Space management within FM framework

In simple terms, space management refers to tracking occupancy and spaces within facilities by organizations reviewing needs based on an established business model that assesses how much space is being used and what will be needed in future depending on the size and projected growth of occupiers.

It is to support the optimal use and administrative resources, while also supporting planning, design and management of organizational set-up. It all seems fairly straightforward in theory, but in practice, more complicated.

There are different types of space in any facility. It may be single floors, multiple floors in a building, multiple floors in multiple buildings and it is important to take note of some factors in ensuring spaces are managed properly and more importantly, serve the needs of users of those spaces.

Space management, as with every strategic intervention, will first need a policy. This responds directly to the business objectives of the organization utilizing the space.  Taking into cognizance, the uniqueness of each business/occupier, this will reflect the brand to be conveyed, accessibility to clients and, of course, how spaces can then be managed in a way that is cost effective.

A space management policy also has to include guidelines on how to constantly review and update spaces so that owners/occupiers do not pay for spaces not needed and that spaces are organized in such a way that gives way for expansion when required.

Space management policy requires a level of forecasting on what can go wrong and how businesses can be supported in moving to new workplaces or locations.  For example, some locations may no longer be feasible for certain businesses, space may be too large or too small to serve needs of users, or simply not make economic sense to continue to remain in the facility.

While it is strictly not the role of facilities managers to make economic projections for businesses, the FM is still vital in providing a framework for the organizations/occupiers to better understand how to make business decisions based on space use and location.

In managing spaces, what are those things to look out for?  First thing is having data on how much floor space is actually available for planning and use.  A lack of reliable and accurate data will seriously inhibit any planned improvement on spaces, resulting in lack of flexibility and responsiveness to users’ needs.

Design of spaces is another element in managing spaces.  Design will take into account the amount of space that is actually available, the purpose for which the space is needed and how to balance this out.  The type of organization may determine the design needed – for example a banking hall instead of a shared workplace hosting several individuals. At times, one business may have several elements that will need to be taken into account, and appropriate model designed.

Space management provides certain advantages and include, at the basic level, an understanding of how organizations are using their spaces.  It helps track who is where, improves space utilization and instils accountability in the use of space and resources.  Another advantage is improving design to align with shifting needs, and ensuring there is alignment of space use with other organizational goals like smart energy use, shared amenities etc.When there is need to make changes, space management ensures movement of people within spaces with the barest interruption to core business.

Finally, space management assists in planning ahead.  It becomes easy to plan for future space needs even before the need arises, leading to cost savings and overall improved workplace productivity.