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8 Apps for Remote Workers Productivity and Success

By Jeff Revoy
Chief Operations Officer & Co-Founder
SpaceIQ

You can’t make it through the work day without utilizing at least two productivity focused apps (as well as mobile employee apps) on your phone or computer. When you’re working in-house, there’s a few luxuries you take for granted, like printers and scanners, FaceTime with colleagues, and conference rooms with audio and video equipment. If you’re a remote worker, all of this lives on their phone, tablet, and laptop. But designers have developed apps to meet every remote worker’s needs and making them more productive.

Slack

It’s rare to work for a company these days that doesn’t rely on Slack for office wide communication. Group chats and private channels keep everyone on the team connected and on task. Single channels can be created to discuss a project and members can be tagged when their attention is required, keeping everyone focused and on task. It also integrates with apps like Drive so you can easily drop in documents for group access.

Trello

Like Slack, Trello allows you to make and organize single cards for projects or organize each according to its stage in the process, add collaborators where needed, and include links to articles or drafts. For the single user, it serves as a well-oiled to-do list. You can map the cards according to your work and easily drag them to a new spot as timelines change. Managers can also create a Trello board for their team to sign up for new projects without having to send around an email.

Brain.fm

Whether you’re working in a coffee shop, co-working space, or in your home office, distractions happen. Brain.fm creates soundtracks specific to your work or relaxation needs. You can choose the length of the soundtrack—30 minutes, an hour or two—and the rhythm and beat hold your focus and propel you forward into work. If your life were an action movie, this would be the music taking you into the climax. When you need to unwind, you can switch to one of the relaxation soundtracks.

DeskTime

Many companies use DeskTime for it’s high level productivity tracking. It monitors working hours and breaks it down into percentages of time that is productive, effective, or wasted. While it was design to help managers monitor their team’s progress, it’s also helpful on the individual level. You can look at your work day and see how much time you may waste jumping from task to task, how much of your time is spent online versus off, and overall how long a single project took to complete so, in the future, you have a realistic expectation project inputs.

Genius Scan

While more work is completed online these days, there is still the odd document that needs a real signature or receipts that need to be included in expense reports. Grizzly Labs created Genius Scan (as well as Genius Sign and Genius Fax) to handle your offline needs. It’s basically a camera, but it flattens documents and enhances color and clarity automatically, without taking up valuable desk space or requiring any monetary outlay.

Zoom

Skype or FaceTime are great if you just need to see and speak to the person you’re meeting with, but Zoom enhances these meetings with other options like screen sharing and webinars. You can also choose to record the meetings as well as receive transcriptions of each meeting that you can include in follow up notes.

World Clock

It’s not uncommon for companies to be spread out across multiple timezones. World Clock Meeting Planner allows you to include multiple timezones in your meeting requests so that, before sending it around to participants, you don’t accidentally suggest a teammate in China call you at three in the morning. Planners or participants add in their timezone and it will automatically update for each individual when they select their availability.

Headspace

Now that offices include yoga, meditation, and quiet rooms, it’s only fair that the remote workforce also get some zen time. Like Brain.fm, Headspace allows you to select the length of time you’d like to meditate or relax for but unlike it, this app wants you to stop working while tuning in. You can listen anywhere and offline, so rather than cursing traffic or malfunctioning public transit on a particularly messy commute, you can start your mindfulness practice and leave that space feeling a little clearer.

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Blog

IDC Names SpaceIQ Among Cloud Facilities Management Software Innovators

SpaceIQ is proud to have been featured in a recent innovators report by IDC, which focuses on the future of cloud-based facilities management software. Named one of the key emerging vendors in this space, SpaceIQ is profiled as having demonstrated innovative new technology with the potential and capabilities to drive modern facilities management forward.

The document, IDC Innovators: Facilities Management Software as a Service, 2018, is now available from IDC.

Illustrating SpaceIQ’s leadership

The overview by IDC measures SpaceIQ against the pitfalls and barriers of modern facilities management, showcasing how the platform can be utilized by FM professionals to affect change in evolving workspaces. Emphasis is given to SpaceIQ’s core features and functionality, as well as its advantages in agile work environments.

The piece goes on to illustrate SpaceIQ’s core advantages over other versions of facilities management software, including move management tools and space allocation insights.

The changing workplace

This profile of SpaceIQ by IDC comes as part of the company’s ongoing coverage of the evolving corporate workspace. IDC has previously outlined a wide range of variables in flux within modern work environments—all of which are contributing to cumbersome overhead and increased expenses for workplace management.

IDC’s coverage of SpaceIQ and other facilities management software shows a growing trend in innovators to seek intuitive, data-driven solutions to adapt to changing workplace demands. As facilities managers begin to realize the need for more refined lenses by which to examine their workspaces, SpaceIQ is providing them, along with the data necessary to validate changes.

SpaceIQ’s standout approach

One of the chief takeaways of the IDC profile was the ability of SpaceIQ to herald changes to the physical layout of workspaces. The report concludes:

“SpaceIQ simplifies the space management process by using a cloud-based system that enables employees to proactively manage their workspace and workspace budgets on an individual basis.”

By putting the power in the hands of workers and facilities managers to shape the workspace that works best for them, SpaceIQ is enabling real change at a level that profoundly impacts the bottom line for companies.

For example, SpaceIQ makes it easy for facilities managers to adopt desk neighborhoods and transform specific areas into dynamic, collaborative spaces. Further, move management tools make it easy to communicate these changes to staff and ensure they’re coordinated and validated.

Pushing the market forward

SpaceIQ was named as an IDC innovator not only because of its robust facilities management software, but also because of its position as a thought leader in the marketplace. As facilities management continues to face the challenges of an evolving workspace, SpaceIQ is staying on top of solutions, to meet these challenges head-on. Further, SpaceIQ’s constant focus on staying ahead of workplace trends is enabling FM professionals to affect changes more quickly and with better results.

The purpose of the IDC innovators report is to highlight companies that are ushering real, meaningful change and solutions into the workplace. SpaceIQ is proud to be recognized as a thought leader in this space!

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Workplace Thought Leadership

The WeWork Experience Is Revolutionizing The Corporate Workplace

By Jeff Revoy
Chief Operations Officer & Co-Founder
SpaceIQ

When we consider an office, we traditionally think of it as a physical space: a building or floor in one and the tables, chairs, filing cabinets, and other furniture that fills the space; an office is an entirely physical entity rather than an interactive space. But with the popularity of space-management businesses like WeWork rising, the idea of the traditional corporate office is shifting away from real estate and facilities toward agility and experience.

So too has the department responsible for workspace management changed. Whereas in the past a facilities manager focused on the tangible items, now IT and human resource departments are involved in how space is serving a company and it’s workforce. Facilities managers will continue to manage all of the physical aspects in an office, while IT team members will build systems that keep all your company’s office-related data in one place and the human resource team monitors the data to better understand employee satisfaction.

When we talk about an office being agile and experiential, what we’re really talking about is the needs of your workforce. No two employees are the same, nor is one person the same on Monday as they are on Tuesday. Each day and each person poses new challenges for which a business must be equipped. This might include the option to work remotely or in a satellite office; it may also include a choice between a standing or sitting desk, couch or quiet room.

Be a Little Needy

Catering to every employee’s individual needs is can seem exceedingly difficult and cost prohibitive—unless you have the data and technology to make it happen (learn more on what is CAFM). The reason WeWork is such a popular place for individuals to work is their effective use of data and technology to create a fun, compelling experience. Every aspect of a person’s experience in their facilities is managed through an app; the experience begins when the individual enters WeWork, signaling that their membership is active that day. It continues on to track what desks and conference spaces are popular among particular people or businesses, their frequency of use in both number of days and times of day, and how frequently they move between the different WeWork locations around the world.

It may feel invasive, knowing when and where an individual is sitting and how often, but this data allows companies using similar space-as-service (SaaS) models to improve experiences of their users. But first, users need to feel empowered to make their own decisions.

The User as Master

It’s a difficult and awkward process for an employee to express their workspace needs—most people do not want to be perceived as the difficult employee. But not having what you need to work effectively and, better yet, not knowing how to get what you need can sow dissatisfaction. This is why apps like the one used by WeWork is important for a person to curate their own work experience.

The success of the “WeWork” experience is driving many enterprises to prioritize delivering the same central but agile experience in their own corporate offices.

Whether you work in a co-working space or in your company’s own office, employees have a strong desire to move around, find a conference room, or just huddle with fellow employees. However, the ability to find an open desk or conference room does not easily exist.  Companies like Teem, SpaceIQ, and Robin are providing software and employee apps that put this capabilities into employees hands. You can reserve a space for yourself in the moment or in advance, searching your screen for that day’s prime real estate, or identify a free huddle room. This not only helps you have the best experience but it let’s your coworkers know where to contact you for assistance on a project. It also provides a central place for feedback and functional requests, such as replacing a lightbulb.

Data is King (or Queen)

How your users navigate your technology and space is important, but you need to do something with this data. The back end of these systems is crucial for facilities, human resources, and IT departments. It not only tells you how individuals are doing, but the company and space as a whole.

Because real estate and office spaces are looked at as expense heavy, unavoidable resources, the data gathered from a SaaS managed workplace management platform allows you to get more from your investment—or determine what must change. The data users are providing gives you a picture of how frequently (or not) parts of the office are being used, and when. Whereas in the past, businesses may rent out (or let sit vacant) unused space, now they can transform it.

If the data shows that members of the marketing team prefer to work at communal tables or hold a lunchtime meeting every day, you can create more communal space to guarantee their satisfaction daily. Data might tell you about an overlooked design flaw, like putting a reading nook near the office’s entrance, leading to a distracting and, therefore, under-utilized area. It also gives you a sense of how many of your employees like to work in a particular location (within the office or within a city). This will drive your future real estate decisions if you analyze the data.

The human resources team may see a pattern in employees that need to be addressed or encouraged. Performance issues may arise based on where and how an employee is working; even the smallest details, like using a standing desk regularly, can help managers understand their teams better.

Evolution Never Ends

The modern workplace will never stagnate, nor do we suspect it’ll return to cubicles and corner offices. As much as individuals enjoy variety in their careers, moving between jobs faster than any other generation, they also enjoy variety in their work day. It is up to employers to make these options available for their teams—and learn from each user’s experience.

Keep reading: WeWork office design concepts are mainstream hits!