As organisations continue to evolve and adapt to the changing business landscape, managing the physical workplace has become an increasingly critical task. The physical workplace not only affects the productivity and well-being of employees but also plays a significant role in the overall success of an organisation. As a facilities, workplace, or financial manager in your organisation you’re aware of your important role in ensuring your workplace is always performing as efficiently as possible.

From managing leases and occupancy data to maintenance schedules and service requests, you’re tasked with a wide range of responsibilities that can be overwhelming and often very time-consuming. Managing and delivering on these responsibilities is often achieved with different software and tools that simplify your workload and creates efficiencies in your day-to-day work.

As the role of managing the workplace, it’s people and leases has grown for occupiers, the software required to achieve your workload has followed suit. Organisations have implemented a suite of software products, to combat the various activities you must complete. With this in mind, and a global recession looming in the wake of COVID-19, companies are transitioning to software that integrates workplace management into a single, cohesive platform that meets their requirements, increases efficiencies, and reduces overall costs.

Commonly, organisations who look to implement a unified approach to their various occupier software solutions combine leasing, facilities, space and workplace management platforms into a consolidated solution.  Combining these modules into a centralised software application is known as Integrated, or Extensible Workplace Management System (XWMS) software.

This whitepaper examines the advantages of adopting an XWMS and provide practical guidance on getting started. Whether you’re a facilities or workplace manager, this whitepaper will help you understand the potential of an XWMS and how it can be utilised to enhance the productivity and efficiency of your organisation.

Let’s begin your XWMS journey.

What challenges do Occupiers face in todays landscape?

As a facilities or workplace manager, every day presents a host of responsibilities that require your attention. The challenges you face are complex and multifaceted, from maintaining a safe and productive environment for your employees to ensuring compliance with regulations, managing leases, and cost management.

Some of the common challenges you might face with using multiple solutions are:

  1. Software inefficiency: Having to switch between different software systems to complete tasks can be time-consuming and decrease your overall productivity.
  2. Manging your flexible spaces: Allocating and optimising the workplace effectively for various departments and employees without a unified view of the total occupancy and revenue implications. Planning and executing office moves effectively can be tedious without a centralised, single source of truth of your total assets.
  3. Maintenance, repairs and communication: Scheduling and coordinating maintenance activities for equipment, building, and infrastructure can be cumbersome and time-consuming.
  4. Data management: With a diverse range of solutions, your data is stored in multiple “silos” or “buckets” making reporting and security of data difficult, and potentially resulting in poor compliance management.
  5. Health & Safety compliance: Like your data, ensuring your health & safety regulations are being met can be a headache and oftentimes feel like an uphill battle.
  6. Budget management: Using a single solution such as an XWMS, gives you the capability to effectively monitor, control and forecasting budgets for facilities and workplace-related expenses. You’ll also be able to manage your energy consumption easier and reduce costs and your organisational carbon footprint.