What is a Space Management System?

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class="mri-post-details-v2"> <div class="container"> <div class="section-article-breadcrumbs"> <div class="breadcrumbs-section hidden-xs text-left "> <div class="breadcrumb-cnt"><div class="breadcrumb"><span><span><a href="https://www.mrisoftware.com/nz">Home</a></span> <span class="br-chevron"></span> <span><a href="https://www.mrisoftware.com/nz/blog/">Blog</a></span> <span class="br-chevron"></span> <span><a href="https://www.mrisoftware.com/nz/blog/category/workplace/">Workplace</a></span> <span class="br-chevron"></span> <span class="breadcrumb_last" aria-current="page">What is a space management system and how does it work?</span></span></div></div> </div>  </div>  <div class="mv-article-body"> <div class="bs4-row"> <div class="bs4-col-lg-8 bs4-col-xl-8"> <section class="section page-header-hero mri-v2-layout mri-phh-new section-white phh-nci page-hero-article-v2"> <div class="content-image-cnt text-left bs4-row"> <div class="bs4-col-12"> <h1>What is a space management system and how does it work?</h1> <div class="article-meta-wrap"> <div class="article-abox"> <div class="ab-thumb"> <span style="background-image: url('https://www.mrisoftware.com/nz/wp-content/uploads/2021/03/mri-sqaure-150x150.png');"></span> </div>  <div class="ab-details"> <span class="ab-name">MRI </span> <span class="ab-jobtitle"></span> </div>  </div>  <div class="article-shmeta"> <a href="https://www.mrisoftware.com/nz/blog/category/workplace/" class="am-cat">Workplace</a> <div class="mri-ss-inline"> <ul> <li> <a class="facebook popup" href="//www.facebook.com/sharer.php?u=https://www.mrisoftware.com/nz/blog/what-is-a-space-management-system/" data-type="facebook" title="Share on Facebook" target="_blank"> <i class="fa fa-facebook"></i> </a> </li> <li> <a class="twitter popup" href="//twitter.com/share?url=https://www.mrisoftware.com/nz/blog/what-is-a-space-management-system/&text=What+is+a+space+management+system+and+how+does+it+work%3F&via=mrisoftware" data-type="twitter" title="Share on Twitter" target="_blank" > <i class="mi-twitter-x"></i> </a> </li> <li> <a class="linkedin popup" href="//www.linkedin.com/shareArticle?mini=true&url=https://www.mrisoftware.com/nz/blog/what-is-a-space-management-system/" data-type="linkedin" title="Share on LinkedIn" target="_blank" ><i class="fa fa-linkedin"></i></a> </li> <li> <a class="email" href="mailto:?subject=MRI Software | NZ: What is a space management system and how does it work?&body=https://www.mrisoftware.com/nz/blog/what-is-a-space-management-system/" data-type="email" title="Share by Email"> <i class="fa fa-envelope-o"></i> </a> </li> </ul> </div>  </div>  <div class="article-post-date"> <time class="updated" datetime="2024-03-21T01:56:27+00:00">March 20, 2024</time> </div>  </div>  </div>  </div>  <span class="header-pattern-filter "></span> </section> <section class="flex flex--basic_content section-post-content mri-v2-layout" > <div class="post-container"> <div class="block__content block__content--extra-text"><p>A space management system is a powerful tool used to optimise, organise and maximise the potential of spaces. Whether it’s a bustling office environment, a retail store or an industrial unit, the effective utilisation of space is crucial for productivity and efficiency.</p> <p>In this post, we explore how you can optimise and organise your spaces efficiently with a space management system for enhanced functionality and productivity.</p> <h2>What is a space management system?</h2> <p><span class="TextRun SCXW33426286 BCX9" lang="EN-GB" xml:lang="EN-GB" data-contrast="auto"><span class="NormalTextRun SCXW33426286 BCX9">A space management system serves as a comprehensive toolkit for </span></span><span class="TextRun Highlight SCXW33426286 BCX9" lang="EN-GB" xml:lang="EN-GB" data-contrast="auto"><span class="NormalTextRun SCXW33426286 BCX9">real estate professionals</span></span><span class="TextRun SCXW33426286 BCX9" lang="EN-GB" xml:lang="EN-GB" data-contrast="auto"><span class="NormalTextRun SCXW33426286 BCX9">, enabling them to effectively plan, measure and optimi</span><span class="NormalTextRun SCXW33426286 BCX9">s</span><span class="NormalTextRun SCXW33426286 BCX9">e the utili</span><span class="NormalTextRun SCXW33426286 BCX9">s</span><span class="NormalTextRun SCXW33426286 BCX9">ation of available space to ensure consistent workplace productivity and collaboration.</span></span><span class="EOP SCXW33426286 BCX9" data-ccp-props="{}"> </span></p> <p>At its core, <a href="https://www.mrisoftware.com/nz/solutions/space-management-software/" target="_blank" rel="noopener">space management software</a> provides invaluable insight into the dynamics of space usage within an organisation. It goes beyond mere square footage calculations, offering detailed analytics on how, when and why employees interact with the available space. Through advanced data collection and analysis, these systems empower decision-makers to make informed choices regarding space allocation, utilisation and optimisation strategies.</p> <p>By understanding the patterns of employee behaviour and space utilisation, organisations can tailor their environments to meet the evolving needs of their workforce. Whether it’s adjusting seating arrangements, optimising meeting room usage or reallocating space for specific activities, space management systems provide the necessary tools to adapt and thrive in dynamic work environments.</p> <h2>How does a space management system work?</h2> <p>A <a href="https://www.mrisoftware.com/nz/blog/space-management-software-should-be-in-your-workplace/" target="_blank" rel="noopener">space management system benefits</a> organisations by operating as a comprehensive platform designed to streamline and optimise the utilisation of available space within an organisation. Key functionalities include:</p> <ol> <li>Centralised repository of data: These systems serve as a centralised hub for all space-related information, consolidating data from various sources and buildings into a single accessible platform. This eliminates the need for cumbersome data compilation processes and provides users with a unified view of the organisation’s space assets.</li> <li>Comprehensive space visualisation: Users are equipped with a holistic view of the space and how it’s being utilised by employees. This feature enables stakeholders to gain insights into occupancy patterns, traffic flows and spatial dynamics, facilitating informed decision-making regarding space optimisation.</li> <li>Efficient space booking: Space management systems empower employees to book desks and rooms through various devices, including desk screens, room panels and mobile applications. This flexibility ensures that individuals and teams can reserve spaces for both individual and collaborative activities, enhancing workplace agility and productivity.</li> <li>Strategic space utilisation: Leveraging a central space inventory, these systems enable organisations to strategise their space utilisation effectively. They facilitate the creation of floor plans, seating charts and seating scenarios tailored to different teams’ sizes and needs. Moreover, they ensure compliance with safety regulations and prevent unnecessary expenditure on underutilised space.</li> </ol> <h2>Key features of a space management system</h2> <p>Space management systems offer a suite of features designed to optimise space utilisation, enhance efficiency and facilitate informed decision-making. Here are some key functionalities:</p> <p><strong>1. Visualise space utilisation:</strong></p> <ul> <li>Central space inventory: Maintain a centralised repository of space data to edit occupancy floor plans for various seating scenarios.</li> <li>Neighbourhood and seating zones: Customise seating arrangements to accommodate the needs and schedules of different business units.</li> <li>Auto-physical distancing rules: Automatically identify restricted capacity to ensure compliance with regional and local regulations, promoting a safe working environment.</li> </ul> <p><strong>2. Streamlined booking process:</strong></p> <ul> <li>Booking tools: Enable employees to easily reserve desks and conference rooms through intuitive booking interfaces.</li> <li>Touch-free check-in/check-out: Implement features like QR codes for touch-free check-in and check-out, enhancing convenience and safety.</li> <li><span class="TextRun SCXW21317886 BCX9" lang="EN-GB" xml:lang="EN-GB" data-contrast="auto"><span class="NormalTextRun SCXW21317886 BCX9">Visitor and </span><span class="NormalTextRun SCXW21317886 BCX9">e</span><span class="NormalTextRun SCXW21317886 BCX9">mployee </span><span class="NormalTextRun SCXW21317886 BCX9">c</span><span class="NormalTextRun SCXW21317886 BCX9">heck-in </span><span class="NormalTextRun SCXW21317886 BCX9">m</span><span class="NormalTextRun SCXW21317886 BCX9">anagement: </span></span><span class="TextRun Highlight SCXW21317886 BCX9" lang="EN-GB" xml:lang="EN-GB" data-contrast="auto"><span class="NormalTextRun SCXW21317886 BCX9">Pre-screen visitors to ensure only </span><span class="NormalTextRun SCXW21317886 BCX9">those </span><span class="NormalTextRun SCXW21317886 BCX9">verified</span> <span class="NormalTextRun SCXW21317886 BCX9">can</span><span class="NormalTextRun SCXW21317886 BCX9"> enter your building, with</span> <span class="NormalTextRun SCXW21317886 BCX9">oversight into </span><span class="NormalTextRun SCXW21317886 BCX9">who is on site </span><span class="NormalTextRun SCXW21317886 BCX9">by tracking </span></span><a class="Hyperlink SCXW21317886 BCX9" href="https://www.mrisoftware.com/nz/solutions/visitor-management-system/" target="_blank" rel="noreferrer noopener"><span class="TextRun Highlight Underlined SCXW21317886 BCX9" lang="EN-GB" xml:lang="EN-GB" data-contrast="none"><span class="NormalTextRun SCXW21317886 BCX9" data-ccp-charstyle="Hyperlink">visitor and employee check-ins</span></span></a><span class="TextRun Highlight SCXW21317886 BCX9" lang="EN-GB" xml:lang="EN-GB" data-contrast="auto"><span class="NormalTextRun SCXW21317886 BCX9">.</span></span><span class="EOP SCXW21317886 BCX9" data-ccp-props="{}"> </span></li> </ul> <p><strong>3. Real-time data-driven insights:</strong></p> <ul> <li>Editable seating zones and diagrams: Dynamically adjust seating arrangements based on real-time occupancy needs, ensuring optimal space utilisation.</li> </ul> <ul> <li>Granular reporting: Generate detailed reports on seating usability segmented by different groups such as business units, floors or properties. These insights help identify usage trends and facilitate strategic decision-making regarding space allocation and layout adjustments.</li> </ul> <h2>What are the benefits of a space management system?</h2> <p>Space management systems offer numerous benefits for organisations looking to optimise their workspace and enhance operational efficiency. Here are some key advantages:</p> <p><strong>1. Efficient space utilisation:</strong></p> <ul> <li>Manage and utilise space efficiently: Space management systems enable organisations to efficiently manage and utilise their space, ensuring that every square foot is maximised for productivity.</li> <li><span class="TextRun SCXW152659904 BCX9" lang="EN-GB" xml:lang="EN-GB" data-contrast="auto"><span class="NormalTextRun SCXW152659904 BCX9">Visibility into </span><span class="NormalTextRun SCXW152659904 BCX9">s</span><span class="NormalTextRun SCXW152659904 BCX9">pace </span><span class="NormalTextRun SCXW152659904 BCX9">u</span><span class="NormalTextRun SCXW152659904 BCX9">tili</span><span class="NormalTextRun SCXW152659904 BCX9">s</span><span class="NormalTextRun SCXW152659904 BCX9">ation: Gain insight into occupied and unoccupied space across properties, allowing </span></span><span class="TextRun Highlight SCXW152659904 BCX9" lang="EN-GB" xml:lang="EN-GB" data-contrast="auto"><span class="NormalTextRun SCXW152659904 BCX9">space management</span></span><span class="TextRun SCXW152659904 BCX9" lang="EN-GB" xml:lang="EN-GB" data-contrast="auto"><span class="NormalTextRun SCXW152659904 BCX9"> tea</span><span class="NormalTextRun SCXW152659904 BCX9">ms to </span><span class="NormalTextRun SCXW152659904 BCX9">id</span><span class="NormalTextRun SCXW152659904 BCX9">entify</span><span class="NormalTextRun SCXW152659904 BCX9"> underutili</span><span class="NormalTextRun SCXW152659904 BCX9">s</span><span class="NormalTextRun SCXW152659904 BCX9">ed areas and redirect resources accordingly.</span></span><span class="EOP SCXW152659904 BCX9" data-ccp-props="{}"> </span></li> <li>Customise seating arrangements: To reflect the occupancy and collaboration needs of different business teams, fostering collaboration and productivity.</li> </ul> <p><strong>2. Reduce costs:</strong></p> <ul> <li>Reduce unused space and equipment: By analysing key metrics, space management software helps organisations identify and reduce unused space, furniture and unnecessary workplace equipment, leading to significant cost savings.</li> </ul> <ul> <li>Optimise expenditure: Space management systems assist in optimising expenditure by identifying areas of inefficiency and reallocating resources based on real-time trends and usage patterns.</li> </ul> <p><strong>3. Real-time data and metrics:</strong></p> <ul> <li>Access to real-time insights: Space management software provides real-time and historical insights into space utilisation, enabling organisations to make informed decisions and justify changes in expenditure.</li> </ul> <ul> <li>Workplace reporting: Compile data into comprehensive workplace reports, offering insights into historical, current and future space utilisation trends, facilitating strategic planning and optimisation efforts.</li> </ul> <p><strong>4. Effective management of hybrid workplace trends:</strong></p> <ul> <li>Adapt to flexible work options: With the rise of hybrid work models, space management systems help organisations adapt by ensuring that spaces are properly utilised when employees are on-site.</li> </ul> <ul> <li>Enable flexible booking: Empower employees to <a href="https://www.mrisoftware.com/nz/solutions/room-and-desk-booking-software/" target="_blank" rel="noopener">book desks and rooms</a> across devices, facilitating a smooth transition between remote and on-site work.</li> </ul> <h2>Improve your efficiency with a space management system</h2> <p>Traditional methods of monitoring, assessing and adjusting your organisation’s space can be complex and time-consuming. The larger your organisation and the higher the number of workplace locations you manage, the greater the challenge.</p> <p>This is where space management software comes into play. You can ensure that your workspaces get used effectively and efficiently while still supporting your employees’ needs. Space management software provides helpful insights into how each space gets utilised, your occupancy and other analysis of the spaces your employees use. It allows you to make smart decisions about your spaces and what resources they require.</p> <h2>FAQs about space management systems</h2> <div class="article-inline-resource-card airc-71988 data-clamp-3 air-st-pop-up "> <button class="air-close" title="Close Pop-up" aria-label="Close Pop-up Space management software for the modern workplace"></button> <div class="air-resource-type"> <span> Get a software demo </span> </div>  <div class="air-content"> <div class="air-fw"> <div class="air-cl"> <h4>Space management software for the modern workplace</h4> <p>Use your space wisely to cut costs and improve efficiency</p> <div class="air-cta-wrap air-fw-top"> <a href="https://www.mrisoftware.com/nz/solutions/space-management-software/" target="" title="Get a demo" class="btn new-mri-btn btn-green-l btn-sm"> <span>Get a demo</span> </a> </div>  </div>  <div class="air-thumb"> <img src="https://www.mrisoftware.com/nz/wp-content/uploads/2022/04/Workspace1-1024x972.png" alt="Space Management"> </div>  </div>  </div>  </div>  <div class="air-close-layer"></div>  <style> </style> </div> </div>  </section>  <section class="flex flex--faq section-post-content mri-v2-layout"> <div class="faq-item"> <div class="iw-tab-header"> <span class="tab-toggler">What is an example of space management?</span> </div>  <div class="iw-tab-content" style="display: none;"> <p>Space management can include floor planning, meeting room design and desk arrangements to ensure more efficient use of space and resources to promote productivity.</p> <p>For example, instead of conventional office layouts with rows of cubicles, a few meeting rooms and a designated break area, with effective space management, offices can be reorganised to suit the needs and behaviours of the team. It could be divided into functional zones, including collaborative areas for teams, quiet zones for focused work and communal spaces for relaxation and socialisation. Traffic flow analysis helps optimise pathways, ensuring accessibility while minimising disruptions.</p> <p>Meeting rooms can be redesigned to meet employee needs and patterns of usage. For example, using insights from a space management system, meeting rooms can be redesigned to accommodate various meeting sizes and purposes, with flexible furniture arrangements and integrated technology. An online booking system streamlines reservations, providing real-time availability and ensuring efficient use of meeting spaces.</p> <p>By implementing a space management strategy, companies can create a more adaptable, collaborative and cost-effective workspace. Employees can benefit from a flexible environment that supports various work styles, collaboration between teams improves with better-designed meeting spaces and the company optimises its real estate utilisation, leading to cost savings.</p> </div>  </div>  <div class="faq-item"> <div class="iw-tab-header"> <span class="tab-toggler">What is the main benefit of space management?</span> </div>  <div class="iw-tab-content" style="display: none;"> <p>The primary benefit of space management in the workplace is the optimisation of space utilisation. This entails making sure that every square foot of your facility is used as efficiently as possible. Proper space management ensures that no area is wasted, whether it’s office space, meeting rooms or common areas, leading to a more productive and cost-effective use of the property.</p> <p>By maximising space utilisation, organisations can significantly reduce overhead costs by avoiding the need for additional premises and can create a more adaptable and flexible working environment. This adaptability is crucial for accommodating changes in workforce size, promoting collaboration and supporting a variety of work styles, including remote and hybrid models.</p> <p>In essence, optimising space utilisation through effective space management not only enhances the physical workspace but also contributes to the overall well-being and productivity of the employees, making it a key strategic asset for any organisation.</p> </div>  </div>  <div class="faq-item"> <div class="iw-tab-header"> <span class="tab-toggler">What are the activities of space management?</span> </div>  <div class="iw-tab-content" style="display: none;"> <p>The activities of space management include:</p> <ol> <li>Space planning and reconfiguration: This involves designing and organising spaces to meet the current and future needs of an organisation. It includes the arrangement of furniture, equipment and the layout of different areas within the facility to maximise efficiency and promote a productive work environment.</li> <li>Identifying underutilisation of space: Regularly assessing how spaces are used to identify areas that are rarely used or underutilised. This activity helps in making informed decisions on repurposing or reconfiguring spaces to better serve the organisation’s needs.</li> <li>Maximising occupancy: Ensuring that every available space is used optimally to accommodate as many employees or functions as possible without compromising on comfort or productivity. This involves strategic placement and allocation of workspaces, meeting rooms and common areas to fully utilise the capacity of the facility.</li> </ol> </div>  </div>  <script> (function (window) { jQuery(document).ready(function() { jQuery(document).on('click','.flex--faq .faq-item .iw-tab-header', function(e){ e.preventDefault(); var parent = jQuery(this).closest('.faq-item'); parent.find('.iw-tab-content').slideToggle(300); parent.toggleClass('iw-open'); }); }); })(jQuery); </script> </section>  <script type="application/ld+json"> { "@context": "https://schema.org", "@type": "FAQPage", "mainEntity": [ { "@type": "Question", "name": "What is an example of space management?", "acceptedAnswer": { "@type": "Answer", "text": "Space management can include floor planning, meeting room design and desk arrangements to ensure more efficient use of space and resources to promote productivity. For example, instead of conventional office layouts with rows of cubicles, a few meeting rooms and a designated break area, with effective space management, offices can be reorganised to suit the needs and behaviours of the team. It could be divided into functional zones, including collaborative areas for teams, quiet zones for focused work and communal spaces for relaxation and socialisation. Traffic flow analysis helps optimise pathways, ensuring accessibility while minimising disruptions. Meeting rooms can be redesigned to meet employee needs and patterns of usage. For example, using insights from a space management system, meeting rooms can be redesigned to accommodate various meeting sizes and purposes, with flexible furniture arrangements and integrated technology. An online booking system streamlines reservations, providing real-time availability and ensuring efficient use of meeting spaces. 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By maximising space utilisation, organisations can significantly reduce overhead costs by avoiding the need for additional premises and can create a more adaptable and flexible working environment. This adaptability is crucial for accommodating changes in workforce size, promoting collaboration and supporting a variety of work styles, including remote and hybrid models. In essence, optimising space utilisation through effective space management not only enhances the physical workspace but also contributes to the overall well-being and productivity of the employees, making it a key strategic asset for any organisation." } } , { "@type": "Question", "name": "What are the activities of space management?", "acceptedAnswer": { "@type": "Answer", "text": "The activities of space management include: Space planning and reconfiguration: This involves designing and organising spaces to meet the current and future needs of an organisation. 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This involves strategic placement and allocation of workspaces, meeting rooms and common areas to fully utilise the capacity of the facility." } } ] } </script> <div class="article-inline-resource-card"> <div class="air-resource-type"> <span> Whitepaper </span> </div>  <div class="air-content"> <div class="air-fw"> <div class="air-cl"> <h4>The Complete Guide to Space Management for the Workplace</h4> <p>The workplace is no longer static, and being at our desks five days a week is a thing of the past for many businesses. Employees are on-site less, and they’re more intentional about how they spend their time in the workplace. Some employees may only …</p> </div>  <div class="air-thumb"> <img width="800" height="467" src="https://www.mrisoftware.com/nz/wp-content/uploads/2022/12/Copy-of-Resource-Featured-Image-1.png" class="attachment-large size-large wp-post-image" alt="Space Management" decoding="async" fetchpriority="high" srcset="https://www.mrisoftware.com/nz/wp-content/uploads/2022/12/Copy-of-Resource-Featured-Image-1.png 800w, https://www.mrisoftware.com/nz/wp-content/uploads/2022/12/Copy-of-Resource-Featured-Image-1-300x175.png 300w, https://www.mrisoftware.com/nz/wp-content/uploads/2022/12/Copy-of-Resource-Featured-Image-1-768x448.png 768w, https://www.mrisoftware.com/nz/wp-content/uploads/2022/12/Copy-of-Resource-Featured-Image-1-500x292.png 500w" sizes="(max-width: 800px) 100vw, 800px" /> </div>  </div>  </div>  <a href="https://www.mrisoftware.com/nz/resources/guide-to-space-management-for-the-workplace/" title="Read the Whitepaper" class="btn new-mri-btn btn-green-l btn-sm"> <span>Read the Whitepaper</span> </a> </div>  <section class="related-resources-article"> <div class="section-title"> <h3>Reinvest in some more great content:</h3> </div>  <div class="stay-updated-listing mri-updated-listing-content"> <div class="row"> <div class="col-xs-12 col-sm-4"> <a href="https://www.mrisoftware.com/nz/resources/guide-to-space-management-for-the-workplace/" class="mri-article-card" aria-labelledby="article-content-4635667469ed764778"> <span class="article-thumbnail"> <span class="article-img" style="background-image: url('https://www.mrisoftware.com/nz/wp-content/uploads/2022/12/Copy-of-Resource-Featured-Image-1.png');"></span> </span>  <span class="article-content" id="article-content-4635667469ed764778"> <span class="article-meta"> Whitepaper </span> <h3 class="article-title"> The Complete Guide to Space Management for the Workplace </h3> <span class="article-link-label"> Whitepaper <i class="fa fa-chevron-right" aria-hidden="true"></i> </span> </span>  </a> </div>  </div>  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What is a Space Management System? | MRI Software