An introduction to workplace management software 

Our way of working has changed forever with a rigid 9 to 5 schedule in the same office a thing of the past for many people. However, teams splitting time between home and the office also brings its own set of challenges. How can you make sure every team member has a desk when they come in? How do you stop meeting rooms being double-booked? How do you welcome visitors in a professional manner? 

The answer lies in using Workplace Management Software. 

What is workplace management software

Leave behind complicated spreadsheets or even paper calendars. Workplace management software is an all in one digital solution that helps you run your office space smoothly and efficiently. It is designed for the modern, flexible workplace making life easier for employees, management and visitors. 

It is like the digital control centre for your office building that can automate daily tasks, provide valuable insights and create an orderly experience for everyone who walks through the door. Let’s examine three of its most powerful features. 

Find the right space in the office with desk booking 

Uncertainty can cause anxiety for employees in a hybrid working model. They might wonder whether they will find a desk when they arrive or if they can sit with their team. Desk booking software removes this worry completely. 

Employees can use a simple app or their desktop to view a live map of the office and reserve a specific desk for the day or week. They can also see who else will be there and book a spot near them for better collaboration. 

There are lots of benefits to this. It removes guesswork for staff and so saves time on arrival. It allows teams to better coordinate their time in the office, so can lead to greater efficiency. It also offers access to powerful data on which desks are being used and how often. This means you can make data-driven decisions about your commercial property requirements and could lead to cost savings in future. 

End the meeting room lottery

There are few things more awkward and disruptive than a meeting being interrupted because of a booking mix-up. Meeting room booking software puts an end to these conflicts and streamlines the entire process. 

Integrated with existing calendars like Outlook Calendar, the system allows anyone to see room availability in real-time and book a space quickly. Many systems also include digital displays outside rooms showing the current status and upcoming schedule. 

The system becomes the single source of truth eliminating double bookings and saving time. This means staff can book the right room with the right equipment and avoid wandering around hoping to find an empty spot. Digital signage also facilitates ad-hoc meetings, as you can be sure that a room is free at a glance. 

Create a better visitor experience

The way you welcome guests says a lot about your company. A sleek, modern visitor management system ensures every visitor experience is professional, secure and efficient, replacing the outdated paper sign-in book. 

When a meeting is scheduled, the visitor can be pre-registered and automatically sent an email with directions and a QR code for quick check-in. Upon arrival, they sign in on a tablet, and their host is automatically notified. 

This process delivers a professional first impression while maintaining security by keeping a digital log of everyone who enters the building. An automated check-in also saves front of house staff a lot of  admin time freeing them up for other tasks. It also helps employees by notifying them when their guest arrives, avoiding any waiting around. 

A future-proof workplace

Workplace management software is just about the practical tasks of booking desks or meeting rooms, it is about creating a smarter, more efficient work environment. It empowers employees with tools they need to do their work and also provides valuable data that can be used to optimise the use of your property assets. Overall it helps to make the office a place of collaboration and solves everyday frustrations, facilitating hybrid working for everyone.