What is Space Management? The Benefits of Office Space Management

A successful business is typically characterised by an amazing product or service, a talented team, strong leadership, and strategic foresight, all developed within a productive workspace. However, space management is often considered the least important aspect of business operations. 

What is Space Management?

Space management is the process of optimising and managing a workspace to ensure that it meets the needs of its occupants efficiently and cost-effectively. In recent years, this has included enabling employees to work remotely, utilising coworking spaces, and using virtual office services. Space management helps ensure that the workspace is used to deliver optimal value for the company.

The Basics of Space Management

Space management involves all aspects of workspace optimisation, from layout to furniture selection and placement, to storage solutions. Space managers must consider the size and shape of the space available and the number of employees who need to work in it. They must also be mindful of health and safety regulations.

These same managers have seen their options expand dramatically as companies opened up to the benefits of remote work after it became a necessity for many companies during the global pandemic. Space management teams are now tasked with creating attractive and comfortable workspaces while also being fully functional for remote work.

When deciding how to provide and manage spaces for employees, companies can consider these three topics:

Flexibility

Space management must be flexible enough to accommodate traditional, remote, and hybrid workers. For those who prefer the office, companies should create open-concept spaces that foster collaboration, creativity, and well-being. Flexible seating arrangements, such as hot desking, desk booking tools, and creative zones and meeting rooms, will allow your employees to work most comfortably and productively while allowing for a reduced footprint on office space.

Employee Experience

Your employees should be at the centre of your space management strategy. Space solutions must foster productivity, engage employees, and address their physical and psychological needs. A great way to do this is by creating open-concept spaces with ample natural lighting and plenty of plants to promote creativity and well-being. Consider what facilities are needed, such as lockers, showers and ergonomic furniture, to ensure employees remain comfortable while working.

Technological advances

Technology advanced rapidly in the last decade, and space management has seen a corresponding rise in its importance. Even before the pandemic, companies were already utilising virtual office services to access remote workers or reduce overhead costs. Space managers can now leverage cloud-based software to track occupancy, manage bookings, and even automate cleaning schedules. This can allow for coworking spaces, the sharing of resources, and other cost-saving measures. Off-site employees can connect via VPNs, VoIPs, and video conferencing services.

The Benefits of Space Management

The benefits of office space management are numerous, including cost savings from reduced or outsourced office spaces to improved productivity and employee satisfaction. Space management can help reduce company infrastructure costs, increase space flexibility, improve the efficiency of remote work, and even enhance overall security. Space management also allows companies to create a more comfortable workspace for their employees, which can help boost morale, engagement, and motivation.

Space management is an essential part of modern business and can now take several forms:

Coworking Space

Coworking spaces provide an ideal alternative for companies that can only accommodate a small number of employees in the office, perhaps due to rapid expansion, seasonal demands, or budget constraints. Coworking spaces are usually located in business centres and offer flexibility and scalability for businesses of all sizes. These Coworking spaces offer lower overhead costs and are usually more flexible regarding lease terms and amenities. They also give companies access to a range of services and resources. For example, using Servcorp's coworking facilities also opens up access to 50,000+ creative businesses and professional networks worldwide.

Virtual Space

The benefits of Virtual Space are numerous and include improved agility, efficient use of resources, scalability, and enhanced security. Virtual space allows businesses to access their employees remotely and cost-effectively with software such as Microsoft Teams or Zoom. This can reduce office space costs while providing a more secure environment. Virtual space also allows companies to scale quickly if their needs change, as they don't need to commit to long-term leases or the associated costs. Virtual spaces are a cost-effective way to obtain a presence in multiple prestigious locations worldwide.

Services Offices

Serviced offices are ideal for businesses that want to maintain a presence in multiple locations but want to avoid the burden of managing or leasing their own space. In Servcorp's service offices, we provide all the necessary amenities, such as telecoms, IT, and conference services. They also offer flexibility, as companies can opt in and out of leases according to their needs. Serviced offices can significantly reduce costs while providing companies with the necessary infrastructure and support.

By utilising space management techniques, businesses can increase their efficiency and cost savings while providing employees with an improved work environment. Space management should be viewed as an integral part of any modern business's strategy.

Tips on Optimising Space Management 

With employees now splitting their time between the office and home, space management can be used to optimise a business's entire office set-up. Space managers should factor in a variety of considerations when deciding how best to maximise the use of their space:

• Assess space requirements regularly – Space should be assessed regularly to identify any changes that need to be made, such as updating equipment, adjusting seating arrangements, permitting staff to work from home, or creating or sourcing a coworking space.
• Utilise space for multiple purposes – Space can be used for meetings, presentations, training sessions, and more. Companies should aim to use space as effectively as possible by incorporating multiple uses into one area, such as holding training sessions and team huddles in the same space as management meetings.
• Utilise technology – Technology such as video conferencing and VoIP calls can help businesses to minimise space requirements while still offering the same level of service.
• Consider ergonomics – Ergonomics are essential for employees' well-being, so space management should ensure that office areas are designed with comfort and efficiency in mind.
• Invest in quality furniture – Quality furniture can make space more comfortable for employees and improve Space efficiency.
• Plan for the future – Space managers should always consider future Space needs and plan ahead accordingly.

Conclusion

By taking these space management techniques into account, businesses can ensure that they are optimising their space while still providing a comfortable and productive work environment for their employees. Space management is an important part of any modern business's strategy, allowing them to reduce costs while also creating a more efficient workplace. Space management can help companies to succeed in today's competitive market by giving them the necessary tools they need to remain agile and successful.