Space Management in Office: Why It's Important, Tips, and more

When it comes to the workplace, there are many things you have to consider.

You might think that you can throw your desk in any old corner and call it a day, but there's more to it than that.

As a space manager, you must consider your comfort level and productivity and how well the office space works for everyone else.

What is space management?

Space management is the process of designing, organizing, and managing space usage in a workplace.

Space management is about optimizing your workspace for maximum efficiency.

Office spaces vary, ranging from a few square footage to many; in this case, space utilization can become difficult.

By considering all aspects of your existing space utilization, from storage options to furniture choices, you can improve how people interact with their environments and ensure they stay productive throughout the day.

It has many benefits, such as:

  • Creating a safe and healthy work environment
  • Improving productivity
  • Improving occupancy and employee satisfaction
  • Reducing costs

Space management software helps managers quickly tackle space allocation, floor plans, office space planning, space utilization, desk booking, meeting room booking, and more. In addition, it lets employees see available spaces and choose the best location for their needs.

Get in touch with us today and learn more about what Facilio can do for your space management needs.

3 reasons why you need space management in your office

Office space management is crucial. Here are three reasons why it is essential:

Save costs

Many companies and big organizations need large estates of office space to house their administration, research, customer services, and other essential business functions. For example, suppose your real estate portfolio comprises multiple buildings with offices spread across various floors. In that case, you will want to ensure that you are using the space as efficiently as possible because this can help reduce costs.

Increase employee satisfaction

Wouldn't it be great if your workplace could be even better? Your employees would feel happier and more productive, while you'd attract and retain more talent. Strategic space management helps you do just that. Using the right tools ensures that your real estate is being used appropriately, assisting managers in learning more about utilization rates and allowing them to serve employee and tenant needs better.

Waste management

As the world becomes increasingly invested in continuous sustainability and CO2-reducing initiatives, proactive space management will help you to cut down on the consumption of valuable resources and position your facility for an even brighter future.

Space management in office: tips

Here are some tips and guidelines on how to effectively perform space planning in the workplace.

Organize desks

If you have a lot of equipment at your desk, consider using smaller desks for the items that need to be nearby. For example, if you want to use a laptop but also have a big monitor and phone handy, put the computer on a tiny desk and arrange all of those other devices on another. You'll save space and keep them organized!

Place storage in high-use areas

With proper storage, you can make your office more efficient.

Here are a few tips for making sure your workspace is set up for success:

  • First, it's essential to be able to find what you need when you need it-and that means putting all of your most frequently used supplies and equipment close at hand. For example, put desk calendars and dry-erase boards in high-traffic areas like meeting rooms and break rooms.
  • Label cabinets so everyone knows which supplies belong there; store everyday items like paper clips and pens near phones.
  • Use small drawers or baskets to keep desktop clutter under control. It's much easier to stay organized when everything has its place! Put small items like paper clips into shallow drawers (or stackable containers) so they remain visible underneath papers or computer mice on top of desks.
  • Establish clear policies around how long to keep certain items in a physical space before being moved elsewhere once their usefulness has ended. For example, if someone leaves their old coffee mug behind at work after quitting, chances are good no one else will want it either!

Open up pathways

When it comes to office space, one of the most important things you can do is ensure that there are clearly defined pathways. This means that you should lay out your office so people can move around quickly and without bumping into each other.

You'll want to ensure that the pathways in your office are wide enough for people to pass through easily, especially if you have a shared workspace or open floor plans.

You may also want to consider adding extra seating options along these pathways so that people have somewhere comfortable and quiet where they can take breaks from their desks (or get away from their coworkers).

Use space efficiently

One of the biggest challenges of office space management is figuring out how to save it. Of course, you want to ensure you have everything in order, but if you don't use everything at hand, that's a problem too.

Regarding office space management and using your available space effectively, two main things matter: maximizing the number of physical resources available (like desks and chairs) and minimizing clutter.

Vertical storage

Use vertical space.

Vertical storage is a great way to save space in your office and can be used in many different places. For example, you can use the area above your desk to store things like books or other items that you don't use often but would like to keep handy.

You can also use this for hanging files that aren't needed all the time or putting up decorations (if you're into that sort of thing).

Use the space below your desk as well.

The area under your desk is perfect for storing things that you regularly need access to but want to avoid taking up valuable space on top of it. This includes things such as boxes containing supplies for projects, supplies for meetings, and even personal items such as pens, notebooks, and more!

Consider alternative layouts

Some of the most common office layouts are cubicles, open-plan, and private offices. There are also a variety of hybrid arrangements (for example, a "semi-open plan") that combine elements from each type. Before you select a layout, think carefully about what's important to you and your team.

  • Do you want privacy?
  • How many people can fit in your workspace without feeling claustrophobic?
  • Will an open area make it easier for people to collaborate or harder?

Utilize personal storage items

Personal storage items are one of the easiest ways to manage your space in the office. It's essential to keep things organized to find what you're looking for when it's time to get down to business.

Office supplies can be stored in bins or baskets that run along shelves, and files should have their own bin, so they're easy to pull out and put back into place as needed.

A small file box could go on your desk for miscellaneous items like paperclips and pens. Everything else should go into either of these categories: essential documents (such as tax returns) or projects currently being worked on (such as contracts).

Optimizing your space to ensure a more productive, efficient, and harmonious work environment

Optimizing your space ensures a more productive, efficient, and harmonious work environment.

Space management is the process of improving the efficiency of your office space by maximizing its use. Space planning is crucial not only for small businesses but also for large corporations with multiple locations.

It's important because it can help you save money, improve employee productivity, and make more informed decisions.

Want to learn more?

Schedule a demo now and learn what Facilio can do for your business.

Making the most of your real estate with a space management software

There are many space management solutions available in the market. But it's essential to choose the right one.

Facilio is an office space management software that combines the power of a facilities management solution and an integrated workplace management system to completely optimize your office layout and provide just what your facility manager needs.

Whether employees follow normal timings or opt for a hybrid workplace model, Facilio is the solution for all your space needs.

With Facilio, you boost employee experience and utilization by taking control of occupancy data, workplace analytics, meeting space and conference room availability, emergency information, and more.

Facilio's space management platform automates and streamlines your workspace from end to end. With real-time data, workplace admins can predict space usage, check-ins, and metrics. They can also make informed decisions to ensure the best workplace experience and safety.

To sum it up, space management is integral to any office environment. It helps workers be more productive and efficient and creates a harmonious work environment where people can enjoy their jobs and considerably improve utilization.

Boost space management in office with Facilio.

Schedule a call with us today to learn more.