more efficient energy use.Furniture and equipment: Make sure these elements are placed in the best positions where employees can easily access them and actually use them.Space flexibility: Opt for flexible workspaces that can easily be changed depending on your needs. Taking these factors into account when calculating your space utilization rate can help ensure all areas of your facility are used to their full potential. ■ Ensure maximum space utilization using these key metrics 4 Basic Steps for a Successful Facility Management Plan If you're not sure where to start, take a look at these four basic steps for creating a successful facility management plan: 1. Identify the Current State of the Facility By identifying the current state of the facility first, you create a baseline from which you can make decisions about budgeting, repair needs, and space utilization. It also provides insight into areas that need improvement, enabling you to focus your efforts on these critical points and maximize efficiency. 2. Prioritize Objectives When developing a facility management plan, it's important to ensure it aligns with your overall business objectives to prevent wasting resources and halting progress. Example:If your business goal is to become more energy efficient, any facility improvements you make should reflect this goal. This could involve changes to the facility layout and implementing green workspaces. By prioritizing your objectives, you can make sure your organization's efforts are focused on the right areas and your facility management contributes to your goals. ■ Improve your facility management with these essential KPIs 3. Create and Implement a Plan Once you've identified your objectives, you should conceive an actionable plan and set achievable timeframes. Example:If one of your goals is to switch to an open layout due to the benefits of open-space offices, your plan should outline the design choices, budgeting requirements, and furniture and equipment placement while specifying the expected completion dates for each point. Once you have a plan in place, you should communicate it to everyone involved so they can perform their duties mindfully and with clear direction, thereby maximizing productivity and ensuring your objectives are met within the established timeline. 4. Monitor the Plan Regularly monitoring the facility management plan is important to identify any shortcomings or inefficiencies and establish a success rate. This should involve regular check-ins with employees, creating maintenance reports, and changing the layout as necessary. These steps will ensure that you can identify any issue early on and take corrective action quickly and efficiently while allowing for better decision-making in the future. Automated Software Can Assist In Your Success When implementing a facility management plan, automated software like POC System's Space Management Software can be an invaluable asset. This useful tool offers the following features: Visual simulations to help with floor plan designStreamlined booking of desks and meeting roomsCreating custom seating plans for maximum employee productivityAdvanced analytics to evaluate the success of your objectivesReal-time tracking of your current seating and office layout These features can provide you with the tools you need to maximize space utilization and ensure your objectives are met within the set timeline. Easily Create a Successful Facility Management Plan Creating a successful facility management plan that aligns with your overall business objectives can be highly beneficial to your organization's bottom line. This process should involve prioritizing objectives, creating and implementing an actionable plan, and regularly monitoring the facility space usage. While this can be a daunting task, automated software like POC System's Space Management Software can make it a whole lot easier. With this tool, you can quickly develop an effective facility management plan and ensure your resources are being used in the most efficient manner. ■ Book a demo to explore POC's features
Office spaceFacility Management KPIs: A Guide to Better Decision-MakingFacility management KPIs (Key Performance Indicators) are primarily used to track the performance of a facility, just like your office space. These KPIs range from space utilization, cost efficiency, and safety compliance to employee satisfaction and equipment maintenance. By tracking these indicators, you can identify potential areas of improvement in your office space, make better decisions, and plan for the future. 3 Aspects to Consider When Choosing KPIs When deciding on which KPIs to manage, you should consider the following factors to ensure your choices best suit your business objectives. 1. Facility Costs Facility costs aren't comprised of a single parameter—they can include real estate costs, utility costs, security costs, operational costs, and more. Knowing how much money your office is spending on each category helps you identify areas that require improvement so you can save costs or rearrange your office space for a more efficient layout. For example, if you pay $10,000 per month for your office space of 1,500 square feet, then every square foot costs you $6.67. But if your space utilization is only 70% (i.e. 1050 square feet), then you're paying $9.52 per square foot. Not including facility costs in your KPIs can make it difficult to adjust your budget accurately and puts you at risk of wasting money on resources that aren't fully utilized. ■ Use these space utilization metrics to further reduce your facility costs 2. Employee Productivity and Satisfaction Employee productivity and satisfaction are important KPIs to consider to ensure better decision-making. If your facility management doesn't provide your employees with the right resources that boost their performance, morale can suffer. This can lower productivity in the long run, especially in the case of hybrid work models. Unfortunately, there's no single metric that can determine employee satisfaction or productivity because these also depend on external factors like workplace culture and social environment. However, one feasible solution is tracking the complaints protocol. The complaints protocol monitors the number of formal employee complaints received each month to indicate any dissatisfaction among workers. ■ Boost employee happiness with a flexible workspace 3. Maintenance Maintenance is an important facility management KPI to consider because it can significantly impact employee productivity. Not monitoring different types of maintenance like preventative maintenance or reactive emergency repairs can lead to costly setbacks because lengthy and frequent fixes can leave employees without vital resources. Fortunately, there are solutions to keep facility maintenance within your means, like hot desking or efficient scheduling models. There are also formulas you can use to measure this KPI, such as Total Facility Management Cost (TFM). TFM = Cost of all facility management aspects / Total square footage of the building Using this formula, you can strategically monitor your facility to ensure maintenance doesn't hamper efficiency in any way. How Automated Systems Can Make This Easier Using automated systems such as POC's space management software can make facility management KPIs much easier to manage. With this software, you can: Visualize the layout of your facility: This will facilitate your decision-making process in terms of seating allocations and other important design aspects.Boost employee satisfaction and productivity: You'll be able to ensure your employees have the best possible working environment to perform well in their roles.Monitor specific areas within your facility: This will show you exactly where your resources are allocated and point to areas that require modifications.Improve your facility management efficiency: The app's real-time tracking capabilities can help you identify usage patterns more easily and determine which resources are actually used the most and when. Make Informed Decisions With Facility Management KPIs Facility management KPIs are essential for ensuring the optimal performance of your organization. By carefully selecting the right KPIs to track, you can make better-informed decisions and foster employee productivity and satisfaction. What's more, implementing efficient monitoring and management systems like POC's space management software can further streamline your decision-making process. Combining the right KPIs with the software's real-time tracking capabilities and easy-to-use interface will ensure you can save costs, monitor your budget, and provide your employees with an optimal working environment with ease. ■ Ready to write your facility management report? Follow these guidelines