What is an integrated workplace management system (IWMS)?

The workplace is more than a space—it’s an entire ecosystem made up of people, spaces, technologies, and processes. When it’s functioning optimally, you can reduce costs, increase productivity, and create a great workplace experience. To achieve this, you need unified workplace management. That’s where an IWMS comes in.

Not sure what an IWMS is or how it can help your organization? Keep reading to find out:

• What is an integrated workplace management system (IWMS)?
• What are the benefits of an IWMS?
• What are the functional areas of an IWMS? 
• Who uses an IWMS?
• 5 reasons a company invests in an IWMS

What is an integrated workplace management system (IWMS)?

An IWMS is a tech platform that consolidates all the tools an organization needs to manage its facilities, real estate, and projects efficiently. Bringing different functions together in one system simplifies tasks like space planning, real estate decisions, lease analysis, and financial planning. Crucially, an IWMS combines workplace data from multiple systems into a single interface, empowering organizations to drive informed decisions about their space and resources. 

What are the benefits of an IWMS?

There are many different reasons to invest in an integrated workplace management system. Below, we’ll look at some of the key benefits it can offer organizations.

• Enhanced efficiency. By centralizing data and automating routine tasks, an IWMS saves time for admins and employees. For instance, with fewer tools to juggle, employees are more likely to use an IWMS’s wayfinding features to quickly locate space and resources onsite. Admins save time by not having to manage multiple systems or handle repetitive tasks, leading to smoother operations and quicker decision-making.

• Cost savings. IWMS identifies underutilized spaces and optimizes real estate usage, helping organizations rightsize their real estate investments. It also automates maintenance scheduling, preventing costly emergency repairs and extending asset life.
• Improves internal communication. An IWMS provides organizations with a single source of truth so teams can make data-backed decisions and stay aligned. For example, when planning a move, an IWMS can provide real-time updates on space availability, lease details, and asset inventories, enabling more accurate and agile planning. 
• Increased space utilization. By providing real-time data on how spaces are used, an IWMS helps organizations make the most of every square foot. For instance, it can reveal underutilized areas that can be repurposed or adjusted to improve overall efficiency and enhance collaboration.
• Better workplace experience. With essential space usage data, workplace teams can design spaces that match employee needs and preferences. A well-designed space helps employees work more comfortably and efficiently onsite, improving their overall experience. 
• Data-driven decision making. An IWMS removes the hassle of gathering workplace data, allowing organizations to focus on analyzing insights and making informed decisions that drive efficiency and improvement. Instead of spending days preparing data for analysis, workplace leaders can quickly access information and make strategic decisions.
• Compliance and risk management. Finally, an IWMS helps organizations maintain regulatory compliance by keeping accurate records and tracking necessary documentation. It also minimizes risks by providing alerts and insights into potential issues so organizations can address problems before they escalate.

What are the functional areas of an IWMS? 

An IWMS supports various aspects of workplace management to help organizations run more smoothly. Here’s a quick look at the areas it covers and how it enhances each one.

• Space management. Employees can use the system to check into the workplace and find and book space onsite. The data from these actions help organizations track space usage and occupancy levels in real time to make smarter layout decisions. Some IWMS also include delivery management and will automatically notify recipients when their packages are ready for pick up. This helps prevent pileups that reduce space efficiency onsite.

• Visitor management. An IWMS streamlines visitor management by integrating with existing security systems and maintaining up-to-date visitor records across locations. Some systems also include features such as the ability to notify hosts when their guests arrive and send emergency notifications to everyone onsite if an urgent event occurs.
• Real estate portfolio management. Tracking and managing real estate assets, such as properties and leases, becomes easier with an IWMS because it maintains detailed records of lease terms, property performance, and maintenance schedules. This helps companies ensure their real estate assets and business objectives are aligned.

• Asset management. Another function of an IWMS involves monitoring the condition and lifecycle of workplace assets—think computer and AV (audio-visual) equipment—to ensure they’re well-maintained and used efficiently. This helps to maximize asset longevity and minimize downtime. 
• Maintenance management. An IWMS also schedules and tracks maintenance tasks, helping teams keep their facilities in good shape, avoid costly repairs, ensure the safety of everyone onsite, and prevent workplace disruptions.
• Reporting and analytics. By consolidating data from multiple workplace systems, an IWMS gives organizations a complete picture of their workplace context. These insights can guide better decisions on space planning and forecasting, enable more accurate planning of onsite services, and help design spaces that encourage employee presence.

Who uses IWMS?

IWMS supports folks responsible for keeping day-to-day workplace operations running smoothly. Workplace and facilities leaders use it to optimize space and resource utilization, ensure efficient operations, and design engaging work environments. IT managers leverage IWMS to integrate systems, manage tech infrastructure, and ensure data security. For security leaders, an IWMS helps monitor systems, manage access to the workplace, plan emergency responses, track compliance, and analyze incidents to ensure safety.

Additionally, IWMS help those who oversee broader organizational resources. Finance teams use it to manage budgets, track costs, and generate reports on real estate and facilities expenses. IWMS enables real estate managers to track lease agreements, manage property portfolios, and optimize investments. Finally, executives and strategic planners leverage it to make data-driven decisions, plan for future needs, and align workplace strategies with overall business goals.

5 reasons a company invests in an IWMS

While every organization can benefit from an IWMS, it can be especially useful in certain situations. Here are some instances when investing in one can really pay off.

1. Growing complexity

Managing multiple facilities, real estate assets, or large-scale operations? An IWMS can help streamline these processes—centralizing data and automating tasks—making them less complex and more manageable.‍

2. Space utilization challenges

If you’re struggling with optimizing workspace usage or space planning, an IWMS can help by providing real-time occupancy and space usage data. You can use this data to experiment with new layouts and make informed adjustments that improve utilization.‍

3. High maintenance costs

When maintenance and asset management costs are rising due to unplanned repairs and inefficiencies, an IWMS can help you by automating maintenance schedules and improving asset lifecycle management.

4. Need for data-driven insights

If you lack reporting, analytics, and insights to make strategic decisions, an IWMS can help by pulling all your workplace data together into a single platform. You can then spot space usage trends and forecast future needs. You can even automatically send reports to your team or execs on a regular basis to keep folks in the know about space and attendance. 

‍5. Regulatory and compliance requirements

When ensuring compliance, meeting safety regulations, or upholding industry standards becomes critical, an IWMS can help you minimize risks and avoid potential penalties. For instance, you can keep detailed visitor records at both global and local levels, ensuring you have all the information needed for audits.

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An IWMS is the core system that keeps the workplace ecosystem running smoothly. By integrating all the moving parts, organizations can create a more efficient, productive, and enjoyable work environment for everyone.

Are you looking to move to an integrated workplace platform? Visit our website to learn how Envoy can help you unlock the full potential of your workplace.