Did you know that companies worldwide spend an estimated $1.9 trillion annually on facility-related expenses? With such significant investments at stake, organizations are constantly seeking ways to optimize their workplace management processes. This quest for efficiency and cost-effectiveness has given rise to an innovative solution known as the Integrated Workplace Management System (IWMS). This powerful software platform brings together a range of tools and functions, enabling businesses to streamline their operations, enhance asset utilization, and create more productive work environments. In this article, we will delve into the intricacies of IWMS, explore its essential components, and unveil how it empowers businesses to unlock their true potential in the modern corporate landscape.
In this blog, we’ll talk about what IWMS is, its essential parts, and how it helps businesses.
Understanding Integrated Workplace Management System (IWMS)
An Integrated Workplace Management System (IWMS) is a software platform that integrates multiple modules and functionalities to centralize the management of an organization’s workplace-related processes. It covers facility management, real estate portfolio management, space planning, maintenance management, lease administration, and sustainability initiatives.
What does an IWMS do?
Did you know that organizations using IWMS have reported up to 42% improvement in facility usage efficiency and up to 40% increase in workspace utilization? An Integrated Workplace Management System, or IWMS provides tangible benefits by optimizing energy consumption and maximizing the utilization of office space, resulting in significant cost savings and improved operational efficiency. It uses different tools and features to improve work and make people more productive.
Some of the most common things that IWMS can do are:
- Energy management helps businesses track and control how much energy they use to be more efficient and save money.
- Visitor management makes it easy to track and control the visitors entering the building.
- Space management tools help people make the best use of their space by figuring out how to divide and use it.
- Task management makes processing easier and makes it easier to give, track, and finish tasks.
- Resource management functions help organizations make good use of their resources, like tools and materials, by allocating and managing them well.
“Integrated” means that an IWMS can use and work with other popular technologies in business or industry. This can include computers, tablets, printers, entry control systems, package management systems, lighting systems, intranets, and other tools that are only used inside the company. With these tools, an IWMS gives you a complete answer that best uses the resources you already have.
5 Benefits of IWMS Implementation
- Enhanced Operational Efficiency: IWMS helps companies reduce expenses, automate manual processes, and eliminate duplicate work. This makes things run more smoothly, reduces paperwork, and makes everyone more productive.
- Optimal Space Utilization: Companies can effectively assign and use their space by using the space management features of IWMS. Real-time data on occupancy, usage rates, and accessible space helps improve planning and use of space. This saves money and makes it easier for people to work together.
- Centralized Data and Reporting: IWMS offers a central place for all workplace data, such as leases, assets, upkeep records, and sustainable measures. This lets companies make choices based on data and keep track of crucial success factors.
- Compliance and Risk Management: Rules are getting stricter, and IWMS helps companies follow all legal, safety, and environmental rules. It gives tools for tracking and handling permits, licenses, and checks. This makes it less likely that a company will have to pay fines or have its reputation hurt.
- Cost Savings and Financial Optimization: Companies using IWMS reduce enterprise asset lifecycle costs by up to 30%. It helps groups save money by giving them information about lease management, repair plans, energy waste, and room use. You can save money in the long run by changing the terms of your lease, making fixes before they break down, and using less energy than you need.
What is the difference between CMMS and IWMS?
Both CMMS and IWMS are tools used to manage buildings and assets, but they are different. Maintenance management is the primary goal of the Computerized Maintenance Management System (CMMS), which helps maintenance teams streamline processes and ensure equipment works. IWMS, on the other hand, covers more than repair. It includes things like space planning, lease administration, and sustainability efforts, among other things.
| Feature | CMMS (Computerized Maintenance Management System) | IWMS (Integrated Workplace Management System) |
| Scope | Primarily focused on maintenance management | Broader scope covering multiple facility areas |
| Functionality | Maintenance planning, work orders, asset management | Facility management, space optimization, lease management |
| Maintenance | Tracking and scheduling preventive maintenance | Comprehensive maintenance planning and tracking |
| Asset Management | Focuses on maintenance-related assets | Manages a wide range of assets across facilities |
| Space Management | Limited or no space management capabilities | Advanced space allocation and utilization features |
| Lease Management | Typically does not include lease management | Manages leases and related financial information |
| Integration | Often integrates with other systems, such as ERP | Integrates with various systems (ERP, HR, finance) |
| Reporting | Generates maintenance-related reports | Provides comprehensive reports on facilities, space, and assets |
| Cost Management | Basic cost tracking and budgeting capabilities | Advanced cost analysis and forecasting capabilities |
3 Key Considerations before implementing IWMS
- Organizational Readiness: For IWMS adoption to go well, the organization must be ready. This means having clear goals, getting buy-in from stakeholders, and being open to change. People also need the right training and help for a smooth shift.
- Scalability and Integration: Organizations should think about the scalability and integration skills of an IWMS solution to ensure it can handle future growth and work well with current systems like ERP or HR software.
- Vendor Selection: Choosing the right IWMS dealer is critical. Organizations should look at the vendor’s reputation, how long they’ve been in business, how well they serve customers, and how well they can adapt the service to their needs.
6 Best IWMS Tools
- IBM TRIRIGA: TRIRIGA is a comprehensive IWMS solution that covers facility management, space optimization, lease management, and environmental sustainability.
- Archibus IWMS: Archibus IWMS is a widely used and feature-rich IWMS platform. It provides extensive capabilities for space management, asset management, lease administration, and maintenance management.
- Accruent: Accruent offers a suite of IWMS solutions, including its flagship product, Accruent FAMIS. It provides functionalities for maintenance management, space planning, lease management, and capital planning.
- Planon: Planon is an IWMS tool that focuses on facility management, space optimization, and sustainability. It offers features such as space planning, move management, maintenance management, and resource scheduling.
- FM:Systems: FM: Systems provides a comprehensive IWMS platform that covers space management, asset management, maintenance management, and workplace analytics. It offers configurable modules to adapt to specific business needs.
- iOFFICE: iOFFICE is an IWMS solution that focuses on workplace experience and space management. It offers features like move management, room reservations, workplace analytics, and service request management.
Conclusion
The Integrated Workplace Management System (IWMS) is a powerful tool that helps companies organize and improve their workplace management processes. IWMS has a wide range of features and functions that make it useful in many ways. For example, it can make work more efficient, better use space, centralize data and reports, handle safety and risk, and save money.
When choosing whether or not to use an IWMS, it is essential to look at how ready, scalable, and easy to connect the organization is. Choosing the right IWMS service is essential because it ensures the move goes smoothly and the organization gets the help it needs in the long run.
FAQs
What exactly is an IWMS and what are its benefits?
An IWMS is a software platform that integrates various workplace management functions, like facility management, space optimization, and asset tracking. It offers benefits like:
- Increased efficiency: Automate tasks, streamline processes, and reduce paperwork for a more productive work environment.
- Cost savings: Optimize space utilization, energy consumption, and maintenance costs.
- Improved decision-making: Gain data-driven insights into your workplace to make informed decisions about space allocation, resource management, and more.
- Enhanced employee experience: Create a more comfortable and efficient workspace for your employees to thrive.
- Better risk management: Manage compliance requirements, track maintenance schedules, and ensure safety protocols are followed.
How does IWMS differ from traditional facility management tools?
Traditional tools often focus on individual tasks like maintenance or space planning. IWMS takes a holistic approach, integrating these functions into a single platform for better data analysis, collaboration, and overall efficiency.
What are some common features of an IWMS?
IWMS features can vary, but some common ones include:
- Space management: Optimize space utilization through tools for desk booking, room reservations, and space planning.
- Asset management: Track and manage company assets like equipment, furniture, and technology.
- Maintenance management: Schedule preventive maintenance, manage work orders, and track maintenance history.
- Energy management: Monitor energy consumption, identify areas for improvement, and implement energy-saving measures.
- Sustainability features: Track and manage environmental impact, optimize resource usage, and comply with sustainability regulations.
What are some considerations when choosing an IWMS?
Before implementing an IWMS, consider:
- Your specific needs and goals: Identify your key challenges and desired outcomes to choose a system that best addresses them.
- Scalability: Choose a system that can adapt to your future growth and changing needs.
- Integration capabilities: Ensure the IWMS integrates well with your existing software and technology systems.
- Vendor reputation and support: Choose a reliable vendor with a strong track record and commitment to ongoing support.
How much does an IWMS cost?
The cost of an IWMS depends on various factors like the size of your organization, the features you choose, and the implementation complexity. Typically, it involves an initial investment for software licensing and implementation, followed by ongoing maintenance fees. However, the potential return on investment through increased efficiency, cost savings, and improved productivity can often outweigh the initial costs.
