Start-to-Finish Preventive Maintenance Guide with an IWMS

Start-to-Finish Preventive Maintenance Guide with an IWMS

Even during a run-of-the-mill business year, proactive facility maintenance requires real-time analytics and planning to keep a building’s engines humming. Since our world has been anything but average since COVID-19 hit, that need has only intensified. One of the most valuable lessons for facility managers has arguably been the importance of a strategic preventive maintenance plan for everyday operations and crises.

By staying ahead of both foreseeable and unforeseeable obstacles, facility management teams can address the maintenance, upgrades, and replacement of workplace assets including HVAC, lighting, computers, furniture, printers, equipment and kitchen appliances.

This guide defines preventive maintenance, what it means for today’s businesses, and describes three critical steps to creating a solid, sustainable plan. Learn how technology empowers facility and workplace management teams.

Download the guide below:

Make Every Space Count with Space Management Software

Make Every Space Count with Space Management Software

What is space management? And why is it important? Space management and utilization is a concept that should be on every organizational leader’s mind. With rent and real estate prices skyrocketing in desirable cities, there’s never been a better time to figure out whether you’re using all the square footage you’re paying for to the best of its abilities. Even if you don’t operate in an expensive region, unused office space represents a massive point of waste that can easily be resolved when you use facility management software. Learn more about common areas of underutilization in office spaces and see what a smart workplace management software platform like SpaceIQ by Eptura can do for you as you work to make better use of the space you have.

Is Space Management What’s Missing from Your Office?

Empty space is a waste. There may be some circumstances in which the waste is temporary as the available space will be put to use within a defined period of time. But if you have some dead spaces in your office and no plans to add more employees or equipment in the near future, you’re essentially throwing money away every day those spaces go unused.

Some unused offices and spaces are obviously underutilized. Whether it’s an empty private office or a conference room that gets used maybe once or twice a year (and never to its full capacity), these spaces may as well not exist. But they do exist, and you’re paying for them. Identifying these points of underutilization isn’t as much of an issue. The real problem comes from more subtle unused areas. Desks that are occupied only on occasion, conference rooms with motion-detecting lights that seem to have people inside because the lights are always on, reception areas with cozy couches and stacks of magazines that seem vital in theory—these are all spaces that can be deceptively wasteful.

That makes facility management software and facility scheduling software vital to the efficient use of available office space. Subtleties that go unseen are easily detected, recorded and analyzed. You may be surprised by what you find, particularly in these four areas of frequent underutilization.

Private Offices

Getting one’s own office used to be a major hallmark of success at work, but moving up the corporate ladder has different signifiers now than it used to. There may be a few people in an organization who truly need a private office and, in most other cases, the office is a signifier of status. Perhaps that’s why these offices can be so hard to fill. Office equipment manufacturer Herman Miller released a study that revealed private offices remain unoccupied a whopping 77% of the time. What is the use of paying for that square footage if it’s only going to sit empty?

There are so many different reasons why this might be so. The people who are typically considered important enough to merit a private office are usually so high up that they do more than just sit at a desk performing routine tasks. From traveling to conferences to taking advantage of seniority and deciding to work from home or otherwise keeping limited hours in the office, it pays to use space management software to determine who truly uses their private office and who can be satisfied by a desk out on the floor with everyone else. Managers who are particularly engaged with their teams may actually enjoy the change. Herman Miller’s study shows that people actually tend to like working in environments that are more social, having the flexibility to move around. Doing away with private offices for some folks could be a way of introducing mobility to their work lives and allowing for easier collaboration.

Just like disk space management tools that maximize disk space, space management software, also known as facility scheduling software, can ensure space optimization by helping you identify which private offices tend to stay empty the most. The Herman Miller study further indicated that conference room space is rarely used to its full capacity and that smaller collaboration rooms tend to be more popular than large rooms. You could try a strategy of converting some private offices into a meeting or collaborative spaces and using SpaceIQ to track the level of engagement these converted rooms see. If those rooms still remain empty, you may want to consider renting out private offices to solo practitioners or offering those spaces as limited-use private workspaces for employees who need a quiet place to work as they finish an important project. No matter how you try to make use of these private office spaces, A Workplace Management Platform like SpaceIQ will make it easy to determine whether your space utilization solution is actually working out.


Individual workstations may be more widely available to a larger percentage of the entire organization, but the fact that these work areas aren’t limited to a select few doesn’t mean their utilization rate tends to be high. In fact, Herman Miller’s study indicates that workstations are occupied only 60% of the time, which is only a 17% improvement on private offices. That makes these spaces well worth watching and analyzing.

If you tend to see a lot of scattering with workstations that are partially occupied, engage with your teams and find out why this is. It could be that there simply aren’t enough team members in a given department to fill out that group’s designated bank of workstations. When this is the case, consolidating existing teams and perhaps reconfiguring the layout of your workstation areas can be helpful in converting those unused workstations into open desks that can be rented out to small companies or startups. You can also take your open desks as a sign that it’s time to reconsider your approach to staffing. With all that space available, why not expand? Ask department heads if they feel they could use some more help. In some cases, underutilization is actually an indication of understaffing. If filling those seats can help defray the cost of the wasted rent you’ve been paying for that space, all the better.

It also pays to take a look at how your employees tend to treat their time in the office. If your organization is one that allows work flexibility for some or all employees, assigned seating may not make sense. Keeping a dedicated desk for a developer who lives two hours away from the office and only comes in for a few hours on Tuesdays and Thursdays doesn’t make much sense. Instead, you can analyze who’s in the office when and make a determination on whether open seating would be a better idea for your organization. Organizations that only offer flexibility for a limited number of employees can either seat the telecommuters separately from everyone else, providing an open-seating workstation area and assigned seating for everyone else or convert to a 100% open arrangement for everyone regardless of flexibility status. Some departments may prefer to sit together but leave one seat open for various team members who may come in on different days.

No matter how you approach the issue, collecting data on which of the workstations in your office are used the most often and which are lonely and waiting to live up to their potential will give you a much better foundation from which to approach the workstation under-utilization issue than simple human observation alone.

Conference and Meeting Rooms

As mentioned above, large conference room spaces are often less important than we tend to think they are. If you aren’t giving large-scale presentations in that room more than once or twice a year, it may be time to rethink how you use that space. First, though, it’s important to collect some data. You may never see people in those rooms, but it could be that teams gather in your large conference room on a regular basis without drawing notice.

You’ll also want to see how many people tend to use these spaces on average. Herman Miller’s study indicated that even when they’re used, fewer people than the full capacity tend to occupy meeting and conference rooms. If the number of people meeting in your largest conference room could easily fit into the smallest with room to spare, some reconfiguring may be in order. Perhaps there’s not enough room to add the workstations you need, but if you move the water cooler and coffee maker into the conference room and turn it into more of a lounge space, you’ll still have a smaller conference room of sufficient space to accommodate everyone who tends to use it. Knowing which spaces are used too much and which aren’t used enough—particularly spaces with a large footprints such as a large conference room—gives you the room to get creative with your space management strategy.

The ability to tell which workstations aren’t getting used in an open seating arrangement can also help you address some employee satisfaction or comfort issues. Perhaps there’s a bank of workstations that are just a little bit too close to the bathroom. It could be that the majority of the people in your offices have tried the standing desk thing and found that they’d rather just sit, leaving your standing desk workstations dramatically underutilized. Pairing the data you collect with a Workplace Management Platform with discussions with or surveys of your employees can help you address the reasons behind under utilization and allow you to create a more comfortable and desirable office environment.

Alternatively, you can use this real estate forecasting information as part of your move management approach. You might have an underutilized conference room in your current space, but if you’re planning a move, there’s no need to make any big changes. However, this can inform your approach to the features your new space should have. No need to pay for another giant space that’s not going to get used.

Break and Reception Spaces

Conventional wisdom holds that an office should have a place for employees to eat their lunches and that there should also be a dedicated space for welcoming guests. However, these spaces may not get used very much and, if you have both an underused employee break space and a reception space that sees guests maybe once or twice a month, you can consider doing away with one or both of these spaces. In fact, if you have underutilized reception areas, break rooms and large conference rooms, you can think about turning the large conference room into a dedicated lounge space in which employees can put their feet up for a minute or guests can sit and wait in comfort without feeling like they’re in a fishbowl.

This may not work for the way you do business and that’s fine. The important thing is that you have the ability to use data as part of your approach to a new space utilization strategy.

Consolidating and Reimagining

Underutilization isn’t always as cut and dry as the categories above imply. There can be little areas here and there that simply don’t justify the money you pay for them. In some cases, it may simply be the cost of doing business, but it’s hard to know exactly how much of that space you have and how much available space you could create without a space management software program to give you an informed high-level view of what’s going on in the space.

One thing to also consider is that the use of lounge-style workspaces is an increasingly common element of the modern workplace. These are often multi-purpose spaces with configurable elements such as movable walls and configurable furniture that can support a variety of work postures. Companies can use these spaces for everything from all-hands meetings to industry presentations. When they’re not in use for group events, these lounge areas serve as causal places employees can sit and work together, eat their lunches or get a quick change of environment as they tease out a complex problem. Going for a multi-purpose approach can flip the issue of underutilization on its head. Consolidate the spaces that are currently unused and make room for a large multipurpose space. If you aren’t using it much, consider opening your doors for non-profits relating to your industry to host educational events or recruitment events for kids. That’s a valuable use of the space even if it isn’t directly contributing to your bottom line.

SOURCE Noam Livnat, Chief Product & Innovation Officer, SpaceIQ


Verdantix Benchmark Highlights M&A Is Reshaping The IWMS Market

Verdantix Benchmark Highlights M&A Is Reshaping The IWMS Market

The third edition of the Verdantix Green Quadrant IWMS solution benchmark study was recently released after a five-month intensive research process. The report provides a detailed, fact-based analysis of the 13 most prominent IWMS providers using two-hour live product demonstrations with pre-set scenarios and vendor responses to a 238-point questionnaire covering 13 technical, 13 functional and 7 market momentum categories. In addition, Verdantix analysed data from our Global Corporate Survey of 285 real estate and facilities decision-makers. What are the key insights from the benchmark of IWMS providers?

Firstly, acquisition-led growth has substantially transformed the IWMS vendor landscape. Verdantix identified more than 30 transactions, such as private equity investments and mergers, taking place in the last three years. Examples include FM:Systems acquiring WizzPass to offer visitor management capabilities, Spacewell purchasing DEXMA to build out its energy management offering, iOFFICE and SpaceIQ merging to create iOFFICE + SpaceIQ, and vendors such as MRI Software (MRI) and Planon using acquisitions to fortify existing IWMS offerings. With the flurry of transactions in the IWMS market, buyers should be aware of the extent to which suppliers’ new acquisitions have been integrated with existing systems; acquired offerings can often remain siloed with limited data flow or integration between systems.

Secondly, buyers looking for a comprehensive IWMS solution to optimize employee experience, maintenance, leases and space usage have significant choices. In our benchmark, eight vendors made it into the Leaders’ Quadrant: Accruent, FM:Systems, IBM (TRIRIGA), iOFFICE + SpaceIQ (Archibus), MRI (ManhattanONE), Planon, Spacewell and Tango, as they demonstrated the most advanced all around IWMS capabilities. iOFFICE + SpaceIQ (Archibus), Planon and Spacewell all scored above average in at least 20 of the 26 platform and application capabilities areas assessed. MRI’s ManhattanONE exhibited market leading capabilities in platform internationalization, real estate investment management and leasing & portfolio management. The analysis also reveals that other providers offer strong propositions in asset and maintenance management, such as Service Works Global (an Addnode Company).

Thirdly, mobile applications, IoT solutions and advanced analytics will continue to drive long-term IWMS innovation. IWMS vendor data collected by Verdantix show that, on average, providers are reinvesting 25% to 30% of their annual revenue into product development. Suppliers are focused on optimizing mobile apps for technicians and occupants, forming integrations with the wider smart building ecosystem and including emerging technologies, such as artificial intelligence (AI), machine learning (ML) and virtual assistants, into IWMS platforms and mobile apps. For instance, Tango’s IWMS platform has AI and ML capabilities built into the platform for key areas of functionality, such as real estate investment and space scenario modelling.

GQ IWMS 2022 03

Best Practices For Using BIM in IWMS

Best Practices For Using BIM in IWMS

Building Information Modeling (BIM) is a collaborative project management process that is used to manage the design, construction, and process of real estate, infrastructure, and facilities assets. At its core is the inclusion of all (as many as possible) of the project’s stakeholders, including facility professionals.

More specifically, from a lifecycle management perspective, the process allows for a facilities and operation viewpoint to be considered throughout the building design and construction periods. The process also provides an opportunity to transfer quality data – through the model’s database – that is generated at different building lifecycle phases to an integrated workplace management system (IWMS). In turn, the IWMS enables facilities professionals to hit the ground running once the building is commissioned and occupied.

But what information is needed to ensure a seamless transition from the design-build phase to operations?

The following guide provides a BIM Execution Plan to define the BIM-related workflows and responsibilities for each project; a Level of Development (LOD) reference standard to provide clarity throughout the construction process; and answers many of the questions you may have when considering deploying and IWMS with BIM.

Download the guide, Best Practices for Using BIM in an IWMS, to explore best practices in data gathering and implementation.

Looking for the right BIM solution for you?

Call us at (201) 792-6300 to speak with a Robotech representative to find out how you can get access to the right BIM solution.

The Future of IWMS: Demand for Facility Tools on the Rise as Workplaces Digitize

The Future of IWMS: Demand for Facility Tools on the Rise as Workplaces Digitize

Overlay version. Architect/interior designer persona(e) in the Autodesk Gallery at One Market in San Francisco, CA.

With the growing number of point solutions in the market, some may think that an integrated workplace management system (IWMS) is no longer necessary. But, having one central tool to house all facility and asset data does have its benefits—and it’s becoming even more important when thinking about the future. Specifically, an IWMS is a key component when integrating building information modeling (BIM) and building management system (BMS) data to create a digital twin.

Analysts agree: An IWMS is becoming more important with each passing year. A Verdantix research report projects the market for IWMS solutions to reach $737 million by 2024, with a billion-dollar opportunity encompassing computer-aided facility management (CAFM) and computerized maintenance management system (CMMS) solutions in the periphery. The key driver behind the growing smart building software market? Digital twins and the potential for data-driven insights that empower more cost-efficient facility operations.

Archibus, by iOFFICE + SpaceIQ stands as an IWMS market leader. The platform offers comprehensive systems for optimizing built environments—whether you’re keeping up with growth, reducing portfolio costs, or optimizing the workplace to bring out the best in employees. Start simple, and evolve into a system that keeps your organization at the forefront of innovation.

Here’s a look at some of the ways Archibus sets the standard for IWMS and why companies across the world have made it their de facto platform for centralizing digital facility operations.

Manage data in one place for quick decision making

Point solutions are great for fixing a specific problem or bridging a unique gap in a data ecosystem. Unfortunately, they do little outside of what they’re intended to. As workplaces become increasingly digitized ecosystems, point solutions can’t keep up with synergistic demands. Businesses need a centralized platform for data aggregation and integration: a backbone for their digital ops.

Archibus enables a holistic view of your built environment by quickly integrating data with any platform, software, sensors, or other technologies in your tech stack. More important, it’s easy to add on and expand the workplace datasphere in the future with an open platform.

Meets your organization’s global and local needs

Business isn’t defined by borders anymore, and even small companies can have a global presence. The ability to meet global objectives while streamlining local operations is imperative to success. Archibus enables data-driven solutions at both macro and micro levels.

Adapt your built environment based on industry trends and best practices, as well as local, state, and federal regulations, and any other needs specific to your business. Archibus also leverages an experienced Global Partner Network that understands the market and your business, to provide unique solutions, tailored to enabling success at-scale.

Easily perform daily tasks

Whether in a traditional office format, a hub for flex work, or a coworking model, workplaces and broader facilities require everyday oversight. The scope of that oversight depends on the model and the needs of employees. Whatever the demands, Archibus empowers facility managers to realize and meet them.

Archibus’ IWMS platform leverages a more efficient and simpler user interface (UI), while delivering the full functionality and powerful user experience (UX) needed to execute a full range of essential tasks. From simple upkeep by internal staff to managing a team of third-party vendors, everyday tasks happen through Archibus.

Quickly launch across the organization

Easy implementation of the Archibus platform assists with a straightforward deployment and rapid adoption, from data entry to business outcomes. From facility managers to executive management teams, key stakeholders have instant access to powerful insights and performance-driven tools. It’s easy to get everyone on the same page with a cloud-based system that serves as a single source of truth for facilities data.

Best of all, Archibus offers help as you grow. Whatever or whenever the need arises, Archibus provides unmatched support and services backed by 35+ years of experience and a deep understanding of the global IWMS market. Archibus is even available out-of-the-box in seven languages, and easily configured for others.

Enhance your data

Integrated workplaces and smart building ecosystems are only getting bigger, more complex, and more important. The data they yield has the potential to drive key decision-making for organizations at every level of operation. Archibus brings it all together in one place, through unparalleled data aggregation capabilities.

Improve your energy, asset lifecycle, strategic space planning, and more with existing BIM data via a seamless bi-directional integration with Autodesk. Add GIS data for even more context. No matter how many inputs you have or the prevalence of the data itself, Archibus paves the way for building an advanced digital twin—and all the capabilities that come with it.

The IWMS era is only beginning

Point solutions are popular right now as companies begin to dabble in digitizing their facility operations. But, according to a report by IDC, they’re a far cry from the solutions these companies actually need.

Too many organizations are missing the point of having an integrated workplace management system and are using an assorted collection of applications,” said Juliana Beauvais, research manager, Enterprise Applications at IDC. “Fully leverage all the capabilities of an IWMS to create a long-term strategy for your organization’s workplaces, campuses, facilities, and retail stores.”

Archibus is leading the charge into a future where digital facilities management is the norm. Our open platform allows organizations to manage their entire built environment, with integrations that support BIM, BMS, HR, and IT systems. Archibus centralizes key facility management components to help organizations manage their workspace, facilities, asset performance, and portfolio—all in one place.

Bottom line? Archibus makes workplaces good for business and great for people by providing an easy-to-implement, flexible, and scalable platform. The IWMS platform helps businesses manage their entire built environment and integrated data, no matter the size or scope of their operations.


Article written by Devon Maresco, Marketing Coordinator

Leverage the CLEAN Future and LIFT America Acts with an IWMS

Leverage the CLEAN Future and LIFT America Acts with an IWMS

The House Committee on Energy and Commerce recently introduced two bills—the CLEAN Future Act and LIFT America Act—that are focused on clean energy and achieving net-zero greenhouse gas emissions in America by 2050.

What does that mean for U.S. workplaces? A lot. The impacts on businesses and organizations of all types are substantial. Managing the nuances of each act will require powerful technologies – such as an integrated workplace management system (IWMS) – to meet the stringent requirements geared toward sustainability.

What is the CLEAN Future Act?

The Climate Leadership and Environmental Action for our Nation’s (CLEAN) Future Act is legislation designed to ensure the U.S. achieves net-zero greenhouse gas pollution no later than 2050. The policy also includes an interim target of reducing 2005 levels of pollution by 50 percent no later than 2030.

These targets have been set by the United Nations Intergovernmental Panel on Climate Change, a global group that believes that all nations must work together to aggressively cut carbon pollution. The panel said achieving net-zero greenhouse gas pollution by 2050 will help the world avoid the most catastrophic consequences of climate change.

What is the LIFT America Act?

The Leading Infrastructure for Tomorrow’s (LIFT) America Act is legislation aimed at reducing energy and water usage in U.S. facilities, including hospitals, community drinking water plants, and schools.

These changes are meant to modernize infrastructure, fight the effects of climate change, and improve public health standards. The policy is designed to improve:

  • Energy efficiency and clean energy
  • Electric vehicle infrastructure
  • Drinking water
  • Broadband internet access
  • Public health infrastructure

Impacts on U.S. Businesses and Organizations

The CLEAN Future and LIFT America acts will directly impact businesses and organizations by alternating building requirements and energy standards across the country. If passed, the CLEAN Future Act would require building owners to:

  • Benchmark annual energy and water usage via the Environmental Protection Agency’s ENERGY STAR® Portfolio Manager® – this applies to buildings greater than 50,000 square feet and buildings already in compliance with local benchmarking ordinances are exempt
  • Develop a model building energy code using ASHRAE 90.1
  • Increase building energy performance standards

The LIFT America Act will place additional requirements on federally owned structures, including:

  • Reduce average facility energy intensity by 2.5 percent each year (relative to their 2018 baseline)
  • Reduce potable water consumption by 3 percent each year (relative to their 2007 baseline), for a total of 54 percent reduction by 2030

Increasing Sustainability with an IWMS

Many organizations struggle to find cost-effective ways to reduce their carbon footprint and ensure employee safety and wellness. Technology can streamline processes to effectively track and measure sustainability goals.

An integrated workplace management system (IWMS) platform, including one offered by Archibus, an iOFFICE + SpaceIQ product, makes it easier for organizations to comply with the more aggressive standards outlined by the CLEAN Future and LIFT America acts. A web-based IWMS platform can track key processes like energy and waste management, which helps organizations better understand the impact they have on the environment.

Organizations can utilize Archibus apps to align with their unique business needs, including:

  • Sustainability Assessments: Regular sustainability assessments allow organizations to measure performance indicators, mitigate risk, and reduce their carbon footprint
  • Energy Management: Many organizations have inefficient energy management practices that are difficult to find and cost them thousands of dollars each year – benchmarking, tracking, and management tools help control costs and increase sustainability
  • Green Building: Whether companies must meet new legislation requirements for individual buildings or across their portfolio, the green building app will help them achieve those goals
  • Waste Management: Efficient waste management systems allow organizations to improve health practices and minimize risks
  • Emergency Preparedness: The right IWMS tools overlap with business continuity planning, helping organizations recover quickly in emergency situations
  • Hazard Abatement: Identifying and abating indoor environmental hazards can be time-consuming, but this feature streamlines the process and keeps organizations safer
  • Health & Safety: From workplace safety accidents to PPE, organizations can gain greater control over health and safety protocols
  • Hazardous Materials: Quickly retrieving material safety information helps to protect building occupants and cut compliance costs

Where to start: Sustainability Assessments and Energy Management

Businesses and organizations don’t need to wait for the CLEAN Future and LIFT America acts to launch sustainability measures. IWMS technology makes the concept of environmental sustainability a reality by tracking, ranking, and documenting details on the condition and use of physical assets.

Manual evaluation using spreadsheets and other archaic methods are replaced by objective and systematic ways to identify and prioritize facility replacements, upgrades, and renovations based on environmental sustainability criteria.

Using data from a central repository in Archibus, building owners/managers can:

  • Establish proactive sustainability processes that can improve operational efficiencies, enhance stakeholder work environments, and boost asset value
  • Identify which assets should be repaired, renovated or replaced to achieve environmental efficiency goals or support an existing LEED™ or BREEAM® rating program
  • Improve capital budgeting and planning capabilities by tracking costs and budgets associated with environmental deficiencies
  • Increase efficiency of sustainability efforts by integrating assessments with work order management and by using a unified data repository

An energy management solution is also easy to implement in order to aggregate, evaluate, and optimize energy and utility spending decisions and reduce unnecessary consumption and costs. With Archibus, organizations can:

  • Evaluate consumption patterns to help renegotiate rates and consolidate energy providers
  • Reduce business risk and exposure to changes in energy costs or carbon emissions regulation thought what-if analyses
  • Track energy expenditures against a business plan or objective benchmarks

Article written by Fred Kraus, Sr. Director Product, Archibus