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Where to Get a Healthcare Facility Management Degree

How to Become a Facility ManagerBy Dave Clifton
Content Strategist
SpaceIQ

Healthcare is a booming industry for a number of reasons—an aging population, health epidemics, and the rising cost of healthcare administration among them. With rising demand comes an increasing need for optimization, specifically when it comes to facilities management. This, in turn, pushes demand for qualified professionals with a healthcare facility management degree.

What is healthcare facility management?

Healthcare facility management differs from general facilities management in numerous ways. While space allocation, optimization, and efficiency are at the core of the practice, there’s a much larger dynamic at-play. It’s important that, when they seek healthcare, people are able to get it with as few obstacles as possible—and that their experience is as positive as possible. Much of this experience comes from the availability and navigability of healthcare facilities.

For those who want to pursue a healthcare facility management program, there are plenty of options. Here’s a look at six of the top healthcare facilities management schools in the country and the programs they offer specific to healthcare-focused professionals.

1. Cornell University

One of the eight prestigious Ivy League schools, it’s not surprising that Cornell University offers a healthcare facility management degree. The certificate program is available through the college’s virtual learning program, which makes it highly accessible to anyone who wants to explore this modality while attending a top-rated school. Cornell’s healthcare facilities management program consists of four core courses and four electives, of which students need to select and pass two. It’s an affordable option that carries the prestige of the Cornell name with certification.

2. Brigham Young University – Provo

The Brigham Young University – Provo healthcare facilities management degree isn’t a standalone degree—rather, enrollees will end with certification as a Facility and Property Management (FPM) specialist. That said, healthcare facility administration is a core focus of the program. It’s a program that has won several national awards and it ties into key areas of the college, instead of teaching concepts in isolation. Participants need to be on-campus to participate at this time.

3. Florida Agricultural and Mechanical University

The Florida Agricultural and Mechanical University healthcare facilities management degree is an offshoot of its broader healthcare administration track. Those pursuing a bachelor’s degree in healthcare administration will study facility management intensively, to understand the relationship between facilities and patients, medical staff and visitors. This is one of the more robust programs on this list, as it’s a full 120-hour bachelor’s degree and not just a certificate.

4. Temple University

Temple University offers a full bachelor’s program for its facility management degree, and enrollees have the option to choose a specialty within the degree. Many choose Temple’s program because of the healthcare facilities management track, which leaves them with an opportunity to gain one of three designations upon graduation: Facilities Management Professional (FMP), Sustainability Facility Professional (SFP), or Certified Facility Manager (CFM).

5. Missouri State University – Springfield

Healthcare facilities management at Missouri State University – Springfield falls under its Hospitality Leadership degree program. This track offers broad-ranging insights that lend themselves to someone seeking a future in facilities management at a large healthcare facility, such as a major hospital or research facility. This bachelor’s program is one of the most well-rounded for those looking to immerse themselves in the prevailing concepts of healthcare facilities management—everything from clinical staff management to hospital IT and security.

6. Wentworth Institute of Technology

The Wentworth Institute of Technology offers both undergraduate certificate and masters’ programs for facility management. For those in pursuit of a career specific to healthcare facilities, the undergraduate track is more focused in this area (the masters’ program trends toward manufacturing facilities management). Graduates will find themselves with IFMA accreditation and the education they need to affect real change in healthcare facilities of the future.

Choose a program focused on healthcare

Facility management isn’t a one-size-fits-all concept—especially when it comes to healthcare. Each of the above schools offers a program designed to prepare graduates for the nuances of facilities management within the healthcare industry. More important, graduation from any of these programs will land you as a Certified Healthcare Facility Manager (CHFM)—a professional recognized by the American Hospital Association (AHA).

Is it possible for someone with a facility management degree or experience to transition into the realm of healthcare facilities management? Absolutely. That said, it requires no small commitment. For those looking ahead and considering healthcare facilities management, the smart option is to pursue a degree-specific program and graduate as a CHFM. Look into any of the programs above to get started.

Keep reading: How to Become a Facility Manager

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Property Asset Management Strategy

By Dave Clifton
Content Strategist
SpaceIQ

Strategy is everything in executing a successful plan. This is especially true when considering asset management. Aside from buying, selling, and maintaining assets, it takes a compelling strategy to use them effectively, and to generate expected ROI from them. To understand and foresee the purpose and benefit of assets—especially capital investments—means developing a property asset management strategy.

Property asset management is a difficult endeavor because it often involves an entire committee of decision-makers. Facility managers provide context for the asset. Finance managers bring together the cost details. Maintenance managers deliver life cycle management data. The number of people at the table can grow depending on the asset and investment. Regardless, stakeholders need to come together to create a strategy that ensures maximum ROI on smart investments that offer clear and present benefit.

What is an asset management strategy?

An asset management strategy is the plan for an asset, which encompasses all major phases of ownership: purchase, upkeep, and disposal. It focuses on all major aspects of investment management, including:

  • Budgeting and costing for acquiring and maintaining the asset
  • Ownership and management of the asset within the company
  • Use and utilization, and expected lifespan of the asset
  • Accessibility and integration of the asset into operations
  • Maintenance, upkeep, and repair of the asset

The goal of an asset management strategy is to set goals that optimize the ROI of an investment. In doing so, it’s possible for a company to track the asset’s costs, performance, and other important variables, to ensure it meets expectations. It also delegates responsibility for the asset.

What is property asset management?

The term “asset” can encompass many different things. In the context of “property asset,” it typically refers to a building or property. For example, if a company purchases a small 5,000sq/ft satellite office building, it’s considered a property asset. This is the broadest definition of a property asset, but not the only one. Many companies will also call capital systems “property assets,” such as HVAC, plumbing, and electrical investments.

Considering both definitions, “property asset management” typically refers to asset management for property and essential systems required to keep that property functioning. This, as opposed to more traditional assets, which might include things like equipment items, vehicles, and other non-integrated investments.

What are the benefits of asset management?

The benefits of good property asset management are clear. From a facility standpoint, there’s tremendous ROI available for both employees and companies alike. Employees benefit from facilities that are well-maintained and keep in safe, comfortable, accessible condition. As a result, employees will use the facilities available to them, which justifies their expenditure for companies.

There’s also cost savings to consider. As is the case with most assets, proactive upkeep and maintenance results in a lower cost of ownership over time. Quarterly service on an HVAC system may cost $250 each time ($1,000 annual), but it’s a far more preferrable cost to an emergent $4,000 repair that also affects productivity. Moreover, upkeep costs are predictable, whereas reactive repairs and maintenance are unexpected.

Finally, there are intangibles to consider. Well-maintained property assets tend to evoke a sense of price among employees. Workplace pride encourages everything from a positive mood while at work, to a better caliber of work done, to feelings of loyalty to the company. All these and more add up to benefits for both employee and company—all the result of smart property asset management.

The goals of property asset management

The bottom line in a property asset maintenance strategy is cost justification and ROI optimization. Property assets first need to pay for themselves to justify their cost of ownership. Then anything beyond that becomes ROI, and it’s in the best interest of stakeholders to stretch that ROI as far as it’ll go.

In different context, this is a matter of bottom-line justification and top-line exploitation. Every asset comes at a cost. An asset management strategy is the initiative to reduce the burden of that cost, while maximizing the potential of its benefits.

Consider a very simplified example. If it costs $30,000 to lease an office space annually and another $10,000 to maintain it, total revenue generation needs to exceed $40,000 by a factor of X to justify the cost of ownership. Good property asset management will seek to optimize the space to both increase its revenue generation capabilities and reduce the upkeep costs associated with it.

Software is imperative in property asset management

It’s one thing to have a property asset management strategy. It’s another to continuously benchmark and observe it. Asset management software is an important part in bridging decision-making with expected outcomes, no matter the time horizon.

From the moment of expenditure to the moment you retire an asset or it falls off of your books, it’s important to track as many functional aspects of that asset as possible. What is the cost of ownership? When is the expected break-even point? What’s the upkeep cost and maintenance schedule? Where is that asset right now and what service is it performing? Software makes it possible for all stakeholders to fully understand an asset within the context of a unified management strategy.

Whether it’s a reinvestment in the facilities themselves or a tangible asset tied to them, every asset deserves a management strategy. Every company deserves software that allows them to coordinate and observe that strategy, from cradle to grave.

Keep reading: What is Real Estate Asset Management?

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Move Management for Schools

By Devon Maresco
Marketing Coordinator
SpaceIQ

College campuses are often compared to beehives for good reason: they’re continuously abuzz with movement and activity. Students travel to and from class, professors trek across campus to teach, support staff prepare facilities, and common areas are epicenters for everything that happens in-between. To coordinate it all and reduce congestion, move management for schools needs to be a priority.

While it might seem impossible to control the constant ebb and flow of bodies from place-to-place on campus, there are actually significant control factors. Where students attend class might dictate where they choose to adjourn to after. Likewise, the time of day influences how they’ll get to a particular area. Dozens of small factors like this congeal into the concept of move management. When you understand when and where people are traveling, you can influence how they get there.

Here’s a look at what move management means in the context of a college campus and how facility managers can take a more intuitive approach to alleviating campus friction.

What is move management?

Move management for colleges and schools involves orchestrating space so it’s accessible by those who need it. Nowhere is this more evident on a college campus than in the classroom itself.

Take, for example, an amphitheater-style lecture hall that seats 100 students. If the average class size is 30 students, it’s unlikely the school needs many amphitheater-style spaces. Instead, it’ll rely on a handful to house the more prolific undergrad classes with 80+ students in attendance. Facilitating a schedule that accommodates multiple classes in the same room during the day is a common form of move management.

Another common form of move management on campus occurs when dealing with multi-purposed facilities. Take the student union, for example. Today, there’s an art exhibition; tomorrow, there’s a job fair; next week, it’ll play host to a guest speaker. There’s a degree of prep and turnover associated with each instance, which falls under the purview of move management. How can facility managers get people into and out of that space in an orderly fashion?

Variables that influence campus movement

Move management on campuses is a tall order because it involves so many different dynamics, spanning thousands of people at any given time.

Take the amphitheater-style lecture hall example from above. To facilitate setup and transition of this space takes consideration for not only the room itself and the people using it, but also its context on campus. If facilities managers want to create a seamless interaction, they need to consider the space and all the reasons people have to interact with it:

  • Where a class is scheduled to take place
  • When a class is scheduled to take place
  • Amenities and conveniences in a particular location
  • Context of a particular location within the broader campus
  • Access options for a particular building or space

An easier way to look at the variables influencing campus movement is to run down the major Ws: who, what, where, why, and when. Clear answers to these questions can give facility managers the insights they need to dictate how students and faculty interact with their environment.

The benefits of move management for schools

A well-orchestrated campus ensures a frictionless environment for students, faculty, staff, and anyone else navigating from one space to another. This ultimately improves campus experience—including making it easier for students to settle in and learn, and to interact with campus resources more freely.

There’s also a facilities optimization component attached to move management. Classrooms and workspaces that sit idle are a drain on utilization. Facility managers that can finesse transitions from one class to the next in a single space do more to improve the utilization metrics of that space, and the ROI of campus buildings.

Finally, there’s order and organization to consider. These two variables are hard to come by on a college campus with so many independent individuals present. Move management creates structure in a fundamental way, which has a ripple effect on how people behave on campus. It’s less likely a student will visit Building A on Tuesdays if they don’t have any classes there. This translates to crowd control and better navigability for other students who do have a class there—and for the students after them who’ll occupy that same space.

Consider the campus ecosystem

While comparing it to a beehive is often a jest, it’s actually an apt comparison. Beehives are surprisingly organized, and every bee knows exactly where it’s going and how to get there. It’s chaos, but organized chaos. The same is true for college campuses. Move management can turn the everyday erratic movements of students and faculty into carefully designed ebbs and flows that make life on campus easier for everyone.

By controlling the factors that influence how people move on campus, facility managers can ensure freedom of movement for people to get where they need to go, when they need to get there. Instead of getting stymied at a major thoroughfare or clogging up the hallway outside a popular lecture hall, move management ensures proper utilization with minimal overlap—so the entire campus can stay busy as bees.

Keep reading: Move Management Checklist

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How to Use Commercial Floor Plan Software

By Dave Clifton
Content Strategist
SpaceIQ

Floor plans are central to every office space. The way the environment looks, feels, functions, and operates all harkens back to the floor plan. That is to say, a thoughtfully designed floor plan facilitates a productive office environment. A jumbled, piecemeal floor plan certainly takes its toll on productivity and employee happiness. The question is, how do you orchestrate the former while avoiding the latter? It all comes down to commercial floor plan software and your ability to use it effectively.

Floor planning software is a must-have in the age of dynamic offices. The way your workplace looks and operates today may not be what employees expect it to be tomorrow. There’s an element of looming change in today’s office environments. It demands the ability to create and deploy floor plans on-the-fly, and to practice scenario planning with floor plans that are tried and true.

What is commercial floor planning?

Commercial floor planning is the concept of designing space to effectively meet the needs of the people who will use it. Floor plans are what bridge the gap between occupancy and utilization. If occupancy is what a space can accommodate and utilization is how often people use it, a floor plan needs to make use of what’s available to create incentive for utilization.

Commercial floor planning is a more complex process than looking at space size and workspace demand. It requires forethought for everything from cost to operations, and needs to exist at the intersection of numerous crucial variables:

  • Demand for a specific type of space
  • Accessibility based on physical parameters
  • Cost efficiency based on lease costs
  • Governance to ensure utilization opportunities
  • Flexibility based on multiple uses

All these variables come together in a set of parameters that facility managers use to dictate floor plans. For example, if you’re trying to purpose a 12’x16’ space with occupancy for six people, you’ll need to explore desking concepts within these parameters, while paying mind to cost considerations and accessibility.

How to deploy commercial floor planning software

Deploying commercial floor plan software is advantageous to companies because it provides a sandboxing opportunity. Rather than polylining floor plans with pencil and paper, drag-and-drop software makes it easy to tinker with floor plans and adjust in real time. Moreover, software can program in rules and parameters to show space concepts that work, instead of wasting time on those destined to fail.

The best way to use floor planning software is to create a baseline standard for the workplace—one that’s empty of all seats and people. Use this as a template for all floor plan concepts. Then, design different floor plans based on workspace demand. This is important in an agile office, since demand changes. Coming up with the best floor plan generally involves using elements from prepared concepts with different desking arrangements as-needed.

As part of the deployment process, it’s also important to set criteria for different floor plans. For example, a hotel desking floor plan may require built-in time for workspace sanitization. Likewise, an open-concept floor plan may require partitions. As the office evolves, so must the parameters that govern it.

Tips for commercial floor plan designing

While much of commercial floor planning comes down to trial and error in a sandboxing environment, there are some tips that can improve the efficacy of certain concepts. Some helpful tips include:

  • Create zones and model different desking concepts within each zone. This makes it easy to plug-and-play different floor plans without disrupting parts of the office that need to remain static.
  • Utilize integrations wherever possible to automate floor plan design. This can include directory integrations that automatically update employee location as floor plans change or workspaces move.
  • Consider assets while imagining floor plans, to ensure they remain accessible. Think about moveable assets in the context of groups that utilize them and anchor static assets to plan around them.
  • Always consider the prospect of emergency action with each floor plan design. Keep building safety codes in mind and make sure every floor plan iteration offers a quick, accessible, direct course of action in the event of an emergency.

The most important tip is to pay attention to the data. Design commercial environments based on demand and create harmony by incorporating different types of workspaces in ways that make them easy-to-use. And, above all, remember that floor plans today are dynamic, able to undergo change to improve their efficiency.

Change the way you think about floor plans

Traditional floor plans are static depictions of the office. As agile as modern commercial spaces are, there’s demand for floor plans that are equally as adaptable and flexible. This is where software comes into play. It’s about more than drag-and-drop floor planning—it’s about overlaying different options and opportunities to create floor plans that adapt as quickly as the business needs them to.

When you stop thinking about floor plans as static layouts and more as responsive office designs, a brand-new scope of possibilities opens up. As we enter a new age of workplace agility, it’s becoming essential for companies to rely on commercial floor plan software to help them identify opportunities for flexible desking, while keeping utilization trends high. It starts with a clear understanding of workplace demands and ends with software that makes planning for all scenarios simple.

Keep reading: Interactive Office Floor Plan Software Features

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Digital Twin Analytics

By Dave Clifton
Content Strategist
SpaceIQ

As digital twins take their place in smart offices, at the center of the IoT and other networked systems, they’re becoming a source of truth for facility insights. Their ability to contextualize data within a physical model makes digital twin analytics a new standard for decision-making about how to coordinate and operate the workplace.

The chief obstacle companies have with digital twins is establishing them—building them out to create context for IoT data. Instead, many companies are only beginning to explore IoT and currently operate a growing network of sensors and beacons that stream data to various places. An IWMS takes them one step closer to wrangling and using that data, but it’s not until they develop a digital twin does it gain context. Only a digital twin can give data the context it needs to provide analytical insight into potential workplace optimizations.

Here’s a look at why digital twins are so central and important to smart offices—and how to create them within the context of these environments.

What is the digital twin concept?

Digital twin software offers a virtual representation of a physical asset—in this case, the workplace. The purpose of a digital twin is to pair quantifiable information within the context of the physical parameters of the workplace, usually through information sources like user input, IoT sensors, and other intelligent systems.

Digital twin concepts provide insight where it’s not immediately apparent. For example, you might know that a conference room accommodates five people. A motion sensor in this room generates a constant stream of on/off data to determine whether it’s occupied. Moreover, a room booking system provides booking data. All these sources of data feed into the digital twin where they’re juxtaposed and contextualized into actionable insights.

This example is just a small glimpse into the practicality and power of a digital twin. Its power is amplified even more by the fact that digital twin analytics provide insight over time. More than a snapshot of the workplace, digital twins allow you to observe it as an ecosystem.

Where does digital twin data come from?

As mentioned, most digital twins are slow to form because companies are still exploring their foundation: the Internet of Things (IoT). IoT sensors and beacons, and the data they provide, are a primary source of data truth for digital twins. But they’re not the only sources of data. Digital twins benefit from numerous inputs, including:

  • IoT sensors and beacons that stream data 24/7
  • Manual inputs by facility managers and other stakeholders
  • Integrations with other software, which share data with the twin
  • Static lookup information that provides context for insights

The more sources of data available to the digital twin, the more context it has in generating its own analytics. Digital twin data itself comes from processing these many sources of data into trends. Typically, that data manifests in a dashboard where it’s more easily understood—such as within an IWMS. Along the way, the digital twin cleans, organizes, and contextualizes data to make it relevant, actionable, and useful.

How digital twin and analytics improve operations

Without digital insights about a workplace, all you see is all there is—meaning you can’t understand when, how, or why people use the workplace fully. Digital twins process raw data about the workplace ecosystem into easy-to-understand insights. They bridge the gap between the parameters you know and the variables you don’t know.

For example, you might know that a conference room’s occupancy is five people, and you might see people in there frequently, which leads you to believe it’s a well-used space. But a digital twin might tell you otherwise. Via aggregated data, it might tell you that it’s most often used by groups of three or fewer. Of the eight hours a day the room is available, it might only achieve a 56% utilization rate—a lower utilization rate than similar spaces in different areas of the building.

These contextual analytics make it possible for facilities managers to improve the workplace based on evidence, rather than intuition. There’s more to workplace operations than meets the eye. Digital twins and the information that contributes to them help you gain a clearer understanding of everything you might be missing. Acting on that information can take the workplace in a new, more efficient, more productive direction, one change at a time.

Apply the insights of a digital twin

Having data and using data are two very different things. A well-orchestrated digital twin is important; using the insights it provides is essential in optimizing the workplace. Companies need to first focus on tying their growing IoT network into a digital twin foundation. Then, they need to deploy an IWMS to glean trend data and insights. From there, it’s a matter of planning and taking action.

Because a digital twin quantifies the physical workplace, it’s instrumental in helping facility managers work backward from a problem. Digital twin analytics provide this same value over time: they show trends and interactions within a static environment. Capitalizing on these insights is the key to making smarter decisions in a smarter workplace—one that is always in flux.

Keep reading: Digital Twins: A Revolution in Workplace Management

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Seven Benefits of Wayfinding for Colleges

By Devon Maresco
Marketing Coordinator
SpaceIQ

Every year, colleges across the country welcome a new crop of students. They join upperclassmen, faculty, maintenance staff, support workers, and dozens of other groups present on campus. And, for the first few weeks of the year, campus is relatively chaotic as everyone figures out their new routine. Universities looking to ease this chaos benefit enormously from wayfinding.

Wayfinding doesn’t just help the new crop of students get their bearings; it’s useful to anyone on campus, no matter how well they already know the environment. It’s important to remember that wayfinding isn’t only about knowing where things are or how to get to them—it’s also about navigating the space fluidly. As campus operations directors and facility managers seek to improve the campus experience for everyone on it, wayfinding stands as a great opportunity.

What is wayfinding?

Wayfinding is a support system that helps students, faculty, staff, visitors, and anyone else on a college campus understand where they are, and help them get to where they want to go. It can be as simple as a digital campus map or as complex as turn-by-turn directions to a specific room in a particular building. Whatever features it offers, the goal of a wayfinding solution is to make navigating campus simpler and more efficient.

These days, most wayfinding solutions come in the form of an app or a cloud system. This allows users to unlock their smartphone and instantly access the campus information they need. Look up a professor and find directions to their office. Look up a class to figure out where it’s meeting today. Chart a course from your dorm room to a building you’ve never been in before. It’s all possible through wayfinding—that, and simply being able to see where amenities or emergency services are at a glance.

The benefits of wayfinding for schools

The robust capabilities of modern wayfinding for schools and colleges come with many benefits that make it a great investment. Here’s a look at seven of the most prominent benefits associated with campus wayfinding:

  1. Alleviate congestion. With thousands of people walking around campus at any given time, it’s important to modulate traffic. Wayfinding can ease congestion by suggesting alternate routes at certain times of the day, or even providing real-time updates on areas where overcrowding is an issue.
  2. Improve navigability. Whether they know where they’re going or have no clue where they are, wayfinding makes navigating large campuses simpler for everyone. Condensing the sprawl of campus to a smartphone-sized map enables better decision-making by students—especially when they’re racing the clock.
  3. Reduce disruption. Nothing interrupts a class like someone walking in because they have the wrong room. Likewise, not everyone has time to stop and give directions to a hurried passerby. Wayfinding reduces these types of disruptions by giving everyone the power to get to where they need to go.
  4. Ease transitions. Professionals and students alike have places to be after class ends. Wayfinding helps them chart the way so that they can arrive on-time composed and ready for the next item on their itinerary. It’s a simple way to reduce instances of flustered faculty and winded students so that class can start on-time.
  5. Familiarize campus. College campuses are privy to a number of visitors—everyone from pizza delivery drivers to visiting friends and family. These individuals need a way to get familiar with campus instantly, so they can find the people and places they’re looking for. Wayfinding provides necessary context.
  6. Emergency action. Where’s the nearest first-aid station? Where are campus police located? Where’s the emergency exit in this building? These are important questions that wayfinding can answer, to empower greater safety on campus. It’s an instant way for someone to get their bearings in a dire situation.
  7. Improve accessibility. From wheelchair-bound persons to those with special needs, wayfinding is a tool for making life on campus easier. It can show where handicap access is or where certain facilities are, to empower those with accessibility needs to better-navigate campus in a way that supports them fully.

Wayfinding’s numerous benefits make it something anyone on campus can and should use. Universities that encourage a wayfinding-first approach to acclimating on campus will find themselves with a campus population that’s more adept at navigating and more comfortable with the environment.

Everyone on campus benefits from wayfinding

For new students, wayfinding is a vital tool for getting familiar with campus. For returning students and seasoned faculty, it’s the key to finding the quickest route to wherever they need to be. For visitors, it’s an abundance of information that makes finding specific people and places easy. Everyone can use a campus wayfinding app to improve their interaction with the university and the many buildings under its purview.

Whether it’s a campus spread throughout a city or one with sprawling grounds, wayfinding helps students get to class and everyone else get to where they’re going. Moreover, it does so with experience, efficiency, ease, and expedience.

Keep reading: Facilities Management Software for Schools

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Explore Archibus Back-to-Work Solutions 

By Danielle Moore
Director, Channel Marketing
SpaceIQ

As organizations explore safe and measured returns to work, they need tools and resources to help ensure the ongoing health and safety of employees. Archibus provides tools for hoteling and reservations, preventive and corrective maintenance, occupancy, health compliance, and myriad others. Our goal is to deliver a complete suite of solutions that help organizations put their best foot forward as they take steps to get back to work.

Here’s a look at the many tools Archibus offers and how to capitalize on them. Keep checking back after each version release to discover new solutions to facilitate your return to work.

Hoteling 

Archibus’ robust hoteling features empower your workforce to find and book spaces with ease—from full-time employees, to flex workers, to visitors. Enforce bookings, schedule cleanings, monitor capacity, restrict and enable bookings, prevent duplicate reservations and more—all through a pool of pre-approved, socially distanced spaces. Learn more.

  • Improve space utilization and enable the disposition of excess inventory
  • Realize a more efficient facilities footprint resulting from improved space utilization
  • Accommodate a mobile workforce and increase employee satisfaction
  • Encourage responsible and efficient use of space

Reservations 

Room reservations create new governance opportunities for facility managers, without hampering employees as they return to the workplace. Use Archibus to structure workspace check-ins and mandate health checks before check-in. Allow pre-approved room reservations that incorporate time before and after a meeting for proper cleaning. Learn more.

  • Secure shared space and resources with self-service Web forms
  • Streamline invitations to participants via integration with most email clients
  • Reservations Plugin lets individuals make room reservations within the Outlook™ client
  • Extension for Microsoft Exchange handles all reservations and updates

Space Inventory 

With changing occupancy limits comes the need to redefine your space. Refocus allocation and distribute space in new, more efficient ways with Archibus’ space inventorying and planning tools. Assign employees to safe seats that meet social distancing guidelines and create workplaces that make better use of the space you have, based on demand. Learn more.

  • Deliver flexible, self-service reporting for effective space allocation and cost control
  • Improve evaluation of building performance and enable accurate benchmarking
  • Enhance design/planning capabilities to use space more efficiently
  • Increase productivity with Archibus All-in-One Home Page with quick access to tasks

Space Planning 

Forecast and plan for large space and occupancy changes at all levels, including portfolio, city, and site/campus, as well as building and room levels. Track when, how, and why employees use spaces, then leverage that data into more efficient floor plans—all designed within the parameters of a post-pandemic framework. Learn more.

  • View how space is allocated across divisions, departments, buildings, and campuses
  • Compare spaces to identify vacancies
  • Track available space over time
  • Generate space scenarios directly from existing inventory

Occupancy 

Track and manage which employees work remotely vs. those coming back-to-work in phases. Occupancy metrics help companies maintain distancing standards, manage desk availability, optimize for space utilization, and more. Archibus’ daily and real-time occupancy reporting puts facility managers on the front lines of planning for and enforcing safe space usage. Learn more.

  • Coordinate workspace availability between various workgroups
  • Authorize space allocation by group, department, shift, and more
  • Review daily occupancy data to glean insights about space trends
  • Integrate with reservation and hoteling software to automate occupancy management

Building Operations and Maintenance 

With a return to work comes a shift in operational best practices, especially around building maintenance. Archibus helps you adjust accordingly. Automatically schedule room and desk cleanings between reservations, to promote a safer work environment for employees. Or, schedule daily or periodic “deep clean” work orders for specific locations. Learn more.

  • Observe proactive and corrective maintenance workflows
  • Utilize a full CMMS to support your approach to facility maintenance
  • Create and define return-to-work tasks specific to workspaces
  • Automate maintenance and operations workflows to simplify oversight demands

Moves 

Maintain the mobility of your workplace and streamline the move/add/change processes, to support employee safety with minimal organizational disruption. Archibus’ centralized move management system lets you keep tabs on movement and action, so you can maintain workplace agility without compromising employee safety. Learn more.

  • Streamline the entire move process, including requests, approvals, and updates
  • Improve communication between in-house and external resources
  • Generates trial layouts, move analytics, and intelligent dashboards
  • Enable the timely distribution of updated personnel and cost center information

Workplace 

Create the workplace your employees need with Archibus. Help employees find resources, book meetings and workspaces, access services, and request moves through a convenient desktop or mobile experience. Archibus does it all, so you can shape the workplace around the needs of the people using it—all while staying safe, compliant, and productive. Learn more.

  • Use GIS and BIM data to create a complete digital twin of every workplace
  • Leverage broad integrations to create a workplace that’s smart and connected
  • Combine digital workplace assets with physical facilities, to better-support your team
  • Create an agile, flexible workplace that operates within a post-pandemic framework

Compliance 

Businesses of all sizes need to take steps to protect themselves from liability in a post-pandemic workplace. Lean on Archibus to reduce the chance of virus spread and potential shutdowns that result from inadequate compliance practices. From social distancing tracking to hazard abatement, you’ll have tools to prevent compliance issues before they arise. Learn more.

  • Personalized back-to-work e-mail notifications
  • Monitor and adjust the dynamic workplace
  • Achieve and maintain regulatory and code compliance
  • Track key processes involved in social distancing

Asset Management 

Take advantage of an integrated view of where to find key assets within your facilities, such as personal protective equipment (PPE), cleaning supplies, and other equipment. Archibus makes it easy for employees to find the equipment and resources they need, and for facility and asset managers to track, monitor, and maintain them. Learn more.

  • Centralize asset inventory
  • Track assets, enhance accountability
  • Budget assets with full view costs
  • Enable a full life cycle strategy

Condition Assessment 

Evaluate the condition of critical assets and buildings, initiating remediation work where needed. Archibus keeps your facilities and assets up and running safely, with insights on how to prevent problems before they arise. Provide employees with a seamless return to work experience—one that isn’t hindered by downed assets or facility restrictions. Learn more.

  • Track asset condition, plan for maintenance, and prepare budget scenarios
  • Utilize an objective and systematic framework for prioritizing work
  • Improve information accuracy and consistency
  • Reduce downtime and associated costs

Emergency Preparedness 

From shared work environments to corporate campuses, emergency preparedness is key. As employees return to work, their situation and surroundings may have changed. They need to stay informed about new protocols and standards, so they can act accordingly in an emergency. Archibus helps you implement safety procedures and plan for hazards protectively. Learn more.

  • Proactive emergency operations management
  • Access accurate information about risks
  • Implement contact tracing to quickly resume normal operations
  • Expedite insurance claims and negotiate more favorable coverage terms

Hazard Abatement 

Protect employee health and minimize organizational liability by quickly and accurately locating, tracking, and abating hazards. From contact tracing to narrow exposure pools to workspace disinfection standards and scheduling, Archibus makes proactive management of hazards a top priority, to reduce liabilities across facilities. Learn more.

  • Facilitate a safe working environment for building occupants
  • Minimize regulatory actions and/or occupational illnesses
  • Avert costly operating shutdowns, loss of facility use, penalties, or fines
  • Identify, locate, sample, document, and abate potential exposures

Health & Safety 

Reduce workplace safety incidents and better manage personal protective equipment (PPE), training, medical monitoring, and work restrictions through Archibus. Use a mix of building information data and connected workplace sensors to get a top-down view of facilities and a clearer understanding of where and how to avoid potential health and safety risks. Learn more.

  • Identify, evaluate, and correct health and safety risks in the workplace
  • Reduce medical claims, disability compensation, and loss of productivity
  • Track and follow-up on health and safety incidents to minimize risk and liability
  • Reduce the cost of administering a health and safety program

Waste 

From masks and gloves to materials used to sanitize workspaces, pandemic waste materials need careful treatment and oversight. Use Archibus to track and manage COVID-19 hazardous waste from point of generation to final disposition, to mitigate errors, omissions, and accidents. Learn more.

  • Simplify tracking and management of hazardous waste streams
  • Decrease the risk of fines or litigation surrounding hazardous waste storage and disposal
  • Increase the visibility and improve accountability for waste management
  • Reduce the cost and effort of satisfying waste audit and reporting requirements

Projects 

Provide a central location for employees to manage COVID-related project details, including schedule tracking and budgeting. Archibus’ dashboard keeps employees in the loop about what’s expected of them and how to navigate projects and duties within the framework of new policies, protocols, and procedures. It sets standards and expectations for everyone. Learn more.

  • Create a top-down perspective of program and project priorities, actions, and costs
  • Allow project members to synchronize information at different organizational units
  • Streamline project oversight via milestones, tasks, and status changes
  • Reduce administrative burden by leveraging existing data

Get ready for a seamless return to work 

Archibus helps companies of all sizes get back to work. Utilize the tools above to plan and execute a seamless return to work, and keep checking back as we continue to add tools based on the needs of our customers.

Want to explore Archibus’ back-to-work solutions for yourself? Schedule a demo today.

Keep reading: Back-to-Work Planning & Employee Sentiment

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Blog

Six Space Utilization Features Every Business Needs

By Dave Clifton
Content Strategist
SpaceIQ

Every business wants their workplace to be a productive one. But how do you know if it is without digging into the data? Specifically, space utilization features and metrics can shine a light on how productive and efficient a workplace is by showing how in demand certain spaces are and how much employees use them. There’s a lot to glean from looking at utilization.

In fact, there are plentiful opportunities for more efficient and productive business operations in workplaces that achieve strong and consistent space utilization. Getting employees to use spaces with regularity and be productive while in those spaces enables broad benefits for everyone. Here’s a look at why space utilization is such an important variable in the success of business operations.

What is space utilization?

Space utilization is the rate at which space serves a productive role for a business. It’s also a measure of efficiency. If space utilization is low, the business is likely wasting cost and squandering productive opportunities. If utilization is high, there’s implied efficiency in the willingness of employees to use that space to productive ends.

Space utilization is best expressed mathematically. At the building level, it’s occupancy divided by capacity. If there’s 200 people in a building that accommodates up to 275 people, the utilization rate is roughly 72%. At the workspace level, utilization is the number of occupied hours divided by total available hours. If a desk is occupied an average of eight hours a day out of an available 10 hours, it has an 80% utilization rate.

The metrics of utilization get increasingly complex depending on how you look at them. Utilization isn’t a static percentage in agile offices, and there are different types of utilization to consider. What matters is a high utilization rate using the metrics that best-apply to your workspace.

How to identify utilization rates

The simplest way to identify and understand utilization rates is to rely on space utilization software. Dashboards make it easy to aggregate inflows of data and identify trends that signal high or low utilization rates. For example, if the four standing desks in your workplace have an 85% utilization rate against four phone booth pods with a utilization rate of 35%, there’s a clear preference. Software can show these simple insights, as well as trends and outliers that inform decision-making that shapes the workplace.

Space utilization benefits worth exploring

Why is there such an emphasis on utilization? Because there’s an abundance of space utilization benefits that accompany well-purposed space. Here’s a look at six of the biggest benefits companies can expect to see when they prioritize effective use of the workplace:

  1. Better workplace efficiency. Providing employees with space they’ll use not only results in better workplace utilization—it also increases efficiency. Employees are able to find and use workspaces that suit their needs, and do so with ease.
  2. Improved agility and flexibility. A well-moderated utilization rate enables a workplace to stay agile. Whether it’s hoteling or flexing into breakout spaces, appropriate utilization rates break down barriers that might prevent employees from using spaces efficiently.
  3. Reduced workplace friction. When they don’t feel cramped or restricted in the workplace, employee morale goes up. Higher employee morale leads to reduced friction among staff, and better collaboration and productivity.
  4. Lower cost of operation. Better utilization of available workspace saves companies the cost of wasting money on space they don’t need—or under-utilizing space to a point of losing money.
  5. Bottom-line savings and ROI. When the revenue generated by productive employees exceeds the cost of the space they work in, it signals efficiency. Good utilization rates can actually bring down the cost of operation, to generate even stronger bottom-line savings.
  6. Insights into employee needs. Facility managers who understand the context of space utilization have insight into what employees expect from their workplace. This understanding allows them to make changes that ultimately benefit everyone.

These benefits are only privy to businesses that understand and capitalize on efficient space utilization rates. Just because employees use space, doesn’t mean it’s valuable to them. Utilization tells a tale of the spaces they need and want, so facility managers can tailor a workplace that’s supportive and accommodating.

A focus on utilization can improve business efficiency

Space utilization features heavily into an efficient workplace. When employees have the workspaces they need, they’ll use them. When it’s easy to flex in and out of them, they will. It all boils down to understanding the ebb and flow of the workplace and how people interact with it. A clear understanding of interaction becomes the basis for informed improvements that bolster utilization rates.

There’s significant opportunity to increase utilization rates in workplaces big and small. When they do, businesses will reap the benefits associated with more efficient day-to-day operations.

Keep reading: Make Every Space Count with Space Utilization Software

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Blog

Real Estate Portfolio Management Software: Five Critical Functions

By Devon Maresco
Marketing Coordinator
SpaceIQ

Managing a commercial real estate portfolio is more difficult than ever. Work-from-home, flex work, and agile workplaces have all made it more difficult to benchmark and optimize workplaces—and to understand their efficiency. Thankfully, there’s real estate portfolio management software. As the workplace becomes more dynamic, specialized software helps portfolio managers better-understand the various physical cost centers a company operates.

To be effective in managing a portfolio of buildings and workplaces, managers need to understand them. What’s the cost to operate them? How do they assist in revenue generation? What kind of maintenance and upkeep goes along with them? What’s the demand for each workplace? Answering and acting on these questions is the primary role of a portfolio manager. To do it effectively, they’re increasingly relying on real estate portfolio management software to give them the lay of the land.

What is real estate portfolio management software?

Portfolio management software offers top-down insight about the governing metrics of properties operated by a company. It can show top-level information such as the location, occupancy, and lease costs of a facility. It can also narrow down to more specific metrics such as utilization, total cost of ownership, or even real-time data about how employees use it. The purpose of this software is to gauge property as an asset. How does it contribute to the success of the company?

The purpose of using real estate portfolio management software is to get insights and make decisions about how to maximize the productivity and cost efficiency of each workplace. It boils down to return on investment. Is a facility helping to generate more revenue and profit than it costs to operate and maintain? If not, what opportunities are there to right-size it on the balance sheet? The answers come from portfolio management software; specifically, the tools it offers.

Here’s a look at five must-have functions that make portfolio management software an asset to decision-makers charged with maintaining a healthy real estate portfolio.

1. Lease administration

Cost is everything in maintaining a real estate portfolio. To understand its weight on the balance sheet, portfolio managers need lease information pertinent to each location. What are the monthly and annual lease costs? What is the cost per square footage? If it’s a triple net lease, what fees or additional expenses factor into the building’s operation? These variables demand attention as part of the real estate evaluation process.

2. Accounting tools

It’s important to have an accounting standard that benchmarks all properties in a real estate portfolio relative to one another. What percentage of budget is allocated where for each location? What are the ROI metrics for each location against a clear standard? Accounting is an important function of real estate portfolio management software because it provides clear and unbiased insights about the cost of ownership for portfolio properties.

3. Budgeting and forecasting

Alongside accounting tools come budgeting and forecasting capabilities. These critical functions give portfolio managers context for understanding assets from a forward-looking perspective. The ability to look at past years’ expenses and projected costs allows for a more complete understanding of the cost of ownership of properties now and into the future. This fuels better decision-making about how to allocate spend and whether to expand, reduce, or sustain leased square footage or even entire locations.

4. Strategic planning

With cost and operations data in-hand, strategic planning is possible. Portfolio managers can liaise with individual facility managers and executive leadership to determine if the current portfolio meets the needs of the company. Strategic planning also happens at the facility level, such as the decision to undertake a capital project based on the likelihood of occupying that space for the foreseeable future. Real estate portfolio management software brings these insights together with context.

5. Space utilization oversight

Second to justifying the cost of properties within a portfolio, real estate managers need to ensure they’re utilized to the best of their abilities. While this utilization occurs at the facility level, portfolio managers can use high-level data to make decisions about how to optimize each location. The portfolio manager may reduce leased square footage at Location A by 10% and charge the facility manager at that location to optimize space—all this, while saving significant cost to the company.

How do I manage my real estate portfolio?

Property portfolio management software is an essential ingredient in the future of business cost management at a macro level. Facility overhead is the largest tangible expense on a company’s balance sheet (outside of salaries). It’s vital to have software that can drill down into each workplace to identify those expenses and, more importantly, how they’re offset by revenue generation. In doing so, portfolio managers can make better decisions about how to invest in real estate—or identify when it might be time to divest.

Portfolio management software needs to provide decision-makers with clear and valuable insights about each physical location, from a cost-center perspective. That means relying on tools for lease admin, accounting, budgeting and forecasting, strategic planning, and utilization metrics. Given these features, real estate portfolio management software becomes a valuable instrument in making smarter decisions about physical workplaces as a whole.

Keep reading: What Can You Do with Real Estate Analytics?