Modern conference room with a long table, chairs, and large windows overlooking a scenic view

Workspace Management Software: Tips & Features To Consider

EMS

Workspace management software optimizes office spaces and resources, simplifying scheduling and boosting productivity in hybrid work environments. By offering real-time analytics, seamless integration, and scalability, it empowers organizations to adapt and thrive in modern workspace dynamics.

January 9, 2025

In 2024, over a quarter of full-time employees operated under a hybrid work model. This is an example of how modern workspaces aren’t what they once were—and that’s a massive opportunity.

As hybrid work becomes more prevalent, individuals are often on the move—whether attending a work conference, working on a school campus, or splitting time between home and the office as hybrid employees. Organizations must revaluate their approach to space management to support the flexibility required by this workforce and maximize the value of their environment. How often are areas of the office being utilized? Should leaders implement desk booking software? When are specific spaces in the highest demand?

These questions demonstrate the growing need for efficient workspace management software that offers features that optimize office environments while boosting employee productivity. Understanding the key features and tips for selecting the best software can transform how businesses operate and manage workspaces.

Transform Your Workspace Today

Optimize office environments and boost productivity with smart tools.

Workspace Management Software

What is Workspace Management Software?

Workspace management software is a tool designed to optimize the use of office spaces and resources. It simplifies scheduling, room booking, and resource allocation, ensuring that office space is utilized efficiently. The primary objectives are to increase productivity, reduce costs, and improve employee satisfaction.

Remote and hybrid work models are standard in today's dynamic work environment. This software helps manage diverse needs, from hot-desking to conference room bookings. When used correctly, it’s easier for organizations to adapt to changing work patterns and maximize the efficiency of their physical spaces.

On average, employees prefer to be in the office two to three days per week – and this schedule tends to optimize employee engagement for many roles.”

-Gallup

Essential Features to Look For in Workspace Management Software

What makes one workplace management software better than another? Here are the key features to look for when selecting a software solution.

1. User-Friendly Interface

An intuitive interface reduces users' learning curve and boosts adoption rates. Look for software that offers customization options to cater to different user needs. The best solutions are accessible across various devices and platforms, allowing staff to manage their workspace from anywhere.

2. Robust Scheduling Capabilities

Advanced booking options, such as recurring meetings and room preferences, are necessary. The software should detect and resolve scheduling conflicts automatically. Integration with calendar systems like Outlook and Google Calendar simplifies scheduling and keeps everyone on the same page.

3. Resource Management

A primary feature to look for in workspace management software is the allocation of workspace and resources. The solution should provide real-time availability and status updates, making space management easy. Proper inventory management for equipment and amenities avoids issues for upcoming meetings and events.

4. Analytics and Reporting

Workspace management software provides companies with access to customizable reports with insights tailored to their specific needs. Predictive analytics can anticipate future workspace requirements, providing actionable insights for planning and resource allocation based on anticipated needs.

5. Integration with Other Systems

Look for software with API availability for seamless integration. Commonly integrated systems include Human Resources Management (HRM), Customer Relationship Management (CRM), and Enterprise Resource Planning (ERP). The goal is to simplify and unify operations, which increases operational efficiency overall.

5 Tips for Choosing the Right Workspace Management Software

The best workspace management software meets the unique needs of an organization. But what does that look like in practice? Here are five tips for choosing the right workspace management software.

An illustration of 7 features of Accruent’s EMS for workspace management software

1. Assess Your Organization’s Needs

Start with a thorough needs analysis to identify key challenges and pain points. Implement the software to set clear goals and objectives for the organization. Defining these criteria ensures that the chosen solution aligns with the organization’s requirements.

2. Evaluate Vendor Offerings

Compare the features and functionalities of different software options. Read reviews and case studies to understand how they perform in real-world scenarios. Consider vendor support and customer service level, as these will be important for smooth implementation and ongoing use.

3. Budget and ROI Considerations

Determine the budget and calculate the potential return on investment. Look for flexible pricing models that can work within your budget and financial models. Investing in the right software can lead to significant savings and productivity gains over time.

4. Scalability and Flexibility

Choose software that can grow with your organization and offers customization options to fit your business needs. Look for solutions, prioritizing continuous improvement and regularly introducing new features, ensuring the software remains adaptable as your organization evolves.

5. Security and Compliance

Evaluate the software’s data protection measures to safeguard sensitive information. Double-check that it complies with industry regulations and standards. Review the vendor’s security certifications and protocols to confirm their data security and compliance commitment.

Implementation and Best Practices

To implement space management software effectively, carefully adhere to these key steps for a successful rollout.

Planning and Preparation

Develop an implementation timeline to keep the process on track.
Engage stakeholders early to obtain their buy-in and support.
Set up a pilot program to test the software and identify any issues before deployment.

Training and Support

Provide comprehensive training for all users to ensure they understand how to use the software effectively.
Confirm ongoing support and troubleshooting are available to address any issues that arise.
Regularly update the software and training materials to inform everyone of new features and best practices.

Continuous Improvement

Collect feedback from users to understand their experiences and identify areas for improvement.
Monitor the software’s performance and make necessary adjustments to optimize its use.
Stay informed about new features and updates to continually improve the software’s capabilities and benefits for the organization.

Accruent EMS: Industry-Leading Workspace Management Software

Accruent EMS is an industry-leading solution in workspace management. With a variety of features, it helps organizations optimize office environments and boost employee productivity.

An illustration of 7 features of Accruent’s EMS for workspace management software

Key features of Accruent EMS include:

Event Management: Facilitates the creation of impressive events with proactive scheduling and resource allocation.
Dynamic Booking Capabilities: Offers real-time desk and room booking, which allows employees to manage spaces on the go.
Space Utilization Insights: Provides detailed insights into space usage that help organizations make informed decisions about workspace planning.
Seamless Integration: Integrates with existing corporate infrastructure and calendar systems, leading to smooth operations across the board.
User-Friendly Interface: Provides an intuitive and easy-to-navigate interface. This feature simplifies the booking process for all employees.
Advanced Security: Includes robust security features to protect sensitive organizational data from breaches and unauthorized access.
Scalable Architecture: Expands with an organization as it grows. Adapts to expanding workspace needs without compromising performance.

With these features, Accruent EMS meets the needs of effective workspace management. The software supports seamless operations, drives productivity, and helps organizations adapt to evolving requirements.

Tailored Workspace Management Driven by Data

In an era of hybrid work, remote work, and other innovative approaches, understanding how to manage a workspace best can be transformative for business. The right workspace management software simplifies operations, provides data-driven insights for better decision-making, and helps to reduce costs.

With the right software, transform your office environment and boost productivity. Discover how Accruent EMS can elevate your organization.

Frequently Asked Questions

Here are some common questions about workspace management software.

How can workspace management software improve productivity in my organization?

Workspace management software optimizes the use of office spaces and resources. It simplifies scheduling, room booking, and resource allocation, reducing conflicts and increasing efficiency. Providing real-time data and analytics helps leaders and office managers make informed decisions. The result is a more organized and productive work environment.

Can workspace management software be customized to fit my organization’s specific needs?

Yes, most workspace management software offers customization options. Depending on an organization's needs, features such as booking processes, user permissions, and reporting tools can be tailored to match specific requirements. When done right, the software can align with an organization’s workflow and goals.

How do I choose the right workspace management software for a large organization with multiple locations?

Start by assessing the organization’s needs and identifying key challenges. Evaluate vendor offerings. Focus on features like scalability, flexibility, and integration capabilities. Look for software that supports multiple locations. It should offer robust scheduling and resource management features. Additionally, it must provide strong security and compliance measures. Reading reviews and case studies can also help in making an informed decision.