Workplace Management: Benefits and How to Do It

The Way We Work Has Changed a Lot in Recent Years

Until recently, it was rare to see companies adopting the hybrid model. Today, however, this model is highly sought after by talent and is even the preferred option for employees, according to research conducted by WeWork.

To meet this demand and provide a workplace where employees actually want to be—regardless of the model—it is crucial that companies implement workplace management. In this article, you will learn about the benefits, how to manage workplace spaces, and which tools are essential to make your office more optimized and collaborative.

What Is Workplace Management?

Workplace management, or space management, is the practice of analyzing and optimizing the physical work environment to ensure better use of available space. This involves making improvements that enhance how spaces are used. A workplace includes all areas: meeting rooms, desks and workstations, collaboration and break areas, cafeterias, parking lots, kitchens, and more.

In other words, workplace management considers both shared and individual spaces, ensuring functionality for collaboration as well as for moments of focus and concentration.

It is not just about organizing physical space to welcome employees and visitors. True space management considers usage, preferences, objectives, and the costs associated with each environment. The goal is to analyze occupancy, understand usage behaviors, and identify opportunities for cost savings and optimization. This makes workplace management strongly data-driven.

Armed with this information, companies can implement routine improvements and make better strategic decisions—such as reconfiguring a space or even moving to a new building.

Benefits of Workplace Management

Organizing spaces goes far beyond “keeping things tidy, clean, and nice-looking.” The greatest benefits are tied to functionality, generating positive impacts for everyone who uses the space—employees and visitors alike.

Key benefits include:

• Better use of spaceEnsuring that all spaces are actually being used prevents unnecessary expenses and increases efficiency. Empty spaces represent wasted costs.

• Cost reductionBy reducing unused offices, limiting rarely used spaces, or maximizing the efficiency of high-demand areas, companies can transform costs into investments, given all the resulting benefits.

• Increased productivityA well-organized, inviting, and functional workspace directly impacts productivity—an essential factor when evaluating office dynamics.

• Enhanced well-beingAlongside productivity, employee well-being is crucial. Happier employees lead to lower turnover (and thus lower costs) while improving the company’s reputation with clients, investors, and talent.

• Improved socializationSpaces for relaxation and informal interaction foster stronger connections among employees, making the workplace lighter and more enjoyable.

• SafetyEnsuring safety in all aspects of the workplace is vital and must be factored into space management strategies.

  
  

How to Assess and Manage Spaces

• Office occupancyOccupancy refers to the relationship between available workstations and the number of employees. For example, if an office has 50 desks and 50 employees, occupancy is at 100%. Knowing this data helps leaders assess costs, resource allocation, and space needs. In hybrid models, reducing space and rotating employees can optimize resources significantly.

• Resource controlBy tracking requests for resources (e.g., coffee, equipment), companies can forecast demand, reduce waste, and improve service. Data on peak times and resource types provide valuable insights.

• External visitorsMonitoring the frequency of external visitors helps anticipate resource needs and space requirements, such as meeting rooms, projectors, and catering.

• Usage of spacesUnderstanding which areas are most and least used allows for better planning of cleaning, replenishment, and resource allocation, while minimizing waste. A smart strategy is to open less-used areas only when others are at capacity.

• Cost analysisCalculating the average hourly cost of different resources (energy, food, cleaning, etc.) helps quantify the expense of each space. For example, estimating the cost of meeting rooms versus workstations gives clearer visibility into where savings can be made.

• Data cross-checkingCombining cost data with employee time and resource usage provides a more complete picture of efficiency, enabling companies to reduce waste, conflicts, and productivity loss.

  
  

Tools for Space Management

• Spreadsheets

  Useful for managing reservations and monitoring costs, though manual processes require discipline and collaboration.

• Calendars

  Online scheduling tools allow employees to reserve desks, meeting rooms, and other spaces with autonomy and accessibility.

• Access control systems

  These ensure only authorized people can enter reserved or restricted areas, while improving overall workplace security.

• Maintenance reporting

  Systems for reporting and tracking maintenance requests (manual or automated) ensure quick resolution and accountability.

• Resource requests

  Requests for catering, equipment, or other items can be managed manually or via digital tools, reducing errors and delays.

• Space management software

  The most effective way to centralize all these functions is through dedicated workplace management software. A solution like Skedway consolidates reservations, access control, reporting, visitor management, and analytics into a single platform—providing dashboards, integrations, and intuitive interfaces to optimize decision-making.

  
  

Conclusion

Regardless of the work model your company adopts or the tools you choose, workplace management is essential. It enables strategic decision-making, cost reduction, and a more engaging employee experience.

By following the practices shared here, your organization can take workplace management to the next level—creating an optimized, collaborative, and future-ready environment.