Why IWMS software may be right for you

Date Published : Jul-09-2021

Written By : Kim Brown

If you work in an office, manage multiple offices, or care for entire commercial real estate properties, an integrated workplace management system could help you be more efficient and productive. Integrated workplace management systems, better known as IWMS software, are becoming a go-to solution for better facilities and office management. The software is used to help manage real estate assets, facilitate a company’s space management optimization, and build a more people-friendly work environment.

With IWMS software, management can take charge of real estate expenditure and cost savings, take care of tasks on the go, use real-time data to make smarter decisions for the future, and even perform essential administrative tasks. One of the great things about IWMS software is that it can serve multiple roles and provide numerous services. It’s flexible, dynamic, and easy to use, making it an attractive option for modern professionals looking for effective ways to excel in their industry.  

Read more about IWMS software and why it might be the right choice for you.


Main components

IWMS software can do a lot. That’s because there’s a lot that goes on in an office building. You’ve got commercial property managers who are looking out for the building or structure and making sure they are up to date on regulatory compliance. Then there are the facilities managers who are trying to synchronize workers and workspaces. And finally, there are the people that work in the building. That includes security, tenants, and cleaning staff. IWMS software aims to ingrate all of these different roles, and provide a space to bring everyone and everything together.


 Real estate and lease management

IWMS software helps managers track the real estate assets of a corporation, from purchase to disposal.


Facilities and space management

Managers can make the most of physical spaces and offices within buildings, provide employees with a more comfortable work environment, and even give tenants the ability to book desks or meeting rooms. This has become extremely valuable now that flexible hybrid workplace models are becoming more common.


Maintenance management

These systems encourage proactive scheduling of preventive maintenance work. However, when things do break down, facilities managers and employees can create and submit work orders. Managers can also oversee equipment and machinery with asset profiles.


Environmental sustainability

Some systems may provide useful insights on energy usage, track energy-related costs, and even help managers identify areas of energy waste. This application would likely integrate with building management or building automation systems and allow managers to control air conditioning, lighting or ventilation systems.


Capital project management 

Simplify planning and execution of new building projects using this software. Store and manage documents required for planning, bidding and payments. If projects will be disruptive to workers in the building, management can also send out digital communications to recipients who will be impacted by the work.

Because all of these tools are integrated into the same platform, all of these different activities can be tracked and analyzed together.


Who can benefit?

An IWMS is a comprehensive platform, and can make a significant difference for larger companies with many assets and people to manage. However, small companies can benefit too. The automation and implementation of systematic processes will save time, and ultimately money, no matter how big or small your company is.

Commercial real estate managers, facilities managers, and environmental energy or sustainability directors are great candidates for this type of system. Furthermore, they are often the ones responsible for buying it.

However, office managers and department leaders would also benefit from IWMS software. They can take advantage of functions such as desk hotelling or room reservations, asset tracking within their own office, and document storage for office rules and policies. Having this technology available to employees makes life easier for everyone involved, and ensures that employees can be productive in a safe (well spaced out) office environment. Often, the platform will have a mobile app so that bookings can be completed from an employee’s phone.

Finally, IWMS software can be useful to companies that host a startup as part of an incubator, or share facilities with another organization. The system can create clear physical boundaries and minimize conflict or awkwardness.

If you only need one feature though, there are other software options out there that provide one or two niche services. 


Cloud-based vs. on-premise

Most IWMS software will be cloud-based, as it’s more convenient and accessible than on-premise software. However, there are pros and cons to both.


Cloud-based software

With a cloud-based product, the buyer purchases a subscription from the vendor. This subscription may be a monthly or annual package. The provider will manage and maintain the software remotely so that the buyer never has to worry about updates. The buyer also gets to experience regular upgrades to the system at no additional charge.

Cloud-based software does not require any additional hardware, and takes less time to install. It is also kept very secure, and the data is automatically backed up. This is a valuable feature to managers who have hundreds or even thousands of important documents saved on the system. If something bad happens to their work computer, they won’t need to worry about losing everything.  

The main drawback of cloud-based software is that you need an internet connection to access the platform. The other downside is that the buyer must continue to pay subscription fees since they do not actually own the software or license.


On-premise software

With on-premise software, the software and license are purchased from the vendor. The buyer owns the product. The software is installed on an internal server, but it is up to the buyer to maintain and update the platform.

The biggest benefit here is that the buyer owns and controls the data, security levels and user permissions. No internet connection is needed to access the platform either. It can be accessed via intranet.

The drawbacks are that it can be more time-consuming to manage the software on your own. It costs more money upfront since additional hardware is required. Upgrading installed software can also be a costly endeavour. And while you don’t need internet to access the platform, you can only use it on-site. This can be very cumbersome for managers who care for multiple spaces or properties.  


What you get when you invest in IWMS software

People who use IWMS software enjoy better awareness, increased productivity, and a greater sense of control. Depending on what you need the software for, you can help your team unlock the resources they need, when they need them. These tools also help to fill in some blanks. If you didn’t have an idea of how often a printer needed maintenance, you can start tracking when repairs are made, and eventually predict when to schedule preventative maintenance so that the equipment doesn’t crash at a time when someone urgently needs it.

No matter what role you play, IWMS will help with communication, and that has only become more important now that many offices are operating under hybrid models. On some platforms, the communication feature can even deliver messages via text or automated voice message. By keeping tenants and other colleagues in the loop, everyone remains engaged and informed, even if they aren’t always in the building.