Best Practices of Space Management using IBM TRIRIGA
A facility manager’s primary goal is to constantly maintain and look after the well-being of the space(s) they manage. This is not an easy goal as they simultaneously aim to satisfy the worker’s needs, optimize the space, and build a solid relationship with management – all while aiming to be as cost effective as possible.
When space becomes limited, companies’ initial reaction is to “build more offices.” Typically, there is a more cost effective solution that requires exercising good space planning practices that are accurate, flexible and cost effective. There are also space management solutions available which help to manage your spaces effectively. IBM TRIRIGA Space/Facilities Manager is the premier solution for space management on the market.
As every organization is different, there is no 1-answer on how to best manage your facilities. However, there are various best practices your company can follow to promote the most effective use of your space:
1. Conduct space audits on a regular basis
Space managers and space planners should plan audits on a regular basis or prior to a large move or restack. A space audit is a snapshot or capture of individual space details, allocated departments, current usage, and occupancy status to evaluate the utility of the floor and building as a whole. After the space audit is completed the space planner has trust in the portfolio data and can start making decisions based on data and not guesses.
TRIRIGA offers an application that is integrated with the space management module to streamline the space audit process. Once audits are conducted on a regular basis, TRIRIGA will quickly become the golden source for all space-related data.
2. Integrate your AutoCAD files with your Space Management Solution
Accurate drawings of floor layouts and furniture configurations are essential for effective space management, as correct floor/furniture plans give space managers an accurate depiction of their space, allowing them to plan for maximum utilization. Simply said, having your space management tool integrated with your CAD files allows you to have exact layouts, as well as updates whenever the floor configurations change.
IBM TRIRIGA’s CAD Integrator/Publisher integrates your floor plans with IBM TRIRIGA to improve work efficiency by allowing users to work in AutoCAD and publish directly to TRIRIGA without the need for complicated importing processes. TRIRIGA also allows users to view floor plans in graphical formats such as space standards, occupancy status, or by organizational allocations, access data from the TRIRIGA database and assign people and assets to spaces directly from AutoCAD.
3. Record keeping of your space associations is essential
Once all of your CAD files are integrated with your space management solution, you will need to maintain the records of each space. Record keeping benefits you by:
- Associating spaces to other records: where a specific space is allotted to a person and an asset is associated with it.
- Auditing spaces: By auditing one know what place is associated with which asset.
- Tracking the use of space: From the software one can view the status of the space whether it is used frequently or not
- Know your associations: As one person can have many assets associated with them, it is essential to track all of your associations so none of this information gets lost – should you need it in the future.
By adopting the IBM TRIRIGA Space Management Solution one can easily manage all of their records and keep them up-to-date. For each space record in TRIRIGA, a user can assign a person and asset to space. In the system, specify what asset and employee are associated with each record for complete visibility. For example, if you need to move an employee from one place to another; you can move the asset and the employee together, reallocate to a new location, and update the system for easy search.
4. Following space standards can be helpful
There are various space standards available, such as OSCRE and BOMA, which companies can follow to use their space more efficiently. OSCRE, Open Standards Consortium for Real Estate, is an exceedingly valuable and timely source for any real estate association looking to use the data at their disposal to both increase performance and shape a lasting economic benefit. BOMA, Building Owners and Managers Association International, is an international standard for measuring building and which is very effective in managing your spaces.
Adapting these space standards allows companies to:
- Avail a ready-to-use set of protocols to achieve an effective outcome.
- Save Monday as one need not try various trial-and-error experimental methods as these standards are tried and tested.
- Be able to effectively communicate their space information to other individuals outside of the company in a universal manner that is understood by all in the industry
TRIRIGA makes it easier for the people who are following OSCRE and BOMA space standards as their protocols are fixed. TRIRIGA embraces both standards so it becomes easy to adapt them and even easier to report on with TRIRIGAs many OOTB reports for both OSCRE and BOMA.
5. Manage your moves with a Space Management Solution
Move Managers are responsible for moving people, assets, and equipment within an organization to ensure that move requests and move projects are applied correctly. Move planners are responsible for planning move projects so that strategic space plans can be made and companies can maximize the number of people that can fit into space. Without acquiring a space management solution it becomes very difficult for one to manage moves as they need to physically visit each site to determine whether the place is adequate for their needs, which is very time-consuming. With a Space Management solution, you can see all the information you need relating to every potential site within 1 solution, saving you both time and money.
TRIRIGA offers a web-based ‘MoveMe’ application, designed as a user-friendly move request form for both single and group moves. Move costs can be set up for each building giving the move planners moves costs by month/year or by specific buildings or organizations. Move requests can have logic to ensure that move request adhere to company policies for right-sizing of entitlements. This allows space managers/planners to feel confident that move requests/plans are accurate because the MoveMe app gives them the ability to see the floors plans with the accurate occupancy information.
6. Develop a crystal clear space use agreement (SUA)
A space use agreement (SUA) is a contract between two parties, such as a property owner and occupant organization, about the usage and budget of the facility. In real estate leases and property contracts, SUAs define the internal use of the space. If the agreement is not clear making adjustments to space can become expensive and time-consuming, while having a clear SUA prevents misunderstandings between the tenant and the landlord.
In TRIRIGA the contract manager can create, view and modify the SUA’s. Whenever a new agreement is signed a manager should fill in the details of the SUA’s document as it’s a legal document or proof you the company owning or renting the space which is very important. In the form of TRIRIGA one needs to fill the details like ID, revision, status, name, description. There are various sections in SUA’s such as organization section, cost code section, real estate contract section, geographic contract section, commitments section and many more wherein all details are to be filled and agreed by both the parties.
Space Management is a crucial part of any organization. Based on our extensive experience working closely with our clients, we recommend adopting these practices to optimize your space. For more information regarding space management best practices, please contact us at firstname.lastname@example.org