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How to Implement a Space Management Software

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How to Implement a Space Management Software


Your office space management concerns will not end once you install a new space management software.

But implementing it well will bring you a step closer. Some reasons to focus on software implementation include-

  • Smooth employee buy-in

  • An organization-wide smooth user experience

  • Greater organizational productivity, to name a few.

Whether you want to learn what it takes to implement space management software well or you want a few practical tips, this article can help you with it. So, let us dive in.

The Eight Steps to Implementing Space Management Software

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1. Set a Timeline

Remember, there is a good chance your employees are used to a certain way of work. And a new software will likely change it completely. So, installing space management software that will alter multiple day-to-day processes, including seating arrangements, meeting room bookings, and workflows in one go, will only increase their resistance to it, delaying successful adoption. 

So, install the space management software in phases and decide on a timeline for adoption. Doing this ensures that the employees have enough time to get used to the changes without stretching the adoption time dramatically.

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2. Communicate With Your Team

Once you have a timeline in place, you must inform all your employees about the need for the space management software, how the software can help them, and the changes they can expect next. This helps create a shared understanding of the entire process and helps employees see the benefits of using the software. Ultimately, this increases buy-in.

Wondering how to inform your team about the software and its deployment plan? Simply float a policy email company-wide. Include the following in your policy-

  • The need for the space management software

  • The benefits of the software

  • The software deployment timeline

  • What changes they can expect, etc.

3. Build the Space Management Software for Employees

While space management software has various customization options to suit your company’s specific needs, most software comes with industrial presets. This means you have to tweak them to optimize them for employee workflows. 

So, consider employee working preferences and build out your space management software accordingly. Check data collection methods and set communication for remote and in-office workers to make the transition smoother. 

Going the extra mile to build out the software makes deployment smoother and reduces employee hesitation to try the new software.

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4. Test the Software on a Subset of Employees and Seek Feedback

The best way to know if your new space management software is ready for deployment is to ask your employees to test it. This helps you recognize the frequent roadblocks faced while using the software and helps you decide the appropriate training methods needed to overcome them. In fact, since the feedback is quick, you get enough time to optimize your software and training before they go live.

5. Recognize Champions

Employees trust their peers to understand their concerns at work. This is also why they will welcome suggestions from them more readily. Safe to say, if you want your company employees to try your new space management software or be more accepting of it, you must target company champions, train them, and ask them to get the word around. Here are a few benefits of going this route-

  • Champions can advocate for the space management software

  • They could influence employees to try out the software

  • They can generate excitement about the policy change and more.

6. Maintain Decision Logs and Documentation

When you are deploying the space management software, there could be several instances where you might want to backtrack your steps. Here, having a dedicated log of all the actions taken while setting up the software helps.

Along with a log, you can also build documentation to ensure all employees are on the same page. The best part? Doing this also reduces the time taken to bring new employees up to speed.

Some things you can include in the software documentation are-

  • Steps for booking a meeting room

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  • Areas that can be reserved using the space management software

  • How to track insights using the software

  • How to contact the IT team, etc.

7. Provide Training

Training is key to helping employees understand how to use space management software. And the most effective way to do it is by making software training a priority. This could mean clearing out employee schedules to accommodate training time, providing training support, live training, etc.

Moreover, you could phase out the training process to make it even more manageable for the employees. This ensures that employees are more receptive to the software, resulting in greater employee buy-in.

8. Provide a Consistent Experience

Successfully deploying a space management software extends beyond training the employees alone. It also includes providing employees with a smooth, glitch-free software experience. Additionally, keep a watch on the software KPIs and analytics to understand how the employees are using the software. Doing this helps understand software deployment gaps and tweak them before the next training phase.

Final Word

Why The Best Leaders Refuse to Ignore Office Politics

Implementing a new space management software organization-wide is the most important step in ensuring the software is used efficiently. So, make sure you make data-backed decisions and pay heed to the feedback when deploying the software. This will go a long way to make implementation easier. And if you get stuck at any point, redirect using these points-

  • Focus on why you are deploying the tool

  • Leverage internal champions to boost buy-in

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  • Stick to the roll-out schedule

  • Provide customized training

  • Maintain proper communication

WorkInSync offers custom space management software built to tend to your hybrid workplace management needs. With features like real time space utilization, facilities management, contact tracing and space allocations, this is the mobile app you definitely need for your hybrid workplace. 

Get yourself a demo and optimize your space planning today!



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TECHNOLOGY

Disruptions Constantly Change the Insurance Industry

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Disruptions Constantly Change the Insurance Industry


What Jake and Flo Aren’t Telling Us: Disruptions Constantly Change the Insurance Industry

Auto and home insurance bundles, umbrella policies, constant arguments about paying for healthcare (especially during a pandemic), and thousands of streaming and social commercial advertisements pushing different providers as being the best option for the average Joe and Jane. 

Yes, we are talking about insurance and its many pros and cons. But what Flo from Progressive, the Geico Gecko, and the ever-popular Jake from State Farm may not be able to tell you is where the insurance industry is heading.  And truth be told, you do not need them to do so — you can use your own Anticipatory mindset to decode the disruptions that will change the insurance industry from this point forward.

As a consumer, this general concept may strike fear into your heart — or, conversely, bring much-needed relief. It is no secret whatsoever that the consumer-facing side of the insurance sector is complicated, no matter how easy advertisements and salespeople try to convince individual consumers the process of obtaining insurance will be. Disruptions — and better yet, digital disruptions — that turn the insurance industry on its head are meant to ease the common pain points customers face.

And as an insurance professional or a business owner in the insurance industry, digital disruptions should bring you joy — your life will be easier, your customers will be happier, and most importantly, new doors will open to better opportunities to help the masses and scale your organization. However, those who fear these new digital disruptions do so because they feel them to be unpredictable and earth-shattering.

The Real Problem: Life Changes Drive Insurance Changes

Getting in front of any type of digital disruption is easy, as has been demonstrated by my Anticipatory Leader System. But those in the insurance industry, just as in all other industries, who do not embrace the principles of an Anticipatory mindset are frequently left to dread disruption and change.

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One of my favorite principles from my Anticipatory Leader System is the Skip It Principle, because it is a straightforward way to start to peel the onion of an issue that shakes up your reality. With the Skip It Principle, we shift our focus from the perceived problem to the actual problem that a digital or other disruption introduces.

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In the case of the insurance industry, the real problem is not that accelerated digital technology is transforming how we buy, sell, and implement insurance — it is the fact that change happens in life, period!

Think about that for a second: Insurance is an industry built on the very idea of constant, variable change. Unpredictable change is why we have insurance, is it not? Because we cannot literally use a crystal ball to see what is coming, we pay money to be covered if something goes wrong. The very concept of insurance is Anticipatory, in and of itself! So digital disruptions are not the problem here — the real problem is just a mindset issue.

Insurance agents and other professionals do not actually fear change in general, as the promise of change brings them business — but they do fear change that could disrupt them. Similarly, many customers of insurance fear change in the industry because they worry that these changes will make the process of acquiring insurance even more complex and convoluted, leaving them with lackluster coverage despite their best efforts and investments.

New Digital Disruptions Improving the Insurance Industry

As a business professional in insurance, it is your job to ease the minds of your customers — and, moreover, to follow through with ensuring that your promises of more efficient and accurate experiences with insurance hold true. To perform these tasks, you must use an Anticipatory mindset to identify exactly what digital disruptions are impacting the insurance industry going forward, and how they impact your customers.

Let’s identify a concept and an applicable disruptive digital technology that is transforming a multitude of industries already. This way, we can pre-solve any customer and organizational problems this technology will bring to the insurance industry and prepare for what is to come, just as you do for your clients in creating policies that anticipate and help them to meet their insurance needs.

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Omni-Channel Claims Experience — I interviewed Richard Berkman of IBM’s retail technology about omni-channel intelligent commerce. The convergence of a business’s digital technology user experience and its customers’ experience in the physical world is not solely constrained to retail, as evidenced by the ways the principles of omni-channel intelligent commerce are impacting insurance providers and their consumers.

Creating an omni-channel claims experience with an insurance agent or agency means streamlining the interactions that follow an actual, physical incident, when the need to file an insurance claim arises. Everything sounds wonderful on paper when the risks discussed are purely theoretical, but when an incident occurs, the integration of the policy, the insurance agent, and the resolution following an incident must be as seamless as the customer’s experience buying a product online or in-person at a physical location.

There are several technologies already disrupting the likes of retail and service-based industries, designed to create connected and seamless experiences, both virtual and in-person. Disruptions in the insurance industry surrounding this concept are already under way, driven most notably by Internet of Things (IoT) applications and telematics.

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Internet of Things (IoT) Risk Assessments — With edge computing, 5G connectivity, and the ability to process more and more data in real time, we are reaching a point in the insurance industry where we can adjust rates by the minute! For example, what was once simply a perk of having a tracker in your car measuring your driving habits and ultimately helping you lower your premiums by making you a safer driver is now finding its way in your home, place of business, and more.

The proactive way insurance companies are already using IoT applications in homes and commercial spaces, for instance, includes predicting when an issue is more likely to take place, like a pipe bursting or a fire starting. This technology alerts the customer of the elevated risk and enables him or her to actually prevent the incident from happening to have them avoid filing a claim for damage to begin with. Talk about pre-solving using anticipation!

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Overall, the point of a seamless customer and insurance agency experience is found in a connected experience, whereas legacy systems and legacy mindsets of insurance agencies reflect a passive product that a customer is simply required by law to have. Now customers feel interactive with their insurance, and it removes the top-down emotions once commonplace in the industry.

What Might This Do For You as an Agent?

Naturally, with every digital disruption that improves the customer’s experience, there is the pertinent fear that your status quo will be upended — or, in some cases, eliminated completely. I’d love to tell you that this is not true, but it is a Hard Trend future certainty that you cannot avoid.

However, the beauty of anticipation is that you stay ahead of these disruptions and foresee many of the idiosyncrasies that can and likely will disrupt you as an agency owner or insurance representative. In this case, knowing that increased connectivity is causing the disruptions we discussed in this blog, what aspects of your operation can you pinpoint as likely to be transformed by IoT, edge computing, or autonomous technology that processes customer data?

Insurance, like every other industry in the commercial world, is a Both/And industry, meaning that legacy systems are not completely irrelevant in the wake of new, transformative technology, much as human beings will not be replaced by machines. The skills you have developed as a professional in the insurance industry are still extremely valid, and an Anticipatory mindset will teach you how to help them converge with the new systems and changes coming now and in the future.

Learn to be Anticipatory with my Anticipatory Leader System today!



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