Office Space

In a perfect scenario, companies could acquire ample space and spread employees out as needed. But it is nearly impossible to find and pay for the amount of space that would be required to do this. The alternative option is having fewer employees in the workspace at one time. Many workstations and conference rooms would have to be closed off or set to limited capacity, and different waves of employees would have to cycle through the office at different times.

So, how does an employer pull this off? They will have to become creative and resourceful. Essentially, they must re-imagine a future workplace that considers the demands of the pandemic environment – demands that center around the evolution of the physical workplace into a more agile and dynamic concept.

The evolution of the workplace

The unique demands of the pandemic on the workplace throw permanently assigned seating out of the window for the time being, and companies are forced to consider alternatives. One such alternative is desk hoteling in which workers schedule their use of different workspaces in shifts instead of reporting to the same work area each day.

An agile workplace system such as desk hoteling can only be implemented successfully as long as several key infrastructural features are set in place. The company must have a smart reservation system that allows employees to quickly and easily book workspaces from their mobile devices. Further, employees need access to dynamic floorplans that provide wayfinding and employee search capabilities so that new spaces and shifting employees can be easily located.

Considering that a sizable portion of the workforce will remain working from home in different shifts, assets removed from the office for at-home use will need to be tracked and maintained in an efficient manner. With the ever-existing threat of virus outbreaks comes the need for responsive cleaning services based on real-time space usage as well as data-based contact tracing abilities.

The aid of space management software

How can facility managers effectively execute all of these strategies in a streamlined manner without interfering with their original business objectives? For many, the answer has been implementing space management software.

Space management software is a cloud-based platform that provides a diverse but interconnected array of services related to space planning, execution and optimization. With a solid space management software in place, it becomes easy to book desks and rooms, implement individual and group moves, create interactive floor plans, use wayfinding and contract tracing features, automate facility operations and track occupancy. Thanks to these streamlined services offered through space management software, companies can execute a fool-proof and flexible plan for transitioning employees back the office.

Below are six specific ways space management software helps FMs bring their employees back to the workplace:

1. Dynamic floor plans & wayfinding

Space management software offers a simple and flexible way to update floor plans so that offices can adapt to a desk-hoteling plan, and employees can stay oriented in an ever-changing workspace. Floor plans can be uploaded to the system and modified so that the office layout follows social distancing guidelines. One specific example would be adjusting the office floor plan so that only desks that are six feet apart can be reserved and used. Desks in between can be blocked off directly on the floor plan as unreservable.

Also, different layers can be added to floor plans to provide more information that will help keep employees stay safe in the office. These layers include real-time occupancy, directional arrows for suggested traffic flow, maximum capacity for each room, fire escape routes and more.

Space management software also offers wayfinding features that will help orient employees as they begin to navigate the workspace without the presence of permanent seating arrangements. With digital floor plan search abilities, employees can easily look up where their reserved seats are located and where other employees are working for the day.

2. Desk booking & room reservations

To bring employees back to the office during a pandemic, it is essential that each worker can reserve desks, conference rooms and equipment before they come into the office. This will minimize unneeded contact from using check-in kiosks or spending too much time near other employees when trying to secure a space, service or asset.

Space management software offers a quick, mobile solution to booking desks, rooms, equipment and services. Employees will be able to reserve their workspace for the day from their mobile devices any time and from anywhere. They will have their spaces and equipment ready for them when they arrive at the office. Doing this will prevent employees from unnecessary contact in the office while aimlessly searching for open desks in the office.

Specific desks can be blocked off at any time in order to adhere to social distancing norms or to leave time for sanitization. And if the desk-hoteling plan depends on work-shift patterns, the desk reservation system can be set up so as to align with these time patterns and thus make it easier to implement the seating strategy.

3. IoT Sensors

Some space management software systems can also integrate IoT sensors into the system for better monitoring of workspaces. With space monitors in place, real-time occupancy can be assessed as well as comfort measures such as room temperature, humidity and air quality.

Installing occupancy sensors at desks and conference rooms enables employers to track how many employees are in each area. Alerts can be sent out when a monitor picks up a violation of room capacity or social distancing. The IoT sensor system also can be synced to FM operations for automated and optimized cleaning services.

For example, when the space monitor sensor detects that an employee has left their desk for the day, it can trigger a service request for clean-up and disinfecting. Sensors can even be placed in the restrooms, so that FMs can know which areas are getting the most traffic and require more sanitization throughout the day.

4. Automated facilities

Space management software also offers a wide range of FM functions. Employees can submit service requests based on different needs, such as if they spot areas in the office that need cleaning or if their desk needs repair. Their requests will be sent directly to FMs who can delegate the work to custodians and technicians or outside vendors as needed. FMs can track the work until it has been fully completed.

With the help of space management software and sensor monitoring, FM operations can be set up so that workspaces are automatically cleaned before and after an employee uses a desk or conference room.

Preventative maintenance can be scheduled ahead of time so that cleaning shifts are in place and critical inventory such as hand sanitizer is in stock. Different company departments – such as HR, IT and FM -- can join forces on a single platform to easily coordinate and execute all services to keep the office fully disinfected and equipped at all times.

5. Contact tracing

Space management software’s contact tracing capabilities can help prevent virus outbreaks by tracking when and where employees are working in the office. Analytical reports can be run at any time to summarize which employees were working in office on any specific date/time, along with the location of their workspaces(s) and nearby employees.

The option to retrieve this type of data can help halt any potential virus outbreaks by identifying the trail of employees who may have been infected and then requiring these employees to self-quarantine. These employees can be contacted directly through the system. Further, seats and areas that were used by potentially infected employees can be identified and sectioned off for deep cleaning.

6. Asset tracking

A hybrid workforce means that while many employees will begin working in the office again, many employees will still be working from home for a certain part of the time. These fluctuations require the close tracking of any company equipment removed from the office, including items such as laptops and mobile devices.

With space management software, corporate assets can be assigned to remote employees and tracked to ensure that nothing is lost or damaged beyond repair. Employees can use the software to request services from IT or FM if they need help setting up or fixing equipment while working from home.

Transitioning employees back to the office in light of COVID-19 is a daunting task that requires smart and safe decision-making. Space management software can help companies navigate the challenges that come with implementing temporary occupancy strategies and dealing with a hybrid workforce. From desk-hoteling to contact tracing, and automated FM tasks to sensor monitoring, space management software can help bring employees back to the office safely without losing sight of corporate goals and progress.