As a workspace, it's essential to stay ahead of the curve with the latest labour market trends and the evolving expectations of your teams. One of the most significant shifts in recent years has been towards hybrid and flexible working models. As a result, facility and workplace managers are inundated with options to facilitate this transition—whether it's meeting room booking systems, desk booking systems, or comprehensive workspace management solutions. With so many choices, knowing where to start can be overwhelming. That's why we've put together a clear overview of the key considerations to help you choose the right software for your workspace.
Workspace management software for dummies
For those who are new to the concept, let's start with the basics. Workspace management software is a system designed to help workspace managers streamline their operations and enhance the overall workplace experience. Imagine being able to book your desk for the day, reserve a parking spot, schedule a meeting room, or even pre-register external visitors—all with just a few clicks. This software automates these tasks, reducing manual effort and ensuring that your workspace runs smoothly.
How to pick the right workspace management software
Choosing the right workspace management software starts with a clear understanding of your needs and goals. Here are six crucial factors to consider:
1. What are the requirements for my workspace and employees? Which features do you need?
Start by identifying the specific needs of your workspace and your team. Are you looking for a platform that handles desk and meeting room bookings only, or do you require a more comprehensive system that manages everything from visitor registration to resource allocation and beyond? Understanding your requirements will help you narrow down your options. Consider the scale of your operations, the number of users, and the features that will make your workspace more efficient and user-friendly.
2. Is the platform user-friendly, and can employees easily adapt to its interface?
A key factor in the success of any software implementation is its ease of use. The platform you choose should have an intuitive interface that your employees can quickly adapt to, minimising the learning curve. Look for a solution that offers a seamless user experience, with features like mobile access, simple navigation, and clear instructions. Remember, the more user-friendly the software, the more likely your team will embrace it and use it effectively.
3. Is the platform scalable?
As your workspace grows, so too will your needs. It's important to choose a platform that can scale with your business, accommodating more users, additional locations, and expanding functionalities without compromising performance. A scalable solution will ensure that you don't outgrow your software, allowing you to continue using the same system as your operations expand.
4. Does the platform integrate with your current systems that you want to keep using?
Integration is key to creating a cohesive digital ecosystem in your workspace. The software you choose should seamlessly integrate with the tools and systems you already have in place, such as HR platforms, CRM systems, and communication tools. This will help avoid disruptions, reduce data silos, and ensure that your existing processes continue to run smoothly alongside the new software.
5. What does it cost, and what is the ROI?
Cost is always a significant consideration, but it's important to look beyond the initial price tag. Evaluate the total cost of ownership, including implementation, maintenance, and any additional features or support packages. Then, weigh this against the potential return on investment (ROI). A good workspace management system should not only streamline operations but also deliver tangible benefits, such as improved employee productivity, better space utilisation, and reduced administrative overheads.
6. What are the support packages?
Even the best software can encounter issues, and when that happens, you'll need reliable support. Investigate the support packages offered by the software provider. Do they offer 24/7 customer service? What channels are available for support—phone, email, chat? Is there a dedicated account manager? Understanding the level of support available will give you peace of mind, knowing that help is at hand whenever you need it.
Zapfloor - Workspace management software that creates the ultimate digital experience between humans and the office
Since 2016, zapfloor has been a fixture in the workspace management industry. With our advanced features, integration possibilities, and customer service plans, we successfully support workspaces across Europe in managing their operations. From meeting room booking, visitor management, and resource booking, to invoicing and community engagement tools, Zapfloor covers all the specific needs of your workspace.
Ready to discover more? Get in touch with one of our representatives today.
