workplace management platform

Workplace Management Platform – What To Know Before Implementation

Being efficient is important for running a successful workplace. However, it can be tough to keep track of everything when you have multiple employees, tasks, and projects to handle at the same time. That’s why many companies use special workplace management platforms to manage their workplace.

But not all software is the same.

There are many different features, functions, and choices to think about when picking the right software. So, this post will discuss what you should consider to make a smart decision. With the right software, you can make sure that your workplace runs smoothly and efficiently!

What Is a Workplace Management Platform?

We have relied on complicated Excel sheets and handwritten documents for workplace management. It seems like a good idea at first, but eventually, these resources become confusing and overwhelming, making them less effective.

But with a workplace management platform, you can say goodbye to handwritten lists and delete those spreadsheets. Instead, you can track everything in one central place, including data, occupancy levels, visitor registration sheets, etc.

A workplace management platform is a special software that helps facility managers and workplace leaders organize and improve workplace strategies. It automates everyday processes and optimizes office space. 

Moreover, reliable modern software should have various features to support your office space and asset management, such as desk booking, room scheduling, space utilization data, workplace analytics, and automated solutions.

Who Needs a Workplace Management Platform?

If you want a smooth workplace experience, everyone on your team can benefit from using workplace management software. Let us explain how.

HR Manager

An HR manager can greatly benefit from a workplace management platform. Such a platform provides tools that help streamline HR processes and enhance overall efficiency. With a workplace management platform, HR managers can automate tasks like employee onboarding, leave management, and performance evaluations. That will reduce manual paperwork and save a lot of time. 

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Facilities Managers

For many companies, real estate is one of the biggest expenses. And facilities managers are responsible for making the most of this investment.

With workplace management software, facilities managers can easily analyze data on how office space is being used. This helps them determine if any changes are needed, such as rearranging, resizing, or reconfiguring the space.

IT and Workplace Technology Managers

IT and workplace technology managers work with technology to make processes easier and simplify everyday experiences in the workplace. Workplace management software includes automation features that make this even simpler.

Important features like automated desk check-in and suggested desk booking remove time-consuming tasks for employees to make things smoother and increase productivity. 

Employee Experience Leaders

Workplace experience and employee experience are closely connected, so analyzing workplace data can reveal areas of inefficiency. With workplace management software, leaders responsible for employee experience can gather the necessary data to make the greatest possible impact on their team members.

By gaining valuable insights into the workplace, leaders can ensure that employees have the best experience possible at the office and pinpoint areas that require improvement. 

Workplace Operations Managers

Workplace operations involve creating strategies and taking care of tasks to ensure everything runs smoothly in the organization. This includes managing relationships with vendors, handling maintenance, and organizing desk and space bookings. Workplace management software helps simplify these processes, including employee scheduling. 

Criteria For Choosing A Fitting Workplace Management Platform

Key Functions of Workplace Management

When choosing workplace management software, it is essential to consider how well it handles critical tasks like booking desks and rooms. This ensures that employees can easily find and reserve the workspace they need. 

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Additionally, the software should support hybrid work planning, flexibility, and clear guidelines for remote and in-office work. 

Lastly, having a visitor management system is crucial for managing visitors effectively and ensuring everyone follows the rules.

Easy Setup

Look for workplace management software that is easy to install and configure. You want to be able to start using it quickly without any complications. Also, check if they provide good customer support in case you need assistance during setup.


Choose software that can be easily customized to fit your specific business needs. Flexibility is important for adapting the software to match your unique requirements.

Reports and Analytics

Consider the reporting and analytics capabilities of the software and the type and level of detail you need in your reports. Determine if you prefer static reports or interactive ones that allow you to explore the data.

Integration with Other Systems

It is also necessary to ensure that the workplace management software can integrate smoothly with other systems your company uses. This saves time and automates tasks, making your workflow more efficient.

Sustainability Features

In today’s digital world, it is essential to consider sustainability when choosing software. Look for workplace management software that offers energy-saving features, such as automatic shutdown when not in use. This helps reduce your carbon footprint and save on energy costs.


Consider if the software can scale with your business as it grows and the pricing structure is flexible and can accommodate changes in user numbers. 

Also, it is vital to ensure that the software has the necessary features for your current and future needs and can integrate with other systems as your business expands. Additionally, consider the vendor’s support and responsiveness to customer needs.


Before exploring different software options, determine your budget. This helps you narrow down the choices that fit within your affordability range. While there are free options available, they may not offer all the features you require.

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Potential Return on Investment

Finally, you should evaluate the potential return on investment (ROI) of the workplace management software. Measure how much time and money it can save you or how it can improve your bottom line and reduce costs. Calculating the potential ROI helps you make an informed decision that aligns with your business goals and needs.

In Conclusion

As we adapt to a more modern way of working, it is always important to update our tools and resources, too. When we have better solutions and technology, it leads to better results for our business. That’s where workplace management software comes in. It helps bring together your workplace and enables you to create successful strategies for hybrid work.

Hybrid work is all about prioritizing the needs of people in the office. So, it makes sense to use software that reflects that approach. With a solid workplace management platform, you can empower your teams to perform at their best.

If you are interested in learning more about using tools that support the overall workplace experience, we can provide you with further information. Contact Acall today for a demo!

1. Who can benefit the most from implementing a workplace management platform?

A workplace management platform can be highly beneficial for multiple roles within an organization, including HR Managers, Facilities Managers, IT and Workplace Technology Managers, Employee Experience Leaders, and Workplace Operations Managers. Each role can leverage the platform to improve efficiency, streamline processes, and enhance employee engagement.

2. What to look for in terms of customization when choosing a workplace management platform?

When considering customization, look for a platform that allows you to modify features and workflows to align with your company’s specific practices and policies. The ability to tailor the user interface, set up custom reports, and configure notifications and alerts is also important.

3. Is it difficult to set up a new workplace management platform?

The difficulty varies by platform. Some offer easy, user-friendly setup processes, while others might require more technical expertise or support from the vendor. It’s important to choose a platform that matches your organization’s capacity for implementation.

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