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How Smart Workplace Management Can Improve Efficiency at Work

Even the most successful workplaces don’t run themselves. A well-managed workplace requires careful attention to detail, from space planning to employee relations. Whether you oversee a traditional office space or a hybrid workplace, having a comprehensive workplace management strategy will improve efficiency and employee satisfaction.

Let’s take a look at the principles of workplace management, and how you can use the latest workplace management tools to create a better workplace.

What Is Workplace Management?

Workplace management is a subset of real estate and facility management, with a focus on optimizing the work environment and improving the workplace experience. It includes physical space management, such as determining floor plans and occupancy levels for an in-person workplace, but it also extends to some matters outside of the office, such as ensuring the security of software platforms used by a remote team.

Workplace managers need to be comfortable navigating the connection between real estate, equipment, personnel, and other resources. They work closely with employees and other stakeholders to identify pain points and make changes to the physical office space and company policies. The decisions they make can have a major impact on workplace efficiency and the well-being of employees.

Do You Need Workplace Management Software?

Workplace management varies widely from one industry to the next, with the size and structure of your business determining best workplace management practices. Large companies may use an integrated workplace management system (IWMS software) that’s part of existing enterprise resource planning (ERP) software.

Startups and small businesses may have a different set of needs, such as a flexible workplace management solution to accommodate a fully-remote team. Cloud-based tools like Pulpstream can help you automate a wide range of HR tasks, and feature integrations with other workplace management tools like workforce analytics.

Benefits of Workplace Management

Workplace management: employee presenting something to his colleagues

Developing a workplace management strategy can take time and effort, but once it’s in place, it can pay dividends for your company. Here are just a few benefits of workplace management and how they can make a difference at your organization:

Improve the Employee Experience

Everything from your office layout to your workplace policies can have an impact on the employee experience. Some companies have an open floor plan to foster collaboration, while others are all about private meeting rooms with teleconferencing equipment.

If you have a hybrid team, then your workplace management strategy should include clear work-from-home guidelines and efficient communication software.

You may also want to consider additional employee benefits such as an on-site gym or childcare facility. Incorporating these perks into your workplace management strategy can encourage employees to come into the office and boost employee engagement.

Save Time and Money

Workplace management can help you save time and money by reducing operational expenses and helping you use office space more efficiently. Maybe you don’t actually need as much real estate as you thought you did, or you can save money by heating and cooling your office to a more efficient temperature.

Working in an office that’s too large or small isn’t just hard on your employees — it can lead to unnecessary overhead costs and wasted space or furniture. Improving space utilization can have a positive impact on your bottom line.

Another way to save money is by digitizing processes so you can share files digitally and don’t have to carry physical paperwork around the office.

Ensure Safety and Compliance

Workplace management may extend to matters related to safety and compliance, such as who has access to your facilities and when. You can improve workplace safety by restricting visitor access, installing surveillance and alarm systems, and conducting regular inspections and safety audits.

Hybrid workforces in particular may struggle with security and compliance, especially if employees need to be able to access documents on personal or mobile devices. You can use workplace management software to standardize IT security practices and ensure that your technology providers use the latest encryption standards.

You can also take steps to improve physical workplace accessibility to accommodate employees who are covered by the Americans with Disabilities Act (ADA).

Increase Sustainability

Running a more efficient workplace isn’t just good for your business: it can also improve your energy efficiency and sustainability. Reducing the size of your office, lowering your heating and cooling costs, and making better use of your physical space can all have a major impact on your energy usage and carbon footprint.

This extends to remote and hybrid workforces too: a report by the National Academy of Sciences found that “switching from working onsite to working from home can reduce up to 58% of work’s carbon footprint” — but this “requires proper setup of people’s lifestyle … and the configuration of home and work environment.”

Other factors, like proximity to bike lanes and public transit, can also have an impact on commute times and how efficient it is for employees to come into the office.

3 Steps to Effective Workplace Management

The best way to implement a workplace management strategy will depend on the size of your company, which software you’re using, and other variables. But in general, you can expect to follow these three steps to effective workplace management.

1. Assess Your Workspace

Running a well-managed workplace starts with finding out what does and doesn’t work about your current work arrangement. Are employees showing up to work on time or are absences a problem? Do employees struggle to get work done because your open floor plan is too noisy and you don’t have enough meeting rooms?

Don’t just guess about what you could be doing differently. Check in with employees to find out what they’d like to see happen and take their ideas into account. Address any complaints of poor working conditions or safety concerns right away.

2. Create Effective Policies

A big part of workplace management is creating standardized policies so employees know what to expect and you can maintain a consistent company culture. For example, consider seating arrangements: do employees have assigned seats or do you have a “hot-desking” policy in which employees are free to move around the office?

By having policies for everything from visitor access to personal leave, you’ll reduce the frequency of workplace incidents and have processes in place for addressing them. 

3. Automate Your Workflows

When you use workplace management software, you can streamline and automate HR processes like employee onboarding and leave of absence management. Automation saves time and money by eliminating tedious tasks, reducing the risk of manual error, and making it easier for employees to collaborate on tasks in real-time.

From scheduling performance reviews to tracking maintenance tasks and work orders, automation helps keep your workplace running smoothly. Use it to automate existing workflows or find additional opportunities for improvement and optimization.

Improve Workplace Management With Pulpstream

Entrepreneurs working together

Workplace management is the process of overseeing a physical workspace and making sure that it meets the needs of the people who use it. It involves things such as space planning and optimization, as well as visitor management. A workplace management strategy can help you cut overhead costs and boost employee engagement.

Pulpstream is a cloud-based platform that helps you streamline and automate tasks to improve efficiency and ensure HR compliance. Our no-code software makes it easy to digitize your workflows without learning how to code, while our integrations with other apps allow you to customize your own workplace management solution.

Request a demo and begin your digital transformation today!