Integrated Workplace Management Systems (IWMS): A Complete Guide

Organizations tend to collect software on an as-needed basis as they grow. This practice is almost universal and often leads to disparate systems that have no way to communicate with each other, leaving vital data isolated and difficult to access across platforms.

Silos grow around teams as they operate the software that's relevant to their jobs, and crucial information gets lost in the shuffle. IWMS solutions help to bridge the gaps in these patchwork environments.

When used effectively, an IWMS helps improve a wide range of processes and practices, creating a more efficient and productive environment. A robust IWMS provides numerous benefits such as these and more to support businesses as they continue to grow.

Optimize Space

A platform like Accruent's IWMS solution helps facilities get the most out of their available space with workspace management and space management tools. These functionalities enable organizations to effectively optimize workspace, office space, and common areas in a facility. An IWMS helps with such matters as occupancy tracking, space utilization, and relocation planning.

Manage Assets

IWMS software solutions can assist organizations with asset and resource management responsibilities. Asset management functionality assists with tracking and managing physical assets such as furniture, production equipment, and inventory to ensure they're used properly and kept in good working order.

Streamline Maintenance

Facility maintenance is a top priority for just about any commercial or industrial enterprise. An effective IWMS software platform streamlines facilities management efforts with robust maintenance management tools that enable teams to track and schedule maintenance activities and work orders.

Organize Leases

As businesses grow and expand, real lease and real estate management responsibilities tend to grow with them. Lease management capabilities in an IWMS enable organizations to generate, organize, and track a wide range of lease-related documentation, such as contracts, rent calculations, and financial reports.

Improve Sustainability Initiatives

Electrical use is frequently a substantial overhead expense for commercial and industrial facilities, and regulatory agencies strictly enforce compliance. An effective integrated system provides energy management tools to reduce costs, minimize energy consumption, maintain sustainability efforts, and comply with regulations.

Report and Analyze

In a world of ever-shifting objectives and growing competition, businesses need to be agile to move ahead. An IWMS provides robust data collection, reporting, and analytics capabilities that enable organizations to make informed decisions using real-time data.

Collaborate Across Teams

Leadership and workers in a growing business need to be able to access information from numerous sources. Many IWMS systems integrate relatively seamlessly with other enterprise systems such as enterprise resource planning (ERP) and human resource (HR) platforms.

Integrated systems can bridge many access gaps and enable users to reach across departments for the information they need, empowering teams to work together to find solutions and move organizations forward.

While workplace management solutions are useful for just about any large or growing enterprise, these groups typically get the most out of a platform such as Accruent's IWMS software solution.

1. Commercial Real Estate Professionals

Real estate businesses that manage a significant number of properties can benefit from the centralized system of integrated workplace management software. An IWMS solution consolidates data and tools into a single software platform, empowering professionals to access and manage real estate and lease information such as portfolios, rental agreements, property maintenance activities, and financial data.

2. Maintenance Teams

Repair and preventive maintenance costs can take a huge chunk out of a business's budget, especially in industries such as manufacturing that rely on dependable equipment to operate.

An IWMS streamlines facility maintenance management processes by helping you schedule and track maintenance tasks, manage work orders, and monitor the performance of service providers. Integrated management systems help ensure effective upkeep and minimal downtime, increasing overall operational efficiency.

3. Property Managers

Organizations that maintain a significant number of real estate documents such as lease agreements, inspection reports, and property financial records need a system they can rely on to consolidate the information and offer a single point of contact for anyone who administers multiple properties.

An IWMS solution can organize lease administration tasks, help maintain regulatory compliance, manage rent payments and property transactions, and generate financial reports related to real estate and lease management activities.

4. Hybrid Offices

Hybrid work has become the norm in many industries. Companies that need to optimize office space for partial employee occupancy often turn to IWMS platforms for the space-planning tools they provide.

Organizations that frequently undergo office reconfigurations or maintain a hybrid workforce can take advantage of the space utilization insights for desk assignments and planning for future needs that IWMS software informs.

5. Sustainability Managers

Many companies are implementing sustainability initiatives for a variety of reasons, whether it's to minimize energy consumption and maximize their overall cost savings or to move toward a more environmentally conscious corporate culture.

Organizations committed to environmental sustainability can utilize the tracking and reporting functionalities that IWMS software offers for sustainable energy management.

Integrated Workplace Management Software from Accruent