Integrated Workplace Management Systems (IWMS): A Complete Guide
Discover the impact and benefits of Integrated Workplace Management Systems (IWMS) in this complete guide. Learn how IWMS can optimize your workplace ...
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IWMS, or integrated workplace management systems, are the software platforms facilities teams and building occupants use to drive operational improvements through the centralization of real estate and facilities data.
Companies often use dozens of point solutions to run their day-to-day business, addressing only a single functional activity at a time.
To get insight into the bigger picture for more efficiencies and better decision-making, companies attempt to transfer data between these systems ― a manual task that can be virtually impossible to accomplish consistently. This integration effort either strains existing resources or leads to new staff being hired, negatively impacting the bottom line. To overcome these challenges, leading companies are choosing centralized software solutions to address the full range of integrated workplace management system (IWMS) functionality.
Integrated workplace management systems (IWMS) software solutions integrate multiple platforms and help organizations drive operational improvements through the centralization of real estate and facilities data. This integrated approach allows organizations to contain costs and offers a holistic approach to space planning and space management.
An integrated workplace management system generally includes the following key components:
While IMWS solutions encompass a broad range of functions and capabilities, organizations typically begin by implementing a few modules at a time so they can better meet their priorities and resources. For example, an organization might start off with facilities management or real estate management components, then add space scheduling components for a more holistic approach to managing their workplace. These integrated modules offer a single source of truth with features such as comprehensive dashboards that users can drill into for deeper insights.
IWMS solutions offer a variety of benefits:
An IWMS powered by powerful space management software can help you gain insight into your space utilization, occupancy, time spent in rooms, and other key metrics. Use this information to identify inefficiencies, improve processes, organize budgets, and increase the effectiveness of your rooms and spaces.
Desk, room, and space scheduling systems help hybrid workers find the spaces they need to get work done when they’re in the office. An IWMS with a space scheduling component gives employees peace of mind they will have a comfortable and efficient work environment while also making for better in-person collaboration.
An IWMS can lead to proven cost savings in areas such as better space management, streamlined lease administration, increased data transparency, optimized portfolio sizing, and overall process improvements.
By centralizing processes, documentation, and reporting, an IWMS system can simplify compliance with standards and regulations, including GASB, IFRS, and FASB lease accounting standards.
Big decisions must be backed by data. Thanks to comprehensive reporting, dashboards, KPI tracking, and more, the right IWMS can help businesses access important information and make informed, accurate business decisions.
An IWMS can increase transparency into things like:
This can help you maintain control over your operations, decease inefficiencies, identify areas of growth, and more.
Use real-time data in your IWMS software to:
Typically, no one person is “in charge” of their organization’s IWMS because it touches many different aspects of the business. But some of the roles of those responsible for various facets of an IWMS include:
IWMS software is the set of tools and applications behind your organization’s integrated workplace management systems. In many ways, the term “IWMS software” is redundant, because IWMS implies systems that are integrated into a software platform. The best IWMS software seamlessly connects systems and helps an organization run their facilities more effectively.
We are in a time of evolution in the IWMS world. About 20 or so years ago, organizations with IWMS often were dealing with less-than-smooth interfaces and manual tasks like document uploads. As IWMS vendors increased their offerings, IWMS systems integrated with an increasing number of other systems, such as sensors and smart building IoT. The IWMS space is constantly evolving, with one top analyst predicting IWMS will give way to “connected portfolio intelligence platforms (CPIP).”
Want to find out how an IWMS can help your organization? Learn more about our IWMS solutions.
No. In some cases, organizations use the terms “computer-aided facility management” and “integrated workplace management system” interchangeably, but they are not the same. CAFM focuses on maintenance, occupancy, and supporting facility management. Some of the key components of CAFM software are facilities data analysis, evaluating systems for preventive maintenance, providing multiple ways to visualize complex facilities data, and other tools for enhanced planning of maintenance decisions and work orders.
Computerized maintenance management software, or CMMS, is a computer software program designed to manage facilities maintenance more effectively. CMMS software is often part of an organization’s IWMS, but an IWMS system includes broader functionality.
IWMS facility management software is a subset of IWMS that covers maintaining an organization’s buildings, equipment, and assets, but it does not include additional areas such as space scheduling or real estate lease management.
Discover the impact and benefits of Integrated Workplace Management Systems (IWMS) in this complete guide. Learn how IWMS can optimize your workplace ...
Discover how an integrated workplace management system can connect systems to maximize productivity, increase transparency and drive data-based ...
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