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Workspace Management Software: Enhance workplace safety and productivity

Jun 12

Written by:
6/12/2020 12:29 AM  RssIcon

Workplaces are typically safe environments where employees are at their most productive. However, it might surprise you to learn that there’s always room to enhance both aspects of working life – safety at the office, and efficiency of the workforce. And choosing a full-featured workspace management software solution is the best way to achieve both objectives.

Why workspace management matters?

Recent changes to how we work, largely brought about by the COVID-19 crisis, underlines the importance of flexible workplaces. More specifically, that flexibility comes from:

  • Empowering remote work through better communication
  • Adding flexible work options
  • Intelligent workspace planning and workstation assignment
  • Facilitating hoteling and workspace sharing
  • Better on-premises desk, cubicle and workstation scheduling
  • Enabling better workplace social distancing  

These measures give employees and employers more time to focus on the organizations’ mission-critical tasks, which leads to productivity enhancements. The primary reason for such gains is that the team (both workers and management) spend less time worrying about workspace organization and administration, especially in organizations where flexible work is the norm. 

When implemented individually, or selectively, the tactics highlighted above can be very effective on their own. However, as more organizations embrace work-from-home policies, and pivot towards hoteling and flexi workspace arrangements, using high-powered office allocation space software can supercharge those productivity gains by several multiples.

Bringing efficiency to workspace management

One of the first ways that businesses might tap into workspace management efficiencies is through strategic desk, cubicle and room assignment.  And, what better way to do that than to use 3D-floor maps of your entire office, and plan who sits where and, importantly for social distancing, which cubicles or desks will be de-allocated, and which ones to schedule for cleaning or disinfection protocols. 


With this interactive tool from DeskFlex, office administrators can seamlessly assign desks and workstations to staff, based on demand for such workspace. Where significant numbers of employees choose to work from home, facility planners can use the 3D maps to judiciously re-assign space to make efficient seating decisions:

  • Why open the entire East Wing (3500 square ft.) when there’s only one staff member working at a desk there? Cost savings on utilities and maintenance.
  • Why not move some staff to the North Wing to accommodate less staff per square foot to comply with the office social distancing policy? Safety for all!
  • Because they are working together on a critical project, why not seat Tom, Sally and Jim in the 8-seat conference room – instead of their current desks in the North and South wings? Efficiency and productivity.

Sure, you could use traditional ways – like sign-in registers and spreadsheets – to attempt to manage your workspace in the new world, but that’ll likely add more stress and complexity than your staff needs now. And given that these tools integrate seamlessly with your corporate systems, like Microsoft Exchange, Outlook or Active Directly, they deliver added flexibility to your post-pandemic workspace planning and management strategies. 

And when you think of powerful analytics and reporting engines that come with top-o-the-line, integrated workspace management software, you just can’t compare them with spreadsheets and other stand-alone tools and processes.      

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