Integrated Workplace Management Systems (IWMS) All You Need to Know

What is an Integrated Workplace Management System?

An Integrated Workplace Management System (IWMS) is a software platform that helps organizations manage and optimize their real estate portfolio, track and manage workplace resources, make informed decisions about space utilization, streamline facilities management and related processes, and more. It integrates various aspects of facility management, including space management, asset management, maintenance management, lease management, sustainability, and more, into one cohesive system. An IWMS typically offers a range of modules or functionalities that can be tailored to meet the specific needs of an organization.

What Can an IWMS Do for My Business?

Here are some key features and benefits of an IWMS that could be useful in managing your business efficiently and effectively:

• Space management: It enables organizations to effectively allocate and manage their workspace, including tracking occupancy, space utilization, and moves.
• Asset management: An IWMS helps track and manage physical assets such as furniture, equipment, and technology devices, ensuring their optimal use and maintenance.
• Maintenance management: It facilitates the scheduling and tracking of maintenance activities, work orders, and service requests to keep facilities running smoothly and minimize downtime.
• Lease management: IWMS allows organizations to manage lease agreements, track lease terms, automate rent calculations, and generate lease-related financial reports.
• Energy sustainability management: It helps organizations monitor and reduce energy consumption, track sustainability initiatives, and comply with environmental regulations.
• Reporting and analytics: An IWMS provides robust reporting and analytics capabilities, allowing organizations to gain insights into their real estate and facility data, identify trends, and make data-driven decisions.
• Integration and collaboration: IWMS systems often integrate with other enterprise systems like ERP (Enterprise Resource Planning) and HR (Human Resources) systems, enabling seamless data exchange and collaboration across different departments.

When used effectively, an IWMS can enable organizations to optimize their workplace resources, improve operational efficiency, reduce costs, enhance sustainability, and create a more productive and employee-friendly work environment.

When Should I Use an Integrated Workplace Management System?

An IWMS is most beneficial for organizations that have complex real estate portfolios, multiple facilities, or a need for efficient space management. It can streamline various processes, improve data visibility, and provide valuable insights for informed decision-making.

Some instances where an IWMS may prove useful include:

• Real Estate Portfolio Management: If your organization owns or leases a significant number of properties or office spaces, an IWMS can provide you with a centralized system to manage and track all the information related to your portfolio. This can include lease agreements, occupancy rates, space utilization, and financial data.
• Facility Management: If your company operates and maintains multiple facilities, an IWMS can streamline various facility management processes. It can help you schedule and track maintenance tasks, manage work orders, and monitor the performance of service providers. This ensures that your facilities are well-maintained, minimizing downtime and increasing operational efficiency.
• Space Planning and Optimization: If you need to efficiently allocate and utilize your office space, an IWMS can assist you in space planning. It can provide insights into space utilization, help with desk assignments, support move management, and enable you to identify opportunities for optimizing space usage. This is particularly useful for organizations that frequently undergo office reconfigurations or have flexible work arrangements.
• Lease Administration: If your organization has a substantial number of lease agreements for properties or equipment, an IWMS can streamline lease administration tasks. It can help you track lease expirations, monitor critical dates, manage rent payments, and generate financial reports related to leases. This reduces the risk of missed deadlines or lease non-compliance
• Sustainability and Compliance: If your organization is committed to environmental sustainability and regulatory compliance, an IWMS can assist you in tracking and reporting relevant data. It can help you monitor energy consumption, waste management, carbon emissions, and compliance with regulations such as LEED or ISO standards. This enables you to identify areas for improvement and demonstrate your organization's sustainability efforts.

Accruent’s Integrated Workplace Management Solution

Accruent's top-rated IWMS software can help you improve space or workplace management through better space utilization and room reservation management. It can also simplify real estate management and lease accounting, maintenance management, energy management, capital management and more.

Contact us to learn more or request a demo today.